Multi-Stakeholder Workshops
In multi-stakeholder workshops relevant stakeholders from a specific system (for example stakeholders linked to the healthcare system) come together around a specific calling question and topic to explore it in depth together, learn more about different perspectives and experiences, get a deeper understanding of the topic and identify leverage points for change. Ideally, multi-stakeholder workshops take place as a series of events, where the same group comes together several times to explore relevant questions. The systemic understanding that emerges through the workshops can then be used to launch a larger multi-stakeholder process (for example a Social Innovation Lab), to develop prototype solutions with the potential to contribute to a systemic change.
Why and when to use this method
In order to tackle complex societal challenges we are facing, for instance around topics of climate change, migration, health etc., we need to come together across sectors and organisations and learn new ways of collaborating with each other, engage in meaningful conversations that go beyond polarization, learn from each other, and find new ways forward together. The challenges we are facing are too multilayered and complex to be addressed in a meaningful way just by one organisation or even one sector.
That’s why at collaboratio helvetica the main focus of our work lies on activating specific (eco)systems and bringing together different stakeholders in dialogue and new forms of collaboration.
Bringing together different stakeholders has mainly to do with relationship and trust building and requires time. Several steps are needed before being in the position where we can actually bring together relevant stakeholders in a workshop. Find out more on those preconditions in the toolbox entry on convening stakeholders.
How the method works
Once you get clarity on your intention, calling question and system you are focusing on, you mapped your system and have done stakeholder interviews with all relevant perspectives, you can start organising your stakeholder workshop or ideally series of workshops. Believe us, working on the mentioned preconditions is important and the bigger junk of the work - the clearer your work on the preconditions, the easier it will be to convene your stakeholders.
Plan your multi-stakeholder workshop:
Get clarity on the scope of the workshops you are organizing: are you inviting your stakeholder to a series of events? Or are you planning to run one prototype workshop (and depending on the feedback of the group then organise further workshops in a next step)? Once the scope is clear, write an invitation, including the date, time and the location. For a multi-stakeholder workshop, 3 hour is a good time frame (minimum 2.5 hours). Make sure you explain clearly what the purpose of your multi-stakeholder workshop is: why should your stakeholders attend? How is it important for them and their work? What are the outcomes of the event, what will happen with the insights, what are further steps that you plan afterwards?
Invite relevant stakeholders:
Contact your stakeholders to invite them to the workshop. Make sure that the diverse voices and perspectives of your system are represented in the room, including voices that are usually marginalized. Multi-stakeholder workshops are usually part of planning for a larger systemic change initiative (such as a Social Innovation Lab) - who are the stakeholders that have a lot of influence or are directly influenced by the system and who really need to be part of the conversation, so that on the longer run inclusive solutions can take shape and be implemented? The diversity of perspectives and experiences will make the workshop rich and relevant.
Roles:
In order to implement multi-stakeholder workshops, different roles are needed. Usually there is one person who is the convener, who holds the longer term intention and calling question - we call this person the Catalyst. For a multi-stakeholder workshop two facilitators are needed who are trained and experienced in hosting this kind of events (if you need facilitation support, you can reach out to our Practitioner’s Circle). Also clarify how you want to do the harvesting of the main insights of the workshop, and who will do it.
Implement your workshop (or workshop series):
The design of the program of the multi-stakeholder workshop will be made by the facilitators together with the Catalyst. Depending on your topic and on your goals, different tools and methods can be used, for example system mapping, stakeholder interviews, sensing journeys or dialogue tools such as triads, fishbowl, circle dialogue or dialogue walks. Depending on your focus, participants can also work in smaller groups on specific subtopics for parts of the workshops. Harvesting is also a key element to success: make sure to find a way to harvest the main insights, next steps, priorities etc. (there are a lot of creative harvesting tools).
Follow up and inform on the next steps:
After each workshop, make sure to inform your stakeholders on the main insights and next steps, in order to ensure transparency and keep the engagement high.
Time needed:
Ideally 3 hours per multi-stakeholder workshop (minimum 2.5 hours).
Number of participants:
Depending on the design and focus, ideally 15 to 25 (but also larger numbers are possible).
Examples
An example of a multishakeholder process took place in partnership with the City of Zürich where we were asked to integrate our experience and expertise in the process set up and convening of workshops. In an ambition of being net zero by 2040, the City of Zürich is launching a format called Klimaforum with which it wants to involve its stakeholders in the ongoing development of climate protection activities. To empower as many people as possible to get involved, various participation formats have been created. In order to facilitate this process, the City of Zurich is holding focused events on selected topics, to:
Build a common understanding of the system, so that existing challenges and potential conflicting goals are better understood,
Present initial opportunities and synergies that become visible through the diversity of perspectives, and
Contribute to building trust in the system.
In June 2021, a focus event on net zero buildings took place which we co-organized with the City of Zürich. Prior to the event we helped them identify the most relevant stakeholders and invited some additional ones to have a high degree of diversity and representation in the room. The event started with a getting to know each other exercise and seeing who is represented in the room. After giving an overview of the topic by an expert (ie. Werner Sobek) and a contribution from the expert at the City of Zurich (ie. Anette Aumann), we formed small working groups that were mixed in diversity. In the beginning of the working process, we were giving an introduction system mapping and introduced the 5R model from USAID. After starting with an individual mapping, the different groups started to combine and merge their individual maps into one collective ecosystem map that included stakeholders, challenges, opportunities and leverage points. This allowed for the group to build a common understanding of the system. We then asked the participants to identify the most important leverage points that they see and develop first ideas on how to tackle them. The following online voting process allowed us to identify the key opportunities. In the next step, we formed working groups around the identified topics that consisted of diverse stakeholders from the field which are now developing innovative solutions to the challenge at hand.
Sources and Further literature
Sarah Friederich has been part of the design and hosting team of a previous Catalyst Lab at collaboratio helvetica. As a facilitator (Theory U, Art of Hosting, Dialogue) she supports diverse projects in the area of social innovation with design and facilitation of participatory events and group processes. The promotion of new forms of collaboration and systemic change are an integral part of her work. For many years, she has gained experience working for NGOs and social organisations in the field of environmental and social justice in Switzerland and Bolivia.
In addition to her work for collaboratio helvetica and as a facilitator, Sarah supports people as a coach in their personal development processes, especially in the process of grieving after the loss of a loved one.
Severin von Hünerbein has been in charge of the design and facilitation of a previous Catalyst Lab at collaboratio helvetica. He started his career in training and facilitation with euforia 2010. Since graduating from the University of St. Gallen (HSG), he has been determined to bring social innovation to the business world by creating brave spaces that connect people who would not meet otherwise to find new forms of collaboration, dream together, and co-create innovative and sustainable solutions for systemic change.
He holds a master’s degree in International Affairs and with a mind full of jokes, joie-de-vivre, and patience.