How Tool Selection Makes or Breaks Workshop Participation

In the summer of 2018, I led a series of nine weekly workshops focused on redesigning a national service. Over 60 staff from across the country participated, mostly new to online collaboration and service design.

To run these sessions, I chose a simple online tool called Web Whiteboard. Think of it as an old-school MS Paint on the web. It wasn’t flashy or cutting-edge but intentionally designed to be approachable and familiar.

Why opt for such a basic tool? Several reasons:

• VPN connections were unstable, limiting access to more complex software.

• The MS Paint-like interface was something almost everyone recognized, meaning no steep learning curve.

• It was free and accommodated simultaneous use by 60+ participants without costly licenses.

• Most importantly, it was accessible via a simple web link, even off VPN.

My goal was to keep each session strictly to one hour while maximizing participation. I wanted everyone’s ideas visible live on screen, in their own words, and to make room for anyone who wanted to contribute directly in the tool itself.

Choosing accessible, low-barrier tools created an environment where staff jumped right in, sharing ideas freely without hesitation.

This experience reaffirmed that when planning workshops, it’s critical to consider participants’ familiarity and comfort with the tools. Ask yourself:

• What might block their involvement?

• How much instruction will be required?

• Does the interface invite collaboration or will it intimidate?

These questions go beyond just accessibility; they are foundational to fostering meaningful participation and tapping into collective intelligence.

Tool familiarity, access barriers, and instruction time all shape who contributes and how deeply. Get these right, and your workshops tap collective intelligence instead of leaving expertise on the table.

Next time you plan a workshop, ask: Which tool will make contribution easiest for everyone?