VicVision - workshop in a box

Follow these steps to complete your workshop in a box.

1. Decide who you want in your team.
2. Contact your team to set a date for your workshop/s and set the venue.
3. Direct your team to the VicVision main page and encourage them to read the reference documents in the document library.
4. Familiarise yourself with the questions. You can also view the workshop plans to assist with organising your workshop.

Workshop in a box questions

Workshop plan 1 - Your team and current Strategic Community Plan

Workshop plan 2 - Now and in the future

Workshop plan 3 - Place priorities and participatory budgeting

5. Hold your workshop/s and don't forget to complete the submission forms.

If at any time you require assistance, contact us at vicvision@vicpark.wa.gov.au or on 9311 8111.

Like organising a dinner party or a birthday celebration, being prepared for the event is the key to success. It doesn't take much preparation, but these small steps will get you and your participants ready to go to host your own workshop.

Your role

Your primary role is to foster and participate in a constructive discussion without dominating it or allowing it to get out control.

Materials

Holding a workshop doesn’t require many materials.

1. A device (we suggest a tablet or laptop) for you as the host to complete the online survey reporting template.
2. Blank paper for people who want to take notes.

You might like to provide drinks or snacks if your meeting is in person.

Invitation

Choose a time and format – online or in person and develop your invitation list.

In person: Ideally use a space that can fit 4-6 people and where you can comfortably hold a discussion with minimum interruptions. Make sure you have sanitiser available, participants are able to maintain 1.5m physical distancing and ask people to stay home if they are feeling unwell or provide an opportunity to join over the phone or another platform. To meet WA Government Department of Health requirements (current), please record all names, dates and mobile of participants.

Online: Make sure you have people’s emails, set up an online meeting using Zoom or any other web conferencing system and send out links beforehand. Encourage people to find a quiet space to participate in the online workshop and limit streaming of other services (e.g Netflix, Spotify) to improve internet connection.

When you invite people, direct them to the VicVision Your Thoughts page so that they can read the background information prior to the workshop.

Expect the discussion to take around two hours. This can be broken up into multiple sessions based on your group's preference.

WA Department of Health - COVID-19

The circumstances around COVID-19 have changed rapidly over the past months. We strongly encourage you to stay up to date by visiting the WA Department of Health website. To view Department of Health Australia and World Health Organisation information in other languages, visit the multilingual resource library: COVID-19 (Coronavirus) Multilingual Resource Library

Ongoing support

We understand that this is new territory for many people. We want to help you in this process. Please contact vicvision@vicpark.wa.gov.au or 9311 8111 for any support you may require.

To help you run a smooth workshop, follow these hints and tips.

Icebreaker

An icebreaker is a great way to get to know everyone. They can quickly set the tone for the session and give participants ownership of the learning ahead. It helps participants to loosen up, understand each other more and enable better collaboration. It is a great way to energise the group and have everyone focused and ready to go.

There are a bunch of icebreaker games on the internet, but if unsure - try this super easy one:

Standing in a circle, each person lists off two truths about themselves and one lie. The truths and lies can be anything or be restricted to a theme, the choice is yours. One after another, participants will decide what the two truths are and which one is a lie. It’s great fun, especially if participants include something funny that has happened to them in the past.

Time keeper

• Nominate a time-keeper and decide on a time limit for responses, 4-6 minutes is a good guide.
• Some topics will be of more interest than other topics to your group.
• If you find you are running out of time, schedule another workshop.

Questions

As the host, it’s also important to guide people through the agenda. You’ll lead the group on each topic of discussion, and determine speaking order, and make sure everyone follows the effective participation guidelines, particularly avoiding people interrupting or speaking for too long. If you're finding participants are talking over the top of each other, try using a wooden spoon, The wooden spoon can be passed around and whoever holds the spoon can talk.

We have developed submission forms that allow each workshop group to input directly into Your Thoughts. We highly encourage that a participant is nominated at the start of the session to record the feedback and that it is inputted as the workshop takes place.

• Activity 1 - Your team
• Activity 2 - Our current Strategic Community Plan
• Activity 3 - Now and in the future
• Activity 4 - Place priorities and participatory budgeting

The workshop in a box works best when people feel free to respectfully say what’s on their minds without being judged. They need to know that there are no right or wrong things to say and that everyone ideas are valuable. These guidelines are designed to create a framework for positive contribution.

1. Listen to and respect all points of view. Conversation isn’t just talking. It’s talking and listening. In a small group you’ll be listening more than you’ll be talking. By focusing on listening, you also benefit from the variety of ideas around the table.
2. Others will have a different point of view from you and by encouraging an atmosphere of acceptance people will be more likely to share their views.
3. Seek to understand rather than persuade.
4. Look for new insights by asking questions. These workshops are designed to expose us to new ideas or possible even see old ideas in a new way.
5. Speak from your heart and personal experience. We want to hear what’s important to you, not just your opinions on data you’ve collected. Relate your ideas or reports to your personal experience.
6. Go for honesty and depth but make sure everyone has a chance to speak.
7. Everyone should have a chance to contribute.