Why I Keep Agendas Hidden in Workshops

Last week, I ran Workshop Workshop at CanUX, and there was a collective gasp in the room when I said that I don’t provide participants with agendas in my workshops.

In collaborative work, the standard practice is often to share detailed agendas to show respect for people’s time. But I choose not to share mine. Instead, I use progressive disclosure, intentionally keeping the exact schedule hidden from participants.

Designing the participant experience

This choice transforms a static plan into a dynamic, curated collaboration opportunity; a real experience. When I design a workshop, I’m not just focused on outcomes but on how the experience feels for participants. Without sharing the agenda, I need to make sure activities flow well, ideas build on each other, and people aren’t forced to suddenly switch contexts. The responsibility is mine to design both a productive session and a smooth experience.

Designing for focus, not dread

When participants see a minute-by-minute agenda, they can get distracted by what’s coming next or even dread parts of the session. For example, if you tell me in advance that there will be a personality assessment portion of the day, I might stop listening altogether as I dread the Myers-Briggs moment coming later. Or if there’s going to be a group critique, someone might get anxious in advance. Even knowing a fun activity is coming can reduce their focus on the current, more challenging work. By focusing participants on the present moment, progressive disclosure keeps people engaged in discovery and contribution.

Designing for flexibility

Keeping the schedule hidden also lets me be flexible as a facilitator. Workshops are unpredictable; sometimes deep conversations run long, or insights come quickly. When no one is fixated on the clock, I can adapt on the fly. I can spend more time on parts that matter most and move faster through those that don’t work as well. No one feels pressure from a strict timeline.

Preparation is key

Skipping the agenda for participants doesn’t mean I skip planning. The agenda absolutely exists. In fact, the session design should be meticulously structured. I keep my agenda to myself as a detailed scenario note or annotated agenda, mapping the flow, timing, and logistics so I can guide the session expertly. This approach demands more intentional design, not less.

Progressive disclosure is about creating an immersive space where participants stay present and engaged. Keeping the agenda behind the scenes allows workshops to flex and unfold naturally based on the group’s energy and emerging insights. When designing your next workshop, consider whether sharing a detailed agenda truly supports your goals, or if a more flexible approach might better serve the experience.