Preparing challenging Collaborative Modeling Workshops

Many CoMo methods are deceptively simple, creating false confidence in their effortless adaptability across various scenarios. However, the high level of collaboration and intrinsic motivation required from participants demands meticulous preparation. This talk will provide valuable insights on how to prepare for collaborative modelling workshops especially when dealing with big groups and/or environments where the goal is hard to pinpoint, politics are involved or resistance to change can be expected.

Throughout the talk you will learn how to find a shared understanding of the workshop's goal, what it means to be aware of hidden agendas and group dynamics, and how to make sure all relevant stakeholders are on the same page. The presentation will further cover how to prepare for the right flight level of the workshop and how to design a fitting storyline across the different formats or methods being used. With their extensive experience in facilitating CoMo workshops the two speakers are able to spice it up with many practical insights and past experiences.

Furthermore, Beija and Michael also worked together in designing the “Como Prep Canvas” - a tool to not only guide new facilitators but also support seasoned practitioners with a structured approach to be less biased by recent experiences. You will learn how to use the canvas not only to ask the right questions to important stakeholders but also to make your own assumptions tangible during the preparation.

Transcript

1. Preparing Challenging CoMo Workshops
2. Beija Nigl & Michael Plöd Senior Software Engineer | CoMo Facilitator | Situational Leadership Advocate Comsysto Reply | https://www.comsystoreply.de/ https://www.linkedin.com/in/beija-nigl/ Independent Consultant | INNOQ Fellow | Team Topologies Advocate https://www.michael-ploed.com Michael Plöd Beija Nigl
3. DISCLAIMER This talk adresses the preparation of collaborative modeling workshops in challenging / complex environments. Nevertheless lot of our ideas are benefitial for simple workshops too
4. THE BLISSFUL ILLUSION
5. YOU WALK INTO A ROOM READY TO ROCK A COLLABORATIVE MODELING WORKSHOP EVERYTHING IS SET UP ROOM LOOKS GREAT ALL THE PARTICIPANTS ARE THERE EVERYONE SMILES CATERING IS THERE THE COFFEE IS EVEN DELICIOUS
6. 30 minutes into the workshop you realize…
7. 50% OF THE PEOPLE IN THE ROOM DON'T WANT TO BE THERE
8. We've already done that What is this all about Why do we have to do it this way I prefer another workshop method ”
9. THE HARSH REALITY
10. We've all seen workshops that were perceived as a waste of time. ”
11. We've all seen workshops that "technically worked" but didn't move the system. ”
12. The Foggy One unclear goals, undefined outcomes
13. The Political One stakeholders with hidden agendas or competing narratives
14. The Resistant One participants disengaged or protecting the status quo
15. But why is that so? 2 3 Resistance Disengagement Misunderstanding 1 Questioning the workshop, it's goal and/or the methods used, distracting others Not taking part, being distracted or not showing up at all unintended outcomes, unwanted discussions, mismatch in expected outcomes
16. “So where did it all go wrong?” "Might not be the best idea…" “Can't we just fix it on the fly?”
17. “Yes you can, but it's hard without changing the goal” "Might not be the best idea…" “Might not always be the best idea…”
18. THE TURNING POINT
19. All these CoMo methods look deceitfully simple 2 3 Just Sticky Notes No complex meta model They look like fun 1
20. The methods may be simple but socio-technical dynamics aren't You have to prepare
21. Don't mistake preparation for logistics • • • • Suitable room setup Materials Miro Boards Catering But they are just the ​ icing on the cake Logistics are important
22. REAL PREPARATION IS COGNITIVE AND SITUATIONAL
23. Preparation in three areas Your preparation must mind and balance these areas They influence each other They only work together as a well balanced set People & Politics Context Clarity Design & Flow
24. Context Clarity Zooming in on the real ‘why’
25. “If people don’t know why they’re in the room, no amount of sticky notes will save you.”
26. Context Clarity Define success by learning, not just deliverables A shared model is only valuable if it changes how we think, not just what we draw Clarify the expected change What should be different after the workshop — in understanding, alignment, or action? Surface-level goal is not equal to real purpose. We’re here to ‘model our domain’ — but why now? For what decision? What tension triggered this?
27. 0 20 40 60 80 100 Skateboards Rollerblades K7 VHS 91 76 32 26 Context clarity is about alignment before alignment ensuring everyone’s mental model of ‘why we’re here’ matches
28. People & Politics Reading the room before entering it
29. “You can’t facilitate the group you wish you had - only the one that actually exists”
30. People & Politics Politics is not a bad word Politics: human systems negotiating meaning. Your job is to make these dynamics explicit and safe. Every person carries a story What are their history and hopes? Preparation means empathy, not just invites. Stakeholders != Participants Some of the most influential people may never enter the room - but they shape its energy.
31. 0 20 40 60 80 100 Skateboards Rollerblades K7 VHS 91 76 32 26 Before you design flow, map influence who trusts whom, who’s scared, who’s blocking change?
32. Design & Flow Crafting the narrative of collaboration
33. “Facilitation is less about managing time — and more about managing energy and meaning”
34. Design & Flow Mix methods intentionally Liberating Structures, EventStorming or Wardley Maps aren’t recipes — they’re narrative tools. Design for emotional flow Workshops need rhythm, reflection, closure. People learn through experience, not templates. Choose the right altitude Are we exploring strategy, refining boundaries, or tactical flows? Wrong level = frustration.
35. 0 20 40 60 80 100 Skateboards Rollerblades K7 VHS 91 76 32 26 CoMo isn't about methods it's about crafting the experience that leads to insight.
36. THE NEW WAY
37. Where to start? Whom to call? What to ask?
38. The CoMo Prep Canvas
39. https://github.com/ddd-crew/como-prep-canvas The CoMo Prep Canvas on GitHub
40. Newbie Seasoned Facilitator
41. The CoMo Prep Canvas Drafting the workshop Personal Preparation
42. Drafting the Workshop Scoping & Planning and Design
43. Scoping Motivation Definition of Success Initial Ideas on the Workshop Format Pot. Participants Initiator & Beneficiaries
44. The Motivation The "why" of the Workshop Trigger Status Quo Challenges & Opportunities What specific problems are we trying to solve or opportunities are we trying to capture? What prompted this workshop? What specific situation or challenge led to its initiation? What does the current architecture look like? How are we/they organized?
45. Motivation Definition of Success Pot. Participants Initiator & Beneficiaries Scoping Initial Ideas on the Workshop Format
46. Motivation Definition of Success Pot. Participants Initiator & Beneficiaries Scoping Initial Ideas on the Workshop Format
47. Motivation Definition of Success Pot. Participants Initiator & Beneficiaries Scoping Initial Ideas on the Workshop Format
48. Workshop Planning & Design
49. Further refinement of the Scoping Canvas Workshop Planning & Design
50. Workshop Planning & Design
51. Workshop Planning & Design
52. Personal Preparation People & Methods
54. You cannot prepare for all of them, but for some Making your observations, assumptions and personal triggers explicit already helps
55. The Participants The Group Symbols of Power Communication Strategy Polarities People
56. Behavioural Patterns What you see or hear tighed to individuals or the group Thoughts, assumptions, personal risks & biases What you think, feel or assume based on past experiences vs.
57. Symbols of Power Every context has their specific symbols Read the room and leverage them!
58. Polarities Autonomy ↔ Alignment Speed ↔ Quality Control ↔ Trust Equality ↔ Hierarchy Transparency ↔ Privacy
59. Communication Strategy Who needs to know what, when and how?
60. Facilitator Agenda Storyline throughout the workshop Check in & Check out Sense-making exercises Methods
61. The Storyline 2 3 EventStorming Get the big picture and the main activities as subdomains User Story Map Use the found subdomians as entry point for your user story map Magic Estimation Use the User Story Candidates to get a high level estimation for the project / feature 1
62. The Storyline 2 3 Domain Decomposition Decompose capabilities into domains, mind high cohesion and loose coupling Team Topologies Map team topologies on the domains and mind the team interaction modes for fast flow 1 Wardley Map Start with user needs, the capabilities needed to adress them and evolution stages
63. Sense-making Exercises
64. “Make sure you still see the forest for the trees.” Preparation should empower, not exhaust Prep What Matters
65. All set?
66. But what if you still endup in a workshop like this…
67. Climate report Sense-making exercises Redefine the goal
68. THE RESOLUTION
69. The New Way Start with reflection, not execution We design the conversation before we design the workshop We visualize uncertainty, assumptions, and bias
70. The Canvas isn’t a checklist — it’s a mirror. It slows us down just enough to see our assumptions Old reflex New habit “I plan workshops.” “I prepare systems for learning.” “I facilitate people.” “I co-design safe collaboration.” “I focus on flow.” “I focus on readiness.”
71. REFLECT: “When was the last time you paused before a workshop to reflect on your own bias?”
72. A REAL WORLD SCENARIO • • • • 20+ Years Old System Very Strong Hierarchies ​ Goal: Modernization from COBOL to Microservices, DDD, Spring Boot + Cloud + Agile + Angular + DevOps ​ Mindset "we use SCRUM, we are agile" ​
73. ignore the slide and just listen to me telling the story
74. Wrap Up
75. Key Takeways Use tools (like the Canvas) to structure your bias and to raise the right questions Think before you modell Preparation is 80% of the success Prepare on three levels: Context, People, Design Expectation management is key
76. The Canvas helps you prepare a workshop But its true power shines when things get tough: big groups, politics, resistance.
77. Share your story • • • Use the CoMo Prep Canvas Contribute on GitHub Share your stories
78. Preparation isn’t bureaucracy. It’s empathy, reflection, and clarity made tangible. BEIJA on LinkedIn MICHAEL on LinkedIn