Discovery workshops (with clients)

Holding project kickoffs in a workshop format has become a common practice, engaging the client’s team in co-creation processes. We recently applied this approach with Aquapor, Tecnidelta, Mistolin, and Instituto Superior Técnico.

We refer to these sessions as “discovery workshops” because they focus on uncovering and aligning key information on a specific topic. This format is particularly valuable for complex projects, where involving the client’s team from the outset is crucial.

The goal is to ensure all stakeholders are aligned on the problem we aim to solve while helping the client articulate their challenges and set realistic expectations for the future. These sessions also serve to capture the valuable knowledge naturally held within the client’s organization. Additionally, they provide an opportunity for the client’s team to participate in the process actively, influencing its direction and preventing future solutions from being perceived as imposed decisions.

How do you run discovery workshops efficiently?

1. Define ‘what you know,’ ‘what you don’t know,’ and ‘what you want to know.’

This framework will guide and structure the workshop, preventing time from being wasted on redundant topics. Identifying the workshop’s primary objective is essential. If it helps, you can use this Cognitive Map template.

2. Templates and frameworks.

You can use templates for participants to complete as a team and encourage hands-on activities, such as collages, post-its doodles, or drawings. Provide printed templates (writing by hand is always more engaging and relatable) and supply all the necessary materials.

3. Structure the session.

Each exercise or template should have a predefined time. Incorporate engaging dynamics throughout. Start with a fun warm-up, and include activities like creating a mood board using collages. Balance intense moments with lighter, more relaxed ones.

4. Ideas for exercises?

Some basic exercises we always rely on include: love & breakup letters, SWOT analyses, personas, and moodboards. Naturally, the choice of exercises depends on what you established in point 1. Always tailor the activities to align with the desired outcomes of the workshop.

5. For later reference.

Document the entire event. Take photographs during the session and scan the templates completed by participants. This will be valuable for future analysis. After the session, share the collected information and key conclusions with the client.

In addition to the information we gather and the alignment we achieve, one thing we’ve noticed is that these moments also contribute to team building within the client’s group. They step out of their corporate roles and embrace a design thinking mindset. It’s always invigorating to see other professionals collaborating enthusiastically and engaging in hands-on activities (scissors, cutters, and UHU glue included) 😉

Remember, design is a collaborative process, and the client is our greatest ally in the discovery process. As designers, it’s our role to provide the tools that facilitate clear communication of the real problem and unlock potential solutions that drive meaningful differentiation.