Agenda & Screenplay

Why should you use this method?

• Plan a workshop based on the desired outcomes
• Make sure to open, run, and close each activity to guide the participants
• Improve the efficiency of your workshops

What is an agenda?

An important part of workshop facilitation is expectation management. An agenda is an overview of the high-level blocks of the workshop/day, including the breaks. Each block - also called strategic conversation - is usually 30 minutes to a maximum of 1.5 hours long. It shows the participants what topics and activities to expect without sharing confusing details.

What is a screenplay?

For the facilitator, however, you put those elements together in a flow called a screenplay. This is a detailed script, only for the facilitator, so you know what you will do and how you will do it. This is much more elaborated than an agenda. A script or screenplay can consist of 5 or 10-minute blocks where you break down all the egenda items into steps you can take as a facilitator to guide the participants through.

As a facilitator, you don’t want to waste your time thinking about when you can go for a break. You want all your attention to go towards the content, not towards the process. You don’t share the detailed outline with the participants, however, as you want to be able to adapt on the go if necessary.

Yes, the facilitation requires a lot of preparation! But trust me, this in-depth preparation will dramatically improve the efficiency of the session as well as the results.

How can you plan your workshop and create an agenda and screenplay?

Download the template at the top of the page to note down your agenda and screenplay.

1. Start with the end in mind

What should be the result of this session? What outcomes do you want to achieve?

2. Define the strategic conversations

Think of the strategic conversations you need to reach your desired outcome. Plan 30 minutes to maximum 1.5 hours per strategic conversation during your workshop.

3. Define how to open-run-close the strategic conversations

Every strategic conversation needs to have an intro, a part where you discuss and do an exercise, and a conclusion.

4. Add templates

Make sure that for every strategic conversation you have some sort of template. This could be just a blank page with a title on top or a more complex template. This template will help the team to focus on the task at hand.

5. Open and close the whole session

Start the workshop with why everyone is there, the objectives of the meeting, how you will achieve the objectives by explaining the high-level elements of the agenda and aligning the workshop’s expectations. Close at the end of the workshop by summarizing the conclusions and next steps, and ask everyone how they feel.

6. Write the agenda

Summarize the activities in a high-level agenda for the participants.

7. Write the screenplay

Put together a detailed workshop flow for you as a facilitator. Add descriptions to every activity and note down the materials you need to bring.