Workshop Facilitator

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.

Role and responsibilities

As a workshop facilitator you are mainly 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. 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 of the results of the workshops and also act as a communicator among the members of the workshop team.

Levels and Skills

Community Member

Level

Interactive

Solitary

Badges

0

Shadow Facilitated Session

Collaborator

Level

Interactive

Solitary

Badges

1

Technical Support (Miro/Zoom)

Spotify DJ

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2

Facilitate Goal & Questions

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3

Facilitate Research

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4

Facilitate Sketching

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5

Introduction to the Hypersprint

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6

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Pre-fill Map

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7

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Add relevant research

Facilitate retrospective

8

Facilitate HMWs

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Ask good questions

9

Facilitate Map

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Facilitate Community Hypersprint

10

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Create a good sketch

Winning Concept

11

Facilitate Storyboard

Approve interview script

Good copywriting

Expert

Level

Interactive

Solitary

Badges

12

Lead live Presentation

Give product related advice

Handle skeptical client

Creative Director

Level

Interactive

Solitary

Badges

13

Manage client throughout sprint

Suggest improvements to Hypersprint

Answer clients concerns with actionable steps

Work etiquette

  • 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 all notificiations on desktop. 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.

Project set-up and brief

Here's a breakdown of how a project engagement with Deep Work looks.

Deep Work takes over all 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 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.

Hypersprint Workshops

Projects follow a set (but flexible) process to manage expectations and produce high quality results to the client team.

  • User Testing - Some projects start with a round of user testing. You will not be involved in it, but the first 30min of the first workshop are dedicated to the researcher presenting results.

  • Workshops - Depending on the type of the 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 the Discord for context for the other team members.

  • Prototyping - After the workshops, the prototyper 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 it. This gives them 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 how the product will be perceived on the market.

End-of-day check ins

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 == β€œI’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 β€œI 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.

Second question:

  • How good 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: β€œI’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?”

Iteration Workshop

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.

Final Presentation

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 climatic 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.

Retrospective

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)

  • Read out all positives individually (1 minute each)

  • Read out 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=/​

If you had a collaborator helping you, you have the chance to give your collaborator feedback on their performance. If you like, you can also review anyone on the project.

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.

Invoicing

Remember to send us your invoice after the project is finished.

Tools

Videoconferencing - Zoom

Collaboration - Miro

Team chat - Discord

Collaborators

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 a collaborating on a sprint:

Collaborating in order to become an Expert - 50% of the full rate

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.

Collaborating - Level * $10

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.

Shadowing to observe - unpaid

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.