Below is a quick introduction to the most important rules and responsibilities of our workshop facilitators. It should give you an idea about what your tasks are, the etiquette when working with clients and how we make sure that the quality of outcomes is consistently high.
As a workshop facilitator, you are moderating workshops and guiding a (client) team through a design process. This requires you to be confident speaking to strangers online and very succinct and clear with the use of your language in general. Key principles for facilitation are the inclusion of all participants in all exercises and making sure everyone contributes throughout the workshops.
Your role also allows you to advise the client team on a product-related topic like growth, communication, strategy etc., almost like a consultant depending on your skillset. You take responsibility for the results of the workshops and also act as a communicator among the members of the workshop team.
Shadowing i.e. plain observation
Assisting the participants on Miro and Zoom
Goals and Questions
Facilitate Second User Journey Map
Facilitate First User Journey Map
Introduction / How Might-We's
Please behave professionally and reduce visual noise on camera (items in background), auditory noise (background) and contextual noise (unnecessary words or comments) to a minimum.
Always listen to the client and pay attention to their needs.
Always-Be-Capturing. When someone speaks and the content of the conversation is important, write notes on a Miro board or in your personal notebook to make sure that you can refer back to them later.
Always have Discord open with the internal project channel for conversations with the team outside of Zoom.
Mute your phone and desktop notifications. You need to be 100% present in the workshops.
Don't eat, smoke or do any other activities during workshops. If you are not the main facilitator, turn off your camera in case you need to step away from the screen.
Here's a breakdown of how a project engagement with Deep Work looks.
Deep Work takes overall administrative efforts related to sales and the project specification. We then choose the experts who fit the project the most and put together a team. This is when:
You receive a request for participation with a suggested date and time
You can decline or accept, confirming the date and time
After accepting, you receive a brief and calendar invites for an onboarding call and to block out your time on the project
You can then choose a collaborator for shadowing (see details below)
You then join an internal onboarding call to discuss open questions, understand the product and get to know the rest of the team. Make sure that you get answers to all your questions about the product so you have a good idea of how it works.
After the onboarding call, you will be CC'd in an email to the client and have time to prepare everything you personally need for the workshops. You also have a chance to split tasks with your shadower or discuss their role in the workshops.
Projects follow a set (but flexible) process to manage expectations and produce high-quality results for the client team.
User Testing — Some projects start with a round of user testing. You will not be involved in it, but the first 30 minutes of the first workshop is dedicated to the researcher presenting results.
Workshops — Depending on the type of Hypersprint, you are facilitating two or three workshop sessions.
During the workshops, your goal is to act as a communication enabler among all participants of the workshop and help the team align on a team. You are also responsible for your shadower, how they perform and where they are able to contribute. By the end of the workshop, you need to make sure that the client is comfortable with the results.
After the workshop sessions, you can review the performance of the shadower.
Record a video-summary of the workshops and share it in Discord for context for the other team members.
Prototyping — After the workshops, the prototype will take the results and design a high fidelity prototype. Make sure that they make the right decisions when prototyping and not add any new features. They need to design exactly what has been agreed on during the workshops.
User Testing — During prototyping, the user researcher will prepare a script for the user interviews, based on your summary of the workshops. After they are done, you will get to review and approve them. This gives them the confidence to run the interviews and ask the right questions.
After the user testing is finished, the researcher writes a report to present in front of the client. Their report will contain the user feedback and everything the client needs to know to get an idea of how the product will be perceived on the market.
Check how everyone is doing to assess their stress levels. It's important that everyone on the team can be in a focused and attentive state. No distractions and stress at minimal levels. Here is an example script:
I’m going to ask everyone to raise their hand at the same time, with 1-to-5 fingers visible in your camera. This is to provide simultaneous visible feedback quickly and succinctly. Please be honest!
If first time:
Let’s practice. Everyone give me a hand-to-five on how much you like Pineapples on your pizza. 1 being not at all, 5 being a lot. Raise your hands now!
Two questions, first:
How are you, emotionally right now?
1 finger == I’m not doing well at all and don’t want to come in tomorrow
2 == “I’m not doing great, but am still emotionally committed to the process
3 and 4 are degrees of emotional energy and buy-in
5 is “I am bursting with energy and I cannot wait for tomorrow.
ASK GROUP TO RAISE THEIR HAND TO ANSWER ABOVE QUESTION IF SOMEONE IS A 1 or 2: Ask if this is something for the group or should we take this offline? Facilitate communication and ensure their concerns are met.
How well do you feel about the chances of us achieving our goal of, at the end of this sprint, doing [ GOAL OF THE SPRINT]
1 == not at all
5 == utterly, absolutely confident
ASK GROUP TO RAISE THEIR HAND TO ANSWER ABOVE QUESTION, IF SOMEONE IS A 1 OR 2: “I’d love to hear your concerns, and what we can do to make sure those are taken into account. What would you need to see to get you up to a 3?”
If the Hypersprint has no iteration week and only lasts one week, please jump to "Final Presentation" below.
Otherwise, we run a two-hour workshop to listen to the feedback and decide on how to work with it. It starts with the designer showing the prototype, the user researcher reading the results of the tests while everyone is writing HMWs and then answering the HMWs together one by one like in the storyboard session.
Before the final presentation, make sure that the report covers the questions agreed on during the sprint. It should honestly represent the feedback of the users and give the client confidence when developing the product and shipping it to market.
The final presentation should feel like a climactic conclusion to the Hypersprint experience. You first reiterate what has been agreed on during the workshop, then let the designer present the prototype and let the user researcher present the results.
After that, the client can ask questions to clarify details and you wrap up the presentation by providing the client with free tools. This concludes the project and you can invoice Deep Work.
After each cycle of workshops/prototyping/user testing, we run a short 1-hour retrospective to reflect on our experience and evaluate how to improve. It follows are very simple process:
Write down all positives and negatives (7 minutes)
Readout all positives individually (1 minute each)
Readout all negatives individually (1 minute each)
Vote on negatives (3 minutes)
Brainstorm solutions for negatives (7 minutes)
Vote on solutions (3 minutes)
Discuss feasibility and delegate
You can find a Miro board with most Retrospectives here: https://miro.com/app/board/o9J_lfNSlU4=/
It is encouraged for an Expert to give feedback to their Collaborator because it will help them become better and help out more next time. It's also possible for a collaborator to give feedback to an Expert or even across domains.
Remember to send us your invoice after the project is finished.
Video-conferencing — Zoom
Collaboration — Miro
Team chat — Discord
For each client project, you are either the Expert (main responsibility and lead) or a Collaborator or a shadower. The Collaborator is usually on a lower level than the Expert (who is paid the full rate) or wants to be observed and graded before becoming an Expert.
There are three scenarios for collaborating on a sprint:
This means that if the Collaborator feels confident that next time they will be able to lead a project as an Expert and get paid in full - so this is like a trial run. The trial run is being paid half the amount. The Collaborator needs to prove that they are ready to lead facilitate, lead user research or lead prototype in order to fall in this category. After they apply, the Expert on the project looks at their previous work and evaluates whether they think the collaborator is ready.
Currently, it will give a Collaborator the chance to learn faster by working on actual client projects with high stakes. It will be unpaid but will allow a collaborator to progress in their level on a real project (which they can add to their portfolio) and get valuable feedback from an Expert after the sprint.
Community members can apply to join a project to simply observe and learn from the experience. If no work is contributed with and it's only a learning experience, the shadowing is unpaid. Shadowers still need to apply and invited by the respective Expert.