> For the complete documentation index, see [llms.txt](https://usdr.gitbook.io/digital-service-toolkit/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://usdr.gitbook.io/digital-service-toolkit/align-your-stakeholders/alignment-workshop/plan-the-alignment-workshop.md).

# Plan the Alignment Workshop

Set up a focused, well-structured session that brings the right people together to align and make decisions

## What Planning the Workshop Should Achieve

* Ensure the right people are involved
* Determine who will organize and facilitate the workshop
* Set clear expectations for participation
* Create the conditions for productive discussion and decision-making

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Plan for at least two sessions. A third session may be needed when decisions are complex, participants have competing priorities, or additional input is required.
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## Planning Steps & Guidance

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{% step %}

#### Choose the Right Facilitator

* [ ] Decide whether the workshop should be facilitated by someone within your organization or by a neutral external facilitator
  * An **internal facilitator** may work well when participants have strong working relationships and the facilitator can remain neutral
  * Consider an **external facilitator** when competing priorities, sensitive topics, or unresolved disagreements require greater neutrality, or when internal leaders need to participate fully

{% hint style="info" icon="head-side-gear" %}
**Need support?** USDR may be able to provide neutral support with planning, organizing, or facilitating your alignment workshop. [Contact USDR](/digital-service-toolkit/welcome/contact-usdr-for-support.md) to discuss how we can help!
{% endhint %}
{% endstep %}

{% step %}

#### Identify who to invite

* [ ] Include stakeholders who represent key functions, user groups, and perspectives
* [ ] Prioritize participants who can make decisions or speak on behalf of their teams

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**Tips:**

* Limit attendees from any one team to keep the group balanced
* Include voices that may not typically be in the room
* Bring together people who need to hear from each other
  {% endhint %}
  {% endstep %}

{% step %}

#### Structure your sessions

* [ ] Plan for \~3 hours total across at least two sessions
* [ ] Use:
  * One 2-hour session (or two 1-hour sessions) for alignment and initial prioritization
  * One 1-hour follow-up to finalize decisions and next steps

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**Tips:**

* Schedule sessions close together to maintain momentum
* Secure time early, especially for senior stakeholders
  {% endhint %}
  {% endstep %}

{% step %}

#### Prepare participants

* [ ] Share pre-reading or context in advance (e.g., key terms, maturity model)
* [ ] Set expectations for active participation during the session
* [ ] Ask participants to come ready to discuss priorities and tradeoffs

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**Tips:**

* Reinforce that this is a working session, not a presentation
* Encourage participants to limit distractions (e.g., laptops, phones)
  {% endhint %}
  {% endstep %}

{% step %}

#### Align on a shared foundation

* [ ] Ensure participants have a basic understanding of:
  * What a digital services team is
  * How teams can be structured (e.g., enterprise vs. executive)
  * The maturity model you’ll reference

{% hint style="info" icon="head-side-gear" %}
**Tips:**

* Don’t rely on pre-reading alone. Plan to briefly review key concepts during the session
* Use simple, consistent language to avoid confusion
  {% endhint %}
  {% endstep %}

{% step %}

#### Set the tone

* [ ] Frame the workshop as collaborative and ongoing
* [ ] Emphasize that not everything will be decided in one session

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**Tips:**

* Reinforce that the goal is alignment first, then prioritization
* Be prepared to guide the conversation back on track if it gets stuck or goes off topic
  {% endhint %}
  {% endstep %}
  {% endstepper %}

## Download the Workshop Organizer & Facilitation Guide

Visit [Templates & Tools](/digital-service-toolkit/resources/templates-and-tools.md#workshop-planner) to download the Workshop Organizer and Facilitation Guide in your preferred format. The **Workshop Organizer** will help organize details as you plan the workshop to present your findings, recommendations, and define a future state with clear next steps.

Navigate to the [next page](/digital-service-toolkit/align-your-stakeholders/alignment-workshop/facilitate-the-workshop.md) for guidance on facilitating the workshop.