#04: Agenda spreadsheet [Free Template] to design and manage workshops

Here is an agenda spreadsheet template designed in Google Sheets that you can use to design and manage your next workshop. 

I have been using this same template for 10 years to design workshops from 60 min to 5 days long. I am excited to share it with you!

Using the Google Sheet Template

I have a partially filled example in the current template from a recent workshop I designed.

Make your copy by going to File > Make a Copy in the Google Sheet template.

Why use a spreadsheet for your workshop agenda? 

You have done the work to figure out who needs to be in the meeting and what you want go get done. This spreadsheet helps to:

• centralize the goals, activities, prep and timing in one place
• make inevitable time changes on the-fly
• visualize the balance of different activity types
• edit easily and quickly
• be a quick reference if ahead or behind schedule
• analyze your performance as a facilitator

Here are the 5 key components of the agenda spreadsheet template and how to use it: 

5 key components of the agenda spreadsheet template 

1. Determine your workshop goal

What is it? A 1-2 line statement of what you are hoping to get out of the working session.

Why does it matter?: You need to know where you want to head before designing the agenda to get there.

My Example: In my example, the workshop goal was to identify the riskiest assumptions in the current product idea.

2. Decide on your participant goal

What is it? Statements that define how your workshop participants are entering the meeting (behavior, energy, knowledge) and how you want them to leave the workshop.

Why does it matter? Workshops can involve diverse stakeholders who can bring their own energy, biases, and perceptions to the working session. Defining the audience risk upfront can help ensure you have the least friction possible when designing activities that meet the workshop goal.

My Example: In my example, I want to influence my business partner in a new way of working. I need to get a quick win on showing value in identifying a product assumption so that they crave more. I already know in advance that 60 minutes is not enough. This is a teaser workshop.

3. Balance your activity types

What: There are six (6) key activity types when designing a workshop:

1. Content Delivery: Presenting slides/information directly to your audience.
2. Techniques: Core group and solo activities of the workshop.
3. Discussion: Moderating conversations about a Technique, Feedback or information in your Content Delivery
4. Feedback: Getting real-time critique on the workshop
5. Stokes: Energizers to keep the momentum going during a workshop
6. Breaks: Down time for longer sessions

Why: You need a balance of activity types to create a great workshop experience. Your participant and workshop goal will determine the amount of time spent on each activity type.

Template Feature: In the Google Sheet, when you select an activity type, it will automatically change the fill color of the row. This helps you see at a glance the balance and sequencing of activities.

4. Sequence your activities

What is it? This is the sequencing of your designed activities to meet your workshop and participant goals.

Why does it matter? Proactively designing activities and strategically sequencing them sends a message to your audience that you are in control and gives them confidence that they will get to the workshop outcome!

My Example: In my example, I designed the sequencing between a Strategic warmup > Journey Map > Assumptions > Feedback > Next Step Discussions. For this client, all of these activities were designed on a Mural board.

Note: We are going to go into a lot of detail over the coming weeks on Activities and Activity Types - stay tuned!

5. Enter the start time and duration of each activity

What: Clear start time and duration for each activity

Why: So you can keep track of time in the workshop at a glance and make on-the-fly changes as needed

Template Feature: The Start Time column is a time formula. Edit the first cell in this column for your workshop start time and watch the rest of it update automatically! The Duration column is the amount of time for each activity. Keep editing the Duration column in real time so you can track if your workshop timing is at risk and what changes you may need to make.

6. Analyze your facilitation performance

What is it? The Analysis tab gives you a quick visual breakdown of the amount of time you are spending on each activity

Why does it matter? This can give you data on what worked well (or didn’t) for a workshop to help you design better workshops for your audience in the future.

For instance: Perhaps you are hoping to spend 80% of your time collaborating on Techniques but the reality was only 20%. Was the time spent on over-talking of a presentation during Content Delivery? Were there rampant Discussions that spun out of control?

This helps with data-driven changes for future workshops.

Template Feature: The pie graph automatically gets created from the Agenda tab data.

Pro-move. Compare the designed vs. actual Agenda using Google Sheet Version History.

Try it out

Start using the agenda spreadsheet template this week.

I'd love to hear how it goes. Send me a message.