How to create an outline and agenda

TimeDurationSession NameObjectivesMethodMaterialTrainerx:xx – y:yyx minBlock 1 a block consists of all sessions before the break. After the break there will be block 2 with all the sessions until the next break and so on. That helps you keeping track of time and the agenda itself with all breaks, plenary session etc.x:xx – y:yy amx minThis gives you a quick glance on what the next session is about (e.g. Leadership in practice) very useful to see what comes next or where you areHere you basically write down the goals of the session for the delegates. That helps when creating the outline to stay focused and afterwards for feedback & evaluation. Here you write down methods you would like to use in detail, e.g. delegates are divided into 2 groups and discuss the topics x & y, presentation & discussion afterwards. Be as detailed as possible in case you are confused during the session or feel lost. This is the simplest part: write down everything (and really everything) you need for the session e.g. scissors, flipcharts, handouts, printouts, markers, tape etc. it’s kind of a check list during prep and in the session. Mark things you still have to prepare (e.g. flipcharts with a model on it) in a special colour and remove it when you have prepared it.This you just need in case you have a co-faci to define responsibilities for the sessions. Otherwise you can delete it.x:xx – y:yy amx minx:xx – y:yyx minBreakx:xx – y:yyx minBlock 2x:xx – y:yyx minOther things to keep in mind – tips and tricksTry to use a variety of methods delegates get easily bored if you are always standing in front, presenting something etc.Methods are e.g. museum, vernissage, group work, quiz, clothesline, presentation, open space, talk show, patchwork etc. Try to be a time bitch but if you see you can’t make it on time or if delegates are bored, be brave and cut something or improvise You still can be 15 minutes over time, don’t be too German Try to let the delegates experience as much as possible themselves they will remember and understand more if they learned it by themselves ask questions rather than give answers immediately all the time, also give questions from delegates back to the groupNever hang up flipcharts without a title/headline make sure you have prepared all flipcharts in advance (except for brainstorming – there you just have the headline on the flipchart)Never use more than 3 colours on one flipchart; text is written in blue or black, headlines in other coloursMake sure you always have enough markers for all delegates and a few spare markers in case some are not working try them before ;)Prepare some ‘tape-rolls’ in advance and stick them to a nearby wall so that you don’t have to talk + present + make rolls at the same time Use an icebreaker every time you have the feeling (or it is obvious) that delegates are bored or simply tiredIcebreaker are e.g. puking kangaroo, horse race, AIESEC evolution, fruit salad, I have a little house, we do AIESEC with our finger etc.Agenda flow:1. Get 2 Knowlearn names (just a game like say your name and an animal with the same first letter and the next one has to repeat the last 3 names and animals – another option: country with the same first letter, a dance move, favourite book…; also look in the internet or your own local resources for name games like the ripple tipple game etc.)touchy group activity (they are on a lonely island (everyone is staying on his/her own chair) and they are not allowed to fall off because everything around them is toxic, faci begins to remove some chairs)Group challenge (e.g. delegates are lining up and have to bring themselves into the right order, sorted by their month of birth without speaking or using their hands)2. Expectationsto the group (make 4 nice flipchart and they can make notes on moderation cards and then say what they expect and stick it to the right flipchart hang it somewhere in the room if possible)to the content of the workshopto the trainerto yourself as a delegate3. Organisational stuff and Contentshow agenda and modify it if necessary Parking lot (a flipchart where you and the delegates can write down things they want to know or they want to chat about later because it’s right at this moment not the topic in the workshop and you don’t want to forget it)4. Play ruleshow can we work together? (things like listening to the others, no cell phone… let them make the rules, sign the rules and hang it somewhere in the workshop room)Feedback rules (that’s important for the feedback at the end of the conference: how do I give feedback, how do I take it, how can I do it at all? I like the Powwwer Burger. See description below)-------- beginning of the work phase --------5. the way to the topicSketch (e.g. the trainers or delegates are doing something funny that is related to the topic)Brainstorming6. present / let them work out the contentVernissage hang flipcharts on the wall (maybe outside of the workshop room) and lead them trough the flipcharts and say something about them Clothesline (Information are hanging on a clothesline and delegates are walking around and reading (nothing difficult, otherwise they won’t understand it without explanation) and give them time to ask if they have questions)7. process / adapt the content group task (let them prepare something in groups etc.)8. passive ease downbreakgo for a walk9. deepen and solidify the contentcontinuative tasks which picks the learned knowledge-------- End of the work phase --------10. content exitend of the contentKey-Learning-PointLearning-Log with questions to the contentQuiz11. social exitending with the group/everyone tells the others how he/she is feeling right now in the group (you can use postcards with funny pictures or phrases on it, a song that describes the mood the best right now etc)lightning (everyone has a match and can speak about the workshop (how it was, what was the best…) as long as his/her match is burning12. Feedback5-Finger-Feedback (thumb: that was great, index finger: that I have to remember, middle finger: that sucked, ring finger: (that is the relationship finger) how did feel in the group, little finger: that was to short)13. Ending of the seminarGood-ByeThe Powwwer Burger (Feedback):Something Positive What I recognized (Perception)How it appeared to me (impression)What I would like to see changed (wish)ResultAn easy example:Peter, I really liked your presentation, it was fascinating how you kept our attention the whole time (Positive). The only thing I recognized is that you are always swinging around your arms a lot (Perception) and that seemed to me as if you are very nervous and it was hard to concentrate for me on what you are saying (Impression). I wish for the next time that you maybe keep an eye on your arms ;) (wish).[The result is up to the feedback taker -> he can change it or just ignore what you said]When presenting the Powwwer Burger (btw a German abbreviation, that’s why we write it with 3 Ws) it is best to draw a burger and just explain it with a simple example like the one mentioned above.