World Cafe Workshop
Running a World Café workshop is an effective way to engage business leaders in meaningful conversations that foster collaborative thinking and innovative ideas. Here's a comprehensive facilitation guide to help you run a successful World Café workshop.
World Cafe workshop
Facilitation instructions for a World Café workshop
Objective:
To engage business leaders in meaningful dialogue, share knowledge, generate innovative ideas, and build relationships within the group.
1. Preparation before the workshop
A. Define the purpose and outcomes
Clarify the purpose of the World Café. What do you hope to achieve? (e.g., brainstorming new business strategies, fostering leadership development, etc.)
Set specific outcomes you want from the workshop (e.g., actionable ideas, new insights, strategic priorities).
B. Select the participants
Invite a diverse group of business leaders (consider different departments, expertise, and perspectives).
Aim for 15-50 participants for optimal interaction. If you have a larger group, consider splitting into multiple cafés.
C. Plan the Logistics
Venue: Choose a comfortable space with round tables and enough room for movement.
Materials needed:
Round tables with 4-6 chairs each
Tablecloths or paper to cover tables (for writing ideas)
Markers, pens, and sticky notes
Flip charts or whiteboards
Projector and screen (if needed for a presentation)
Timer or bell to signal time to change tables
D. Design the Café questions
Prepare 3-4 open-ended questions related to the workshop’s purpose. These should be thought-provoking and encourage dialogue.
Example questions:"What future trends will most impact our industry, and how can we prepare for them?"
"How can we foster a more innovative culture within our organization?"
"What strategies can we use to improve customer experience in the next 5 years?"
E. Set the agenda
Introduction: (15 minutes) Overview of World Café principles, workshop objectives, and guidelines.
Rounds of Conversation: (20-30 minutes per round, depending on the number of questions)
Harvesting and Sharing Insights: (30-45 minutes) Summarize key insights and share with the larger group.
Closing Remarks: (15 minutes) Reflect on outcomes and discuss next steps.
2. During the workshop
A. Welcome and introduction (15 minutes)
Welcome participants:
Greet participants as they arrive. Make sure everyone feels comfortable and knows where to sit.Explain the World Café process:
Describe the World Café methodology and its principles:
Encourage everyone to contribute.
Speak with intention and listen with attention.
Connect ideas and look for deeper patterns.
Explain the importance of capturing ideas on the tablecloths or paper.
Review the agenda and objectives:
Go over the schedule for the day.
Clarify the desired outcomes.
Assign table hosts:
Designate a table host for each table who will stay at the table during all rounds to summarize previous discussions and guide new participants.
B. Conduct the Café conversations (20-30 minutes per round)
Round 1:
Pose the first question.
Encourage participants to discuss and write down their ideas on the tablecloths or paper.
After 20-30 minutes, signal time:
Use a bell or gentle chime to indicate the end of the round.
Ask participants (except the table host) to move to a new table for the next round.
Round 2 and subsequent rounds:
At the new table, the host summarizes the previous conversation for newcomers.
Pose the next question and continue the discussion.
Repeat the process for all planned rounds.
C. Harvesting and sharing insights (30-45 minutes)
Collect key insights:
After the last round, invite table hosts to share the most interesting ideas, themes, or patterns that emerged from their discussions.
Use flip charts or a whiteboard to capture these insights visually.
Encourage reflection and discussion:
Ask participants to reflect on the shared insights and discuss any emerging themes or ideas.
Facilitate a plenary discussion to prioritize or delve deeper into the key findings.
D. Closing remarks and next steps (15 minutes)
Summarize key takeaways:
Summarize the most critical points, innovative ideas, or common themes identified during the workshop.
Discuss next steps:
Outline any follow-up actions or next steps based on the discussion (e.g., forming working groups, scheduling follow-up meetings, or implementing specific ideas).
Thank participants:
Acknowledge everyone’s contributions and encourage them to continue the dialogue beyond the workshop.
3. Post-workshop follow-up
Document the outcomes:
Compile the notes, ideas, and key insights from each table and share them with all participants.
Create a concise summary report highlighting the workshop’s outcomes and agreed-upon actions.
Plan follow-up actions:
Ensure any next steps or actions identified during the workshop are clearly assigned and have a timeline for completion.
Gather feedback:
Send a feedback form to participants to evaluate the effectiveness of the workshop and gather suggestions for improvement.
Schedule follow-up meetings:
Organize follow-up meetings to discuss progress on the actions and keep the momentum going.
Additional tips for effective facilitation
Create a welcoming environment:
Make sure the setting is conducive to open dialogue. Arrange tables to allow for easy movement and visibility.Encourage equal participation:
Ensure that everyone has an opportunity to speak and that dominant voices do not overshadow others.Be flexible:
Be prepared to adapt the agenda or approach if the conversation flows differently than planned.Maintain energy:
Keep the atmosphere engaging and dynamic. Use energizers or short breaks to maintain focus and energy.Stay neutral:
As a facilitator, remain neutral and encourage participants to express diverse opinions and perspectives
