4 Benefits of a Visioning Workshop on a Building Project
A visioning workshop is one of the first steps of the architectural process. It is an opportunity to engage everyday building occupants, get their input, and set high-level project goals.
Planning a visioning workshop takes time and effort. For some, it may seem like an additional step that delays design work. However, in our experience, the workshop is one of the most important moments in pre-design.
Taking the time to engage users and learn about their needs can set a project up for success and minimize the chances of costly and time-consuming changes later in the process. This article will discuss the benefits of a visioning workshop, helping you understand how it applies to your project.
Benefits of a Visioning Workshop
1. Spark Ideas
At its most basic level, a visioning workshop is a brainstorming exercise. In small groups, participants will discuss their needs and what they hope to get from the project. This is a chance to get all ideas out on the table.
Often, we tell participants that the workshop is the one time in the design process where money is no object. No idea is a bad idea, and everyone should feel free to dream big.
Although we encourage participants to voice their thoughts, we set the expectation that not every idea will make it to the final design. The visioning workshop is a chance to parse “wants” from “needs” and determine priorities.
While your design team may work some ideas into a longer-term master plan, other ideas can spark inspiration later in the process. By brainstorming, participants think about their day-to-day lives and how the project can impact their work.
2. Build Group Consensus
After working in small groups, workshop participants will come together to share their ideas. With your architect leading the discussion, each group will discuss their needs.
This portion of the workshop is an exercise in empathy. It helps everyone understand the needs of others. For example, in a corporate setting, a marketing department will likely have different needs than accountants. Without a group discussion, people may only concentrate on their immediate concerns.
Typically, your architect will randomize participants after the large group discussion. With an understanding of everyone’s needs, participants will be tasked with setting project priorities. They must find a way to reach a consensus with people outside their normal team or department.
By the end of the workshop, everyone should walk away with a sense of shared ownership. They know their voices were heard and that leadership will consider their input.
In our experience, successful projects occur when occupants feel bought into design decisions. The transition from one space to another is easier when users know they have a say in the outcome.
3. Help Your Architect Understand Your Organization
A visioning workshop is also a chance for your architect to learn about your organization. An architect should not provide a pre-determined solution. Instead, they should work to understand your operations and tailor the approach to your unique needs.
During the workshop, your architect will observe and gather information. As participants work together, your architect gets a feel for your internal culture, the relationship between different departments, and how different personalities interact.
This information can help with many design decisions, such as those related to spatial adjacencies. For example, the marketing and sales teams may need to be close together. Your architect needs to understand your organization to make the right moves.
A visioning workshop is only one data point in pre-design. To better understand your organization, your architect may send surveys or interview occupants. The workshop, however, is a chance to see everyone working together.
4. Minimize Changes Later in the Process
A visioning workshop also provides financial benefits. In the early stages of the architectural process, no decision is set in stone. The design is malleable, and you have the chance to explore ideas.
As you progress through the process, the design becomes more finalized. Making changes becomes more complicated, time-consuming, and costly. Getting all ideas out on the table and vetting their viability early in the process reduces the likelihood of late-stage changes.
Learn more by reading about how the 80/20 rule applies to the design process.
The workshop is a chance to set high-level project goals. There are thousands of decisions on a building project, so it helps to start with a clear set of priorities. Taking the time to set goals helps you feel confident in your decision-making.
At the end of the workshop, you and your team should walk away with a better sense of the project’s direction. You will understand your team’s needs and what they hope to get out of the project. With this information, the design process will run more smoothly.
In short, taking this additional step at the beginning of the process helps keep your project on track, protecting your budget and schedule.
Learn More About Pre-Design
A visioning workshop is a crucial first step in the design process. Although it can lengthen your pre-design schedule, it creates a more successful project.
On a building project, you are making permanent decisions. Taking the time to engage occupants and understand their needs helps ensure you make the right decisions for your organization.
At the end of the workshop, participants should walk away with a sense of shared ownership, and you should receive a clear list of goals that will steer the design process.
As mentioned, a visioning workshop is only one tool your architect can use to understand your organization. They may also recommend surveys, interviews, programming exercises, or benchmarking tours. Learn more by reading about empathy-building activities in pre-design.