The immediate output of the workshop will be a list of ideas. In order to be able to create a clear, well-defined list after the session, one needs to ensure there is a good and detailed documentation of the ideas and of their associated discussions.
Below are several tips to ensure good documentation:
- Don’t rely on memory – document!
- Resist the temptation of writing on the flipchart the moment a participant starts to share his/her thoughts. An idea is more than an initial thought and, therefore, one should wait until they understand what the idea is before writing it down on the flipchart.
- When collecting ideas, allow participants to arrange their thoughts for 1-2 minutes before they start sharing them; specifically, one can ask participants to refer to the following components when sharing an idea on its way to the flipchart: Name of idea; Description/Essence of idea; Benefits; Challenges.
- Assign an official scribe for each part of the session; the scribe will be in charge of capturing everything that is going on (i.e. what is said, what is done, what is presented, etc). If you are working with a co-coach s/he can serve as the scribe when not facilitating.
- Make sure the official scribe, if you have one, understands the idea before moving on to the next one.
- If possible, the official scribe should try to capture the information on a laptop; this will shorten processing time afterward.
- Make sure all the notes taken by the official scribe and the flipchart pages are gathered at the end of the session, for confidentiality concerns.
- All team members should go over their personal notes and extract interesting learnings and ideas from them.