Ketso – an Introduction Part Two Planning a Workshop plus hints and tips

Basic structure of a Ketso workshop A trunk – the core focus, which is written on the centrepiece. What is this workshop about?

Leaves are arranged around the branches, forming clusters of ideas

Basic structure of a Ketso workshop A trunk – the core focus, which is written on the centrepiece. What is this workshop about? A series of questions (or different ways of thinking about) the core focus, asked in sequence using the coloured leaves for different questions.

Basic structure of a Ketso workshop A trunk – the core focus, which is written on the centrepiece. What is this workshop about? A series of questions (or different ways of thinking about) the core focus, asked in sequence using the coloured leaves for different questions. These questions, plus the order in which they are asked, are called the ‘Ketso Seeds’.

The most commonly used Ketso Seed

The core Ketso Seeds Explore & Plan Review & Reflect (slight variation) Feedback & Discuss Learn - Beginnings Learn - Review

Feedback & Discuss - for asking for feedback (e.g. of project or strategy) or sharing ideas

Start with what people know – and help them to relate that to what you are teaching

Useful after a training session or a course, focus on content / skills & what to do with them

A variation – for looking at projects and communication

Which seed? Look at the Ketso Seeds hand-out (which includes the core Ketso Seeds plus several variations). Would any of these suit your workshop? If not, how might you adapt them to suit? Take a leaf of each the appropriate colours, and write the questions / focusses you will use in your workshop, then arrange them in the order you will use them, on the left-hand side of your felt.

Remember the key principles How many people adapted the Seeds? Did you remember the two key principles in terms of sequencing: Starting with a positive focus (not problems) A creativity sandwich – some creative thinking before thinking of problems, and making sure there is a stage of creative thinking to solve the problems

Branches around the central trunk (focus) Good aims and objectives Good indicators Data gathering and management Analysis and reporting Recommendations and future practice Blank for emerging themes

Basic structure of a Ketso workshop A trunk – the core focus, which is written on the centrepiece. What is this workshop about? A series of questions (or different ways of thinking about) the core focus, asked in sequence using the coloured leaves for different questions. (Questions plus sequencing = ‘Ketso Seeds’.) Plus (often) branches, which provide themes to help structure the workshop. These ‘branch’ off the trunk.

Example branches – useful as a starting point for project planning workshops

Advantages of pre-prepared branches Greater likelihood of covering all of the key themes - the branches can 'stretch' people's thinking Providing a degree of structure and a framework can spark more creativity and ideas, as the branches themselves suggest new avenues of thought Easier and quicker for groups to compare the emerging ideas between tables and learn from each other Easier to synthesise ideas from several groups (especially important if running a series of workshops) It can take less time, as people start to place ideas against themes instead of spending time developing themes

Two key things to remember: Leave felt folded whilst participants start to develop their ideas…

… then ask participants to see where their ideas fit once the felt is unfolded

And leave at least one blank branch (there are spare branches on the back of the felt if needed)

Advantages of blank branches Allows you to explore an idea with no preconceived framework Maybe more possibility for surprising emergent themes Participants can feel more ‘ownership’ of the themes (but these may not be shared amongst the whole group if there is more than one table) Quicker to prepare for a workshop (as you don't need to think of themes or write them up in advance) However, the process takes longer and the discussion may lack focus. It is more difficult for groups to quickly compare ideas and to synthesise key points.

Developing branches: has it been done before?

Developing branches: is there a good report / strategy you can use? E.g. these came from...

Developing branches: is there a widely used framework out there?

And yes, googling is a good place to start! No slides for the stages of this workshop You can do it, but it is nice to have the slides! And you can download them from the website and adapt them to your needs

Developing branches: talk to the people you are working with, what do they want to cover?

Developing branches: do a practice workshop with blanks (& always a good idea to test your branches)

Brainstorming themes for branches Look at the Branches hand-out, and see if this gives you any ideas for themes for your workshop Brainstorm possible branches on white comments cards Cluster them around the branches and see what themes emerge – can you find about 5 key themes?

Testing branches The next stage would be to ask the first question in your sequence, e.g. the first colour of leaf that you were planning to use in your workshop The question should be about the core focus of the workshop (the trunk) Spend a few moments writing ideas down on the appropriate colour leaf See how these fit around the branches If you can’t see how they fit, the branches may need adjusting!

The most common mistake with branches - themes similar to questions asked on leaves For instance, it is common to see branches like: Aims Barriers Where are we going? These are similar to how the leaves tend to be used in Ketso to ask questions – and will end up with all of one coloured leaf around one branch This misses the connections between the ideas We suggest re-thinking the branches to be more like sub-themes from the trunk, or workshop focus

A few more hints on branches We tend to find that 6 branches works well And don’t forget to leave at least one blank branch! There are spare branches on the back, you can add as you go along It can be nice to have a floating branch for things that don’t fit You may have to adjust as you go along

Where to go for more help – a guide to resources under ‘Make the most of your Ketso’

Workshop BASICS (you have already done most of this in the exercise) BASICS – Beginnings BASICS – Activities BASICS – Sequencing (Activities + Sequencing – A Ketso Seed) BASICS – Inputs BASICS – Conclusions BASICS – Skippables, squashables and supplements

Re-cap of the top hints for planning a workshop You do need to plan for your workshop! Think through what the different coloured leaves will represent (e.g. what questions you will be asking) Think how (and if) you will use the branches to provide themes to add some structure the workshop Run a practice workshop There are lots of resources on Ketso website to help you

Top hints for running a workshop Get off to a good start Introduce aims and how to use each piece of Ketso clearly Keep everyone engaged Make sure everyone has a pen and some leaves (do often) Think then share - at each stage give people time on their own to develop their ideas before sharing them Make sure people take turns to place their leaves Keep it simple Use one colour leaf at a time Start with the felt folded over, open after some ideas are developed and ask people to see where their ideas fit Have a blank branch so new themes can emerge!

Ketso Facilitation A few more ideas BELL – a useful acronym that we use to remind ourselves of key things during facilitation

Ketso Facilitation A few more ideas BELL – a useful acronym that we use to remind ourselves of key things during facilitation Balance (of individual and group time) Everyone engaged (with leaves, active) Listen (are things going quiet, are people confused) Look at the plan (are you on track, do you need to adjust?)

Ketso Facilitation A few more ideas BELL – a useful acronym that we use to remind ourselves of key things during facilitation Back pocket grey leaf You can always give someone a leaf of a different colour to make sure that you capture their ideas

BELL – a useful acronym that we use to remind ourselves of key things during facilitation Back pocket grey leaf You can always give someone a leaf of a different colour to make sure that you capture their ideas If someone is still dominating the discussion, it is a good idea to give them a pile of leaves and let them know that the only way their important ideas will be captured is if they write them down! Ketso Facilitation A few more ideas

Preparation and practicalities Top hints Make sure that you will have enough space and tables and chairs for people to be able to use Ketso at the venue! Check for disabled access and how people will get there. Plan for how many felt workspaces you need – dividing the expected number by 6 allows for extra people on the day. Again, there are checklists on the Ketso website to help you with the practicalities at each stage. Look at the resources under ‘Make the Most of your Ketso’ from the home page.

Capturing results and analysis

The key question for analysis is – what do you want to get out of the workshop? Ketso is a tool to capture ideas – it doesn’t do your analysis for you. It does, however, help participants to structure and interact with the data, so capturing the patterns and use of icons are important. (take pictures!) We have tools to help you to collate, synthesise and explore the data in different ways, but you need to work out what you are looking for and play with the data What else doesn’t Ketso do? Remind you of who was at the workshop – you need to keep track and take notes Record everything that is said – again, you may need to take notes or record sessions to get supplementary data

Top hints Capturing the results and preparing the kit for re-use Ketso washes clean in water!

Top hints Capturing the results and preparing the kit for re-use Ketso washes clean in water! You can take pictures of a Ketso, taking a picture of each quadrant as well as an overview of whole felt. You need a decent quality camera (8 mega pixels or more). Taking a picture helps to capture the key patterns and relationships!

Top hints Capturing the results and preparing the kit for re-use Ketso washes clean in water! You can take pictures of a Ketso, taking a picture of each quadrant as well as an overview of whole felt. You need a decent quality camera (8 mega pixels or more). For writing-up the results download from Ketso website an Excel spreadsheet (for both the tree-like Ketsos and the Ketso Grid) or Word document (simple but not much analysis possible)

Top hints Capturing the results and preparing the kit for re-use Ketso washes clean in water! You can take pictures of a Ketso, taking a picture of each quadrant as well as an overview of whole felt. You need a decent quality camera (8 mega pixels or more). For writing-up the results download an Excel spreadsheet or Word document. You may only want to write up the ideas with icons (key points).

Surprising emergent themes

Joe Brady, Head of Integration Services Scottish Refugee Council “I have discovered that using the Ketso spreadsheet allows the analyst to see surprising themes from the synthesis of participants’ ideas that may run counter to the dominant power structures and perceived wisdom. Ketso is unique in its ability to not only surface new thoughts but also to provide a credible and traceable evidence base for recommendations that emerge from consultation.”