Workshop Scheduling Challenges
Workshops are harder to schedule than regular meetings:
- •Longer duration (half-day to multi-day)
- •More attendees
- •Often require travel
- •Need preparation time
Get it right, and you maximize your training investment.
Before You Schedule
Define the Parameters
- •Duration: 2 hours? Half-day? Full day? Multi-day?
- •Attendees: Who must attend vs. optional?
- •Facilitator: External trainer or internal?
- •Location: In-person, virtual, or hybrid?
Understand Constraints
- •Busy seasons to avoid
- •Budget cycles
- •Key project deadlines
- •Holiday schedules
Scheduling Strategy
Step 1: Find Date Options
For internal workshops, poll attendees:
- •Create a WhenWorks poll
- •Include 4-6 potential dates
- •Set a 1-week response deadline
- •Target 80%+ attendance
For external facilitators, coordinate their availability first.
Step 2: Communicate Early
Announce the workshop 4-6 weeks ahead:
- •Purpose and outcomes
- •Date, time, and location
- •Preparation required
- •RSVP deadline
Step 3: Send Reminders
- •2 weeks out: Logistics details
- •1 week out: Pre-work reminders
- •1 day out: Final confirmation
Step 4: Follow Up
- •Same day: Thank participants
- •Within 1 week: Share materials
- •2-4 weeks later: Check on application
Multi-Day Workshop Tips
Spread vs. Consecutive
Consecutive days: Better for intensive learning, but tiring Spread out: Allows processing time, but loses momentum
Optimal Timing
- •Start at 9 or 10am (not too early)
- •End by 4 or 5pm
- •Long lunch break (1 hour)
- •Frequent short breaks
Location Considerations
- •Off-site reduces distractions
- •Good WiFi for virtual components
- •Breakout spaces for exercises
Virtual Workshop Adjustments
- •Shorter sessions (2-3 hours max)
- •More breaks (every 45-60 minutes)
- •Interactive elements every 10 minutes
- •Recordings for those who can't attend live
Measuring Success
Track:
- •Attendance rate
- •Engagement during session
- •Post-workshop feedback
- •Knowledge/skill application
