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Case study: co-designing a workflow through a hybrid workshop

Who: A Welsh Government policy team, who are setting up a co-production advisory group to ensure input, advice and sensechecking throughout their policy-making process.

The brief: To gather potential members of the co-production advisory group and figure out the workflow process and ways of working, in a hybrid setting (some participants in the room, some on Zoom).

What I did:

  • With a facilitator colleague, we ran the hybrid workshop with 1 facilitator in the room with the participants in person, and 1 facilitator in the room next door on a laptop with the online group.
  • We had prepared draft process diagrams for the participants to critique and amend, and raised several questions to consider (based on previous feedback and the policy team’s questions).
  • The Welsh Government policy team members were able to take part in the discussions and exchange with the participants.
  • We worked through the same content in parallel, with crossover points at key moments using Mentimeter to gather feedback from everyone at once.
  • It was helpful to have the online session in the room next door so that the 2 facilitators could check in easily about their groups’ progress. It worked really well!

What they said: “Your prep and hard work really shows. It was so good!” (verbal feedback from a participant)


6 sheets of A3 paper with the same draft process flow printed on, scribbled over and annotated by various groups, and 2 copies of the A4 sheets of questions they were asked to consider in analysing and improving the draft model. All the comments are highlighted in grey or orange to indicate they've been transferred to the final document.