How much recording, analysis and reporting of your workshop outcomes is needed depends on the context. It could be that all you need is a quick way to capture just the key action points, or you might want a record of all the ideas generated across multiple felts, which can be analysed and developed into a more detailed report. In most circumstances, some level of feedback to participants is an important part of the process. We have a range of hints and tools and available to help you.
Recording the results from a Ketso workshop
Photographing the Ketso workspaces
We strongly recommend that you take a photograph of every felt before you move or fold it. This is to quickly capture a record of all the ideas and where they have been placed on the felt, so that you have a reference in case the pieces shift when moved.
It is a good idea to take a shot of the whole workspace so that you can see the overall layout, then to take a picture of each quadrant separately so that you can read each leaf. Before you clean the leaves, check that the writing is clear enough in your photos to be readable.
You need to use a camera with a high resolution – at least 8 mega pixels. Glare from overhead lights can be a problem. Try taking pictures from different angles to get the best results.
Do I need to type up all the leaves after a workshop?
How much you type up depends on what you want to get from the results. For some purposes, it is important to have all the ideas, so you can see patterns in the data and make sure that everything is captured.
For many purposes, however, just recording the key ideas is sufficient. You may decide to only type up the ideas that were highlighted by participants as important (the ideas that have icons by the leaves), or key action points.
We still advise photographing the Ketsos before you clear away the leaves, so you have a record of all the ideas, not just the ones you typed up, in case they are needed later.
What tools are available to help me capture the data from Ketso workspaces?
We have developed a bespoke Ketso Analysis Spreadsheet (using Excel) for entering data from a Ketso workshop. This helps you easily capture information such as leaf colour and which leaves relate to which branches (key themes). Download here.
Capturing the structure of the data on a Ketso felt, rather than just the ideas on the leaves, allows you to analyse the patterns of ideas to emerge (e.g. to see how many leaves of different colours were clustered around the different branches). This works especially well when you collate ideas from across several Ketso workspaces. See below for more ideas on doing the analysis.
We have also developed an Excel spreadsheet for recording the results of an Action Plan grid, which can be adapted to show matrices for evaluation or action planning. Download here.
You can download a simple Word Template to record key ideas, which may be sufficient for just one or two felts. Whilst this is a very simple way of recording the data, we recommend that you use the Excel spreadsheet instead, as it keeps much more of the structure of the Ketso felt and allows you to see patterns in the data and between the ideas more easily.
What should I do if I can’t read what is on a leaf?
If you are typing up results and you can’t read what is on a leaf, write up what you can read and insert xxx for what you can’t read. If you think you know what the word is, but aren’t sure, write what you think the word is, and add [?] to make it clear you had to guess.
It is a good idea to take a picture of the leaf– it could be that the facilitator of the workshop or other participants may be able to help you work out what it says, and at least the original leaf is not lost.
How can I capture what is being said by participants (in addition to what is being written on leaves)?
The key point is to encourage participants to write all their ideas down on leaves, to ensure that they are captured. Explaining this when you introduce the kit gives an opportunity to emphasise the importance of making sure no ideas are lost. As the facilitator, you can also listen to the conversations and make notes about any key issues that are raised. To avoid making participants feel uncomfortable or self-conscious about being ‘observed’, try to be subtle in how you do this. For example, you could have a notepad on a side table, rather than making notes at their table.
You can write a few ideas down on leaves at the table as people say them in the discussion, and pop them on the felt, making sure you let participants know you have just noted what they said. Be careful not to become the scribe, and make sure you move away from the table when it is time for the next round of leaf colours. This avoids people looking to you to write their ideas down.
If you are having plenary feedback of key ideas from the tables, it is a good idea to have an assistant ready to take notes of the points that are raised (or at least have a notepad ready to jot ideas down if facilitating on your own).
If workshops are being run as part of a research project, it is possible that you will want to record the conversation at the tables. You will need to get written consent from participants to do this. With an audio recorder or video camera it is easy to capture the discussion, if there is just one table. With more than one table it can be challenging to get a clear recording. You would need to have an audio recorder on each table – and even then it would depend on the quality of the recorder and the acoustics in the room. It is probably better to rely on listening and taking notes. If you have several tables, you may be able to ask a ‘helper’ at each table to pay extra attention to the conversation and jot down any extra ideas that emerge.
You may also want to read this How To on working in a small group setting (and get any ‘helpers’ sitting at the table to read this too!)
Analysing the outcomes of a Ketso workshop
Getting participants to prioritise key ideas for you
An advantage of Ketso is that ideas are already somewhat structured by the visual nature of the kit and the action of placing the leaves and icons on the felt.
You can see at a glance the answers to different kinds of questions from the colours of the leaves, how the ideas cluster around the branches, and which ideas participants thought were important.
A key principle is to make sure that you build in a stage at the end of the workshop for participants to priorities their ideas, using icons to show their top priorities. You may want to build several rounds of prioritisation into the workshop plan, including table swaps, to help you get a richer picture of what is important to participants.
You might choose to record only those ideas with icons by them. If you are writing up all of the leaves, make sure you identify which ones have icons pointing at them. You can then use these icons to filter ideas when you come to do the analysis and reporting. The Ketso Analysis Spreadsheet has the facility to record the different types and numbers of icons by each leaf.
Using the bespoke spreadsheet for analysing data
Ketso doesn’t do your analysis for you, but there are some really useful ways you can quickly get a sense of the key ideas.
The Ketso Analysis Spreadsheet allows for sorting and analysis of data from multiple felts from one or more workshops with the same focus. A series of simple forms in the spreadsheet leads you through the process of entering the ideas from each leaf.
The spreadsheet allows you to sort and filter by theme (branches on the felts),type of question asked (colour of leaf) and level of priority of the ideas (whether or not participants placed icons by the ideas).
There is a button called ‘Charts and Tables’ that automatically produces charts from the data you enter. You can use these charts a report to show the distribution of different types of ideas overall and the distribution of ideas by theme. It can be informative to see which themes have ideas around what works, versus problems, or where most of the suggestions for improvement are clustered.
You can also add your own cross-cutting themes, and generate charts showing the distribution of types of ideas by the themes you have developed.
We recommend that you enter the leaves from all felts from the same workshop into one spreadsheet, so that you can analyse ideas from several groups and see patterns across the felts.
The spreadsheet for recording the results from a Ketso Action Planning grid, such as an action plan or evaluation matrix, is useful not just for recording the results, but also as an ongoing way of managing a project and recording and developing actions.
Examples of reports from the outcomes of Ketso workshops
You can download some examples of reports from Ketso workshops that were developed from analysis with the Ketso Analysis spreadsheet.
- Workshop at the North West Dementia Action Alliance Learning Event: Living well with dementia (full report / accessible report/ spreadsheet of results)
- Housing, health and wellbeing: maximising the synergies (report / spreadsheet of results)
- Mayor of Greater Manchester’s Green Summit Listening Event (report / spreadsheet of results)
Example of a quick summary of key ideas highlighted by participants
Working with Joe Brady from the Scottish Refugee Council, we ran two workshops in 2014 entitled ‘Integrating Co-Production into the Delivery of Programmes and Services’. There were 62 participants from a wide range of sectors across Scotland and the NorthWest. 645 ideas were generated in total. This graph shows the distribution of types of ideas against the themes that were used to structure the discussions.
Key points that were highlighted by participants were:
- Opportunities to put forth ideas
- Shared power
- Shared vision
- No wrong views or answers
- Everyone starts on same power level
- Time to talk + listen
- Identifies links between people’s thinking
- Involving all of the stakeholders
- The follow up is true to the ideas
- Authentic participation / involvement
Future possibilities / areas for improvement:
- Individual/community resilience
- Valuing stories
- Encourage socialising and different types of events/meeting with partners
- Detailed monitoring + evaluation – is what you are doing really working
- Take people out of their comfort zone
- Removal of Barriers
- Have FUN!
- Wider range of stakeholders
- Channel for feedback
- Publicity of positive stories for users
- Having the courage for new solutions
- Service user:-Bringing in new activities, team building exercises to revive people and encourage them
- Having a positive view-focusing on what can be done rather than what can’t
- Make small wins
You can download the full set of results here (excel spreadsheet).
Joe Brady commented on the workshop:
“The tool [Ketso] prompted lively discussion amongst very diverse participants, which included refugees, and ensured that all points of view were taken into account, in topic areas which can be quite controversial and raise difficult and challenging issues.”
Can you type up / analyse my Ketsos for me?
We offer a range of services. We can type up results, either from photos or from felts (this can include cleaning your kits ready for re-use).
We can also offer more in-depth analysis of data.
Find out more about how we can help you here.