Food Security Assessment - Learning Repository

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Home > Workshops > Organizing a Workshop


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Getting a group of staff members in the same room, ensuring well-organized workshop, which benefits all the participants is a challenging task. It requires a lot of technical, facilitation and administrative work. Guidance and tools for preparing, running and following up on a workshop are available here.

The following steps are recommended:

[show all steps]

Step 1: Conducting learning needs analysis and defining learner profile: As a prerequisite to any training workshop, the manager who supervises the training or the facilitator should identify the staff skills gaps and define the learning objectives of the event.

Training Needs Analysis: Estimating the skills gaps and selecting the appropriate combination of learning activities to address these gaps (Quick Reference – Steps for skills gap analysis)
Sample Learner Questionnaires: Assessors database and sample self assessment questionnaires are useful tools to gain data on learner skills, knowledge and abilities
Rapid Training Needs Analysis Template: Template to record the key conclusions of a training needs analysis
Defining the learner profile and learning Path: Defining the most appropriate type of training event (workshop, distance learning or on-the-job learning) and the right level of content (novice or mastery)

Step 2: Making administrative pre-arrangements: Getting people from different countries in the same room for several days requires a number of administrative steps including budgetary follow-up, staff recruitment, etc.

Human resources:
- Facilitators and resource people: What skills are required for facilitators and resource people
- Terms of reference for facilitators: Sample terms of reference that can be adapted if required
Administration:
- Pre-workshop administrative arrangements: Guidance and schedule for pre-workshop preparation
- Preparation tasks upon arrival in the country and at the start of the workshop: Administrative and logistics checklists to help the facilitators before and at the start of workshop
Budget:
- Budget template: Example of training workshop's budget template and
- Supplies: Example list of stationary and equipment
Global Workshop Calendar:
- Remember to place your learning event on the WFP Food Security Workshop Calendar.

Step 3: Preparing learning materials: Each workshop is different from the other one. The requirements of the country office and the skills and capacities of the learners vary. Workshop content and facilitation must reflect this diversity.

Designing the Workshop: Key steps required to design your workshop
Developing Learning Objectives: Quick guide to developing clear learning objectives
Course Material: Session guides, exercises, case studies and power points for various courses
Session Adaptation Guidelines: Adapting available materials to the specific needs of each workshop
Agenda template: 3 examples of workshop's agenda

Step 4: Running a workshop: Tips and tricks related to the facilitation, as well as last minute checklists to ensure smooth implementation of the event

Running the workshop: Facilitation and presentation methods to ensure a participatory approach
Laying out the workshop room: How to set up the workshop room
Documents to circulate: What documents should be circulated to participants during and at the end of the workshop

Step 5: Following up on a workshop: How to test and follow up on learners, how to monitor and evaluate a workshop

Testing and following up on learners:
- Workshop test results: Testing learners
- Knowledge Assessment Test guide: How to measure whether the learning objectives have been met. All tests should be administered in close collaboration with Regional Food Security Officers. More comprehensive guidelines and "Food Security Assessment Test Question Bank" will be developed in the future
- Workshop certificates: What type of certificate should be issued
- Follow-up with learners: Learners should apply and develop their new skills by participating in food security assessment and analysis activities. This link provides information on the responsibilities of WFP Country Offices, Regional Bureaux and Headquarters

Monitoring, evaluating and reporting on training events:
- M&E Framework for learning events: Example of M&E framework for a Food Security Assessment Learning strategy
- M&E Framework for workshops: More specific M&E guidance related to training workshops
- Workshop evaluation formats: Two examples of evaluation formats, a long and a short version, to be completed by participants
- Learning programme final report: How to report on a workshop
- Workshop report formats: Two examples of workshop report formats, a long and a short version, to be completed by the facilitator
- Learner tracking: Facilitators should ensure that the final participants list, workshop reports and adapted lessons are loaded on the FSA Learning Repository

Learning Needs & Monitoring

Workshops

Distance Learning

On-the-Job Learning

Learning Events