What is Workshop? The Process of Organizing a Successful Workshop

Nowadays, workshop is no longer a strange thing to many people, especially young people, and is gradually becoming a popular movement. However, the concept of workshop has not been unified and there are many different interpretations until now.
By Thiên An Media on 08/06/2023
Table of Contents

Workshop overview

What is Workshop?

This is a session (or series) to share knowledge, experience and skills in a certain field. Speakers are often selected in accordance with the topic of the workshop to discuss with participants. This event usually lasts from 2-4 hours and includes 2 main activities: guest presentations and interactive Q&A (question and answer).

Workshop là gì

Workshop là gì?

Benefits of Workshop

Promoting teamwork skills: Teamwork in the workshop helps members learn how to interact and cooperate with each other to achieve common goals. Members need to exchange information, give their opinions and views to be able to make correct decisions and achieve the best results.

Promote communication skills: During the workshop, you can be divided into groups to perform activities such as presentations or discussions. Along the way, you'll learn how to listen and respond properly, divide work effectively, respect your teammates' opinions, and build a positive work environment.

Promote creative thinking skills: During the workshop, members are often pushed to come up with new and breakthrough ideas in their field. From there, members will have the opportunity to discover and exploit the potential within themselves. In addition, exchanging and discussing with people with different knowledge and experience also helps you to broaden your horizons and come up with new solutions.

For example, in a business workshop, you may be asked to come up with a new idea for a product or service. In the process, you will learn to think differently, come up with fresh and unique ideas, thereby helping your product or service become more attractive and stand out in the market.

Brand promotion: When organizing a workshop, businesses can find reputable speakers in their field and invite them to participate. This is an opportunity for businesses to build their brand through their presence and interactions with their customers. In addition, when the members in the event have good experiences, they will share information about the event and the business with their relatives, friends and colleagues, enhancing the marketing ability and brand awareness. brand.

Popular types of workshops

Knowledge sharing workshop

The knowledge-sharing workshop is a popular and easily organized form, with the scale usually from a few dozen to a few hundred people and taking place in 3-4 hours. This event will have the participation of experts or speakers with industry expertise. After that, time is left for the audience to ask questions and the experts to answer questions. Workshops like this are a great opportunity for participants to learn from experienced people and improve their abilities.

Workshop chia sẻ kiến thức 

Workshop chia sẻ kiến thức

Example: During a business event, participants can learn how to make a business plan, build an effective business model, and manage finances in a business.

The workshop is more about practice

This is a type of event organized to give participants the opportunity to practice and experience new skills or technologies. The topics of the hands-on workshop can be very diverse, from baking, cooking, product packaging, to programming, design, soft skills,... Participants will be provided with detailed and specific tools, documents and instructions for live practice during the event.

Example: In a cooking workshop, participants will be guided and practice new recipes, practice cutting skills, arrange fruit, decorate dishes and learn about new ingredients. .

During a practical session on programming, participants will be guided and practice coding, testing programs and solving problems during software development.

Workshop for Marketing purposes

This workshop takes place for the purpose of promoting a new brand or product, often with a large scale of up to hundreds of people. Everything is prepared in great detail and care to ensure that the participants have the best understanding of the product. The workshop is often attended by brand representatives and experts who are invited to consult on products. These events are considered as a marketing strategy of the business, playing the role of conveying information from the brand to the attendees in the most effective way.

Example: Cosmetics brand A held a workshop at a large hotel in Ho Chi Minh City, with the participation of hundreds of guests including journalists, bloggers, representatives of retail stores. and experts in the beauty industry. Brand A introduces their new product, a skin care combo made with aloe. The event provided detailed product information, answered questions from guests, and allowed them to experience this new product first-hand. Finally, the guests were given gifts to help them remember this product after the workshop.

The 7-step process of organizing a workshop

You've probably heard a lot about how workshops are a very useful tool to increase knowledge and skills. However, many people are still confused about how to organize an effective workshop. Therefore, Thien An Media will guide you in detail on how to organize below.

Step 1: Determine the purpose of the event

The most important first step when organizing a workshop is to clearly define the purpose. This purpose will help you create a plan and build the right event content to achieve the goal. You can ask questions like "Why do we need this workshop?", "What value will this workshop bring?" to clearly define its purpose.

Step 2: Identify participants

Quy trình các bước tổ chức workshop

The process of organizing the workshop

To shape your audience, you need to carefully analyze the target group: Identify their common characteristics, abilities, and needs. From there, select the appropriate method, content, form of communication and time to attract participants.

Example: if the workshop is aimed at beginners in the business field, you need to identify the age, level, experience and goals of the audience to prepare appropriate and inspirational content for the audience. Surname.

Step 3: Choose a place and time

To choose the right time and place for the workshop, you need to consider many factors such as: The number of participants, the right time for the audience, the facilities of the venue, the cost. organization,...

About the location: It can be an enclosed space, an open space, a restaurant, a hotel, a coffee shop, a corporate office or a commercial center. The organization space should be comfortable and convenient so that members of the event can connect with each other. If you are inexperienced or do not know how to choose the right workshop location, you can consult the event organization company Thien An Media.

In addition, with the development of technology, online workshops are also becoming more popular. You can choose to organize an online workshop to save costs and convenient for members to participate remotely.

About the time: You should choose a time that is suitable for the majority of participants. Usually the morning or the weekend afternoon is the most suitable time to organize the workshop because it does not affect the participants' working time too much. You should also schedule and announce the event time at least 1 week in advance so that they can arrange their work and fully participate in the event.

Step 4: Make a detailed plan

After you have determined the purpose, audience, place and time, you need to plan the event. This plan will include specific steps and detailed content of the program, time allocation for activities in the workshop, teaching facilities, presentation media, necessary supplies, etc.

Example of a timeline of a workshop

Time Content
8:30 - 9:00 Checkin
9:00 - 9:15 Introduce the program and introduce speakers/experts
9:15 - 10:15 Presentation by speakers/experts
10:15 - 10:30 Break and light drinks
10:30 - 11:30 Answer questions, ask questions and discuss with speakers/experts
11:30 - 12:00 Interactive activities, e.g. games, group discussions
12:00 - 12:20

End the program and take souvenir photos

Step 5: Assign personnel

In the process of organizing the event, each member of the organizing committee has their own roles and responsibilities. Assigning tasks to each individual helps to increase work efficiency and show the professionalism of the program. Here are the reference roles:

  • Facilitator: Responsible for directing and monitoring all activities to ensure the program goes according to plan. They also support other departments and facilitate active audience participation.
  • Note-taker: Take notes of the content and activities that took place during the workshop, including audience comments, questions answered, and unfulfilled goals. This information will be summarized after the end of the program.

  • Timekeeper: Tracks progress and allocates time for items in the plan. If there are changes, Timekeeper must update and reallocate reasonable time.

  • Participant: Participating in the entire workshop, listening to sharing and giving personal views. Contribute to the success of the program and gather knowledge and experience from speakers.

Step 6: Execute the program

This is the most important step when organizing a workshop. In the process, there are a few things to keep in mind as follows:

  • Ensure equipment and techniques: Before starting the workshop, check the sound, light, projector, teaching aids, internet and wifi network to make sure everything is working properly. .

  • Allocate time: Time management is very important. Please ensure that each part of the program takes place in the allotted time frame so that the content is fully presented and does not burn the timeline leading to garbled or prolonged participation time.

  • Interact with the audience: During the presentation, there should be interactive sections with the audience to ensure they have a better understanding of the content as well as the opportunity to ask and exchange ideas.

  • Create a comfortable environment: Create a welcoming environment where your audience can feel comfortable participating, learning, and sharing.

Workshop vẽ tranh

Weekend painting workshop in Ho Chi Minh

Step 7: Rate and feedback

After completing the event, you need to evaluate and collect feedback from the participants. This will help you to know the strengths and weaknesses that need improvement so that you can organize the following workshops better.

Rules to follow when attending a workshop

Arrive on time: The first thing you need to do is arrive on time so as not to interrupt the learning process and cause trouble for others.

Respect the instructor and other participants: During the workshop, show respect to everyone around you by listening and staying focused.

Be prepared: Have your documents, pen, paper, and whatever else you need in advance to ensure you can participate actively in the activity.

Respect the rules of the event: Please adhere to the rules of the workshop, including seating arrangements, time and discussion procedures.

Workshop làm gốm tại Sài Gòn

Pottery workshop in Saigon

Respect everyone's views and opinions: Workshop is a place for everyone to share and there is no right and wrong judgment. Therefore, all opinions should be respected.

Focus on discussing the main issue: The workshop has a limited time, so don't waste time on side issues.

Do not lash out, disparage or express a negative attitude: Learning and distilling information is the spirit of the workshop. Accumulate knowledge that is appropriate for you and do not express a negative attitude to inappropriate knowledge.

Networking: Take the opportunity to create relationships with other participants, it is a way to expand your network and may help you in the future.

Some examples of workshops in Vietnam

Business and marketing workshops: Usually organized by companies in the business field. This workshop helps business members, or people interested in understanding how to grow their business. The program includes discussions, advice and practical guidance on business planning, marketing and management.

Workshop Marketing Automation

Workshop Marketing Automation HSU

Example: Digital Marketing Workshop: Companies in the field of marketing and advertising such as VNG, Ogilvy organize events on Digital Marketing to help their employees improve their knowledge and skills in this field.

Art workshops: This is the most flourishing workshop trend in recent years. In art workshops such as pottery, baking, painting, etc., members will be taught how to perform related techniques and skills. From there, it helps to improve skills as well as creative and aesthetic skills.

For example: The scented candle making workshop "Coming Home Candle" is located on the 9th floor, apartment 35 Nguyen Van Trang, Ben Thanh, District 1, which is loved by many young people. Here, you can choose candle patterns, scents and decor depending on your preferences. The staff will guide and advise you during the candle making process. Candle making time is from 2 to 3 hours depending on the complexity and creativity of each person.

Workshop on entrepreneurship: Organized by a startup community, this workshop aims to help young people who are passionate about starting a business better understand the process and experience of starting a business. The program includes discussions on issues such as business planning, finding partners and financial support.

Example, "Vietnam Startup Day" is an annual event organized by IBP . This is a big event attracting hundreds of startups to exhibit products, seek investment opportunities and learn from guest speakers.

There are also a number of workshop programs in other areas such as:

Yoga: Zen Yoga Center organizes yoga teaching workshops for beginners or experienced people to improve mental health and balance.

Health: "Reproductive health seminar for young people" organized by the Medical Center of Military Medical Academy.The workshop helps young people better understand reproductive health and related issues, from That helps them have better health care.

Enhance communication skills: Organized by Hanoi Foreign Language Center. The event focused on pronunciation, speaking speed and other language skills, to help attendees improve their English communication skills.

Hopefully, the above article has helped you understand more about the workshop model and answer your questions. If you are planning to organize a workshop and want to achieve the best results, please contact Thien An Media - a professional event organization service provider in Ho Chi Minh. We will provide you with the best solutions to make your event successful and impressive. Please contact us for a free consultation.