Decide Workshop

1. Purpose

The purpose of the Decide Workshop is to present results and insights from all phases of the Phase IV: Validation & Refinement phase of Business Design to the Project Sponsor. Walk the Project Sponsor through the full "story" – all phases of the process. Without this context, the final results won't land. We present the results on a large, highly visual "Decide Wall". A typical presentation structure is outlined in the Review Workshop (Phase IV). After the presentation, we take plenty of time for sponsor feedback and discussion. The sponsor reviews the results and makes clear, transparent decisions on how to proceed. Three decisions are possible:

After the presentation, discussion and decision-making, the project team meets for a short debriefing to reflect on the results and define next steps.

2. Duration

6 hours + preparation and documentation

3. Participants

• Team Manager

• Team Members

• Project Sponsor

• Team Coach

4. Preparation

As Team Member

Now is your time to shine! Communicate your preparation status regularly with the team before D-Day. What isn't prepared upfront won't happen on the day itself. Plan enough time for multiple rehearsal sessions. The more you rehearse, the more confident you and the team will feel on stage.

As Team Coach

Keep an eye on the details and apply the "best man" principle. You support the team in delivering the best possible presentation – but you stay in the background. D-Day is the team's time to shine. Your job is to take care of all the nitty-gritty details that make the presentation a success (room setup, stage, audio/video, tech, air quality, light, etc.) while the team focuses on content and results.

Sometimes you'll have more than one manager in the room. This has pros and cons: more stakeholders can mean stronger backing for next steps. But a group of managers instantly creates political noise, status fights and groupthink. If the social mix looks tricky, "pre-frame" every participant in short individual sessions before the workshop. Tell them what will happen and give them a brief content preview. Listen carefully to their questions and prepare the project team to answer them. Encourage the sponsor to make clear, quick decisions right after the presentation.

Make sure all workshop outcomes are carefully documented. The workshop doesn't end after this day. Schedule enough time afterwards for your team and the sponsor to turn decisions into actionable tasks.

5. Signs of Success

We consider the Decide Workshop as a success...

• ...if the project team is motivated and engaged in delivering a great presentation

• ...if the sponsor is surprised by the presentation and results

• ...if the sponsor sees the results as a solid basis for clear decisions on how to proceed

• ...if the sponsor makes decisions right in the workshop

• ...if the project team knows exactly what to do next

6. Tools & Materials

• 1x "Moderation Wall" with purpose and agenda

• 1x Visualisation of End-to-End Innovation Process and/or carpet

• 1x "Sponsor's view" carpet

• 1x Project Charter "Sprint" in the Project Workspace

• Structured and prepared "Decide Wall" (preferred) OR 8x Filled flip chart papers on the wall

• 1x Action Plan

• 1x Time Timer

• Optional: "You are now leaving your comfort zone" carpet

• Optional: 1x Anti-Bullsh*t Spray

• Optional: Customer's Glasses

• Optional: Tools for Virtual Collaboration

7. Q & A

• What can I do to ensure a smooth workshop? Check the preparation status closely with the team before D-Day. What isn't prepared upfront won't happen on the day itself. You and the team need that time for the final presentation setup.

• My team is quite nervous. How can I help? Plan enough time for several rehearsal sessions. Consider including a final rehearsal in the D-Day schedule (e.g. start early) using the actual room and presentation materials. The more your team rehearses, the more confident they'll feel on stage.

• Does "best man" principle mean I should not talk at all? Of course! Prepare a short intro that you deliver as a coach before the team starts presenting. Use it to make sure everyone knows the structure, duration and when to ask questions.

• Should I allow other stakeholders, like colleagues or supervisors, to participate? Avoid larger audiences at all costs – additional people introduce political conflicts and hinder decisions. The D-Day workshop is for the team and the sponsor only. The intimate setting creates a safe space for the questions and discussions needed to reach the sponsor's decision.

• How can I make sure that the project doesn't end abruptly after the D-Day? Make sure next steps are clearly defined and documented at the end of the workshop. Plan and agree on a date for a follow-up workshop with the team and the sponsor. This is essential to turn decisions into action.

8. Documentation

• Workshop results are documented in a virtual space, such as a Miro Board or SharePoint, and photos are uploaded

• Next steps planned (briefly) incl. next meeting or conference call

9. Room & Infrastructure

• 1x Empty wall: > 420 x 200cm

• 1x Empty wall: > 220 x 90 cm

• Chairs or cube seats

• 1x Low-distance projector for project workspace

• 1x Table for catering

• Hot & cold drinks, snacks or finger food

Example Layout

10. Example Agenda

* P = Presentation | D = Discussion | B = Break | T = Teamwork