Running a Workshop

You're facilitating an interactive workshop—brainstorming, design thinking, strategic planning, or team exercises. You need participants actively engaged, not passively watching.

Typical setup: 10-40 participants, 1-3 hours, high interaction, multiple activities

Quick Setup Checklist

1 Week Before

• Create your space and boards
• Set up canvas with activity zones
• Create agenda with prompts and timers
• Test with a colleague

1 Day Before

• Send join link + System Check to participants
• Prepare backup activities
• Clone space as backup

30 Minutes Before

• Run System Check yourself
• Open space and verify everything loads
• Position yourself at the welcome area

At Session Start

• Greet early arrivers
• Quick tech check with participants
• Orient everyone to the space

Recommended Settings

Space Mode

Use: Interactive or Sidebar

→ Space Modes Explained

Audio Type

Use: Spatial or Zoned

• Spatial audio (10-20 people): Natural proximity-based conversations
• Zoned audio (20-40 people): Defined breakout areas

→ Audio Zones Explained

Permissions

Participants need: Editor access

They should be able to:

• Add sticky notes and text
• Move elements
• Draw if your activities require it

→ Sharing & Permissions

Essential Features for Workshops

Timer Tool

Keep activities on track:

• Set visible countdowns for each activity
• Participants self-manage time
• You're free to facilitate, not clock-watch

→ Timer Tool

Prompts

Display instructions without cluttering canvas:

• Activity instructions visible to all
• Combine with timers for timed activities
• Clear when moving to next activity

→ Prompt Tool

Breakout Rooms

For small group discussions:

• Random or assigned grouping
• Bring everyone back with one click
• Visit rooms to check progress

→ Using Breakout Rooms

Card Decks

For structured activities:

• Icebreaker prompts
• Discussion starters
• Random selection

→ Card Decks

Canvas Layout for Workshops

Recommended Structure

┌─────────────────────────────────────────────────────────┐
│                    WELCOME ZONE                          │
│              (Participants land here)                    │
│         Agenda | Ground Rules | Your Video              │
├─────────────────────────────────────────────────────────┤
│                                                          │
│   ┌───────────┐  ┌───────────┐  ┌───────────┐          │
│   │ ACTIVITY  │  │ ACTIVITY  │  │ ACTIVITY  │          │
│   │   ZONE 1  │  │   ZONE 2  │  │   ZONE 3  │          │
│   │           │  │           │  │           │          │
│   └───────────┘  └───────────┘  └───────────┘          │
│                                                          │
├─────────────────────────────────────────────────────────┤
│                    PARKING LOT                           │
│         (Questions, ideas for later)                     │
└─────────────────────────────────────────────────────────┘

Zone Tips

• Color-code zones - Easy visual navigation
• Label clearly - "Team A Zone" not "Zone 1"
• Include instructions - Brief guidance in each zone
• Leave white space - Room for participant content

→ Creating a Space

Sample Workshop Flow

Opening (10-15 min)

1. Welcome in Conference mode - See all faces
2. Quick tech check - "Can everyone hear me? Give a thumbs up"
3. Agenda overview - Use prompt tool
4. Icebreaker - Card deck or quick sticky note activity

Activities (Main block)

1. Transition to Interactive mode
2. Display prompt with instructions
3. Start timer
4. Let participants work - Visit areas, answer questions
5. Call time - Bring attention back
6. Share/discuss - Rotate or present

Closing (10-15 min)

1. Return to Conference mode - All together
2. Key takeaways - What are you taking away?
3. Next steps - What happens after this?
4. Thank and close

Common Workshop Challenges

"Energy is dropping"

Try:

• Switch to a different activity type
• Add movement (move to a different zone)
• Quick energizer (reactions, card draw)
• Take an unplanned 5-minute break

"Some participants aren't contributing"

Try:

• Use individual before group (brainwriting)
• Call on quieter voices specifically
• Anonymous contributions (same color sticky)
• Smaller breakout groups

"Technical issues disrupting flow"

Prevent by:

• Having participants run System Check before
• Testing space thoroughly yourself
• Having backup plan (shared doc, etc.)
• Keeping one activity simple (no tech required)

"Running over time"

Manage by:

• Build buffer into your agenda (10-15%)
• Know what you'll cut if needed
• Use visible timers to keep yourself honest
• Prioritize—what MUST happen?

Features to Skip for Workshops

Unless specifically needed, you probably don't need:

• Teams (temporary breakouts work fine)
• Complex permission structures
• Multiple boards (one usually enough)
• AI Agenda Builder (use your expertise)

Keep it simple. Complexity is the enemy of engagement.

Pre-Session Message Template

Send to participants:

📋 Workshop: [Name]
📅 [Date/Time]
⏱️ Duration: [X] hours

🔗 Join here: [Kolab link]

BEFORE THE SESSION:
1. Use Chrome or Firefox
2. Run System Check: https://app.getkolab.ai/system-check
3. Find a quiet space with good internet
4. Have camera and mic ready

See you there!

Related Guides

• Your First Session - Facilitation fundamentals
• Board Templates - Save your layouts
• AI Agenda Builder - Get activity ideas
• System Check - Verify your setup