Digdir

KLARSPRÅKVEILEDER WORKSHOP TEMPLATE

Turning a Static Guide into a Collaborative Practice

Digdir’s plain language guide was methodologically strong and widely respected. However, it existed only as a static PDF.

The guide worked as a document. It failed as a collaborative tool.

Public-sector groups were already trying to use it in digital workshops, but without a designed structure. As a result, workshops relied heavily on facilitation rather than shared collaboration patterns.

I translated the static guide into a structured, workshop-ready Miro template designed to reduce cognitive load and enable consistent collaboration from day one.

CASE OVERVIEW

ORGANISATION

Digdir

PRODUCT

Klarspråkveilederen

FORMAT

PDF → Workshop material

ROLE

UX & UI Designer

RESPONSIBILITY

Contributed to developing and testing a workshop template to help teams integrate plain language earlier in the development process.

COLLABORATION

Content designer

PROCESS

Sprint-inspired approach (Jake Knapp)

STATUS

In use internally

CHALLENGE

The challenge was not adoption. Organisations wanted to use the guide.

The problem was the format.

In workshops:

  • The PDF was copied into Miro and surrounded by sticky notes

  • Instructions had to be read aloud and interpreted

  • Facilitators became teachers rather than supporters

  • Outputs were messy and difficult to reuse

The methodology was strong, but the format shaped behaviour in unintended ways.

STATIC GUIDELINES PLACED IN MIRO WITHOUT STRUCTURE

Static material used in collaborative settings without designed interaction logic.

UNDERSTANDING REAL BEHAVIOUR

To understand the gap between methodology and practice, I observed workshops and spoke with designers and facilitators across public-sector organisations.

A clear pattern emerged:

  • Participants needed something they could work in, not just read

  • Clarity had to exist without long explanations

  • Facilitators needed structure without scripts

  • Outputs needed to be reusable beyond the session

The issue was not content quality. It was how the format influenced collaboration.

OBSERVED COLLABORATION PATTERNS

Collaboration patterns when static material shapes behaviour.

EXPLORATION

Instead of digitising the PDF directly, I reframed the challenge:

How might we turn plain language from a document into a shared way of working?

The focus shifted toward:

  • Cognitive calm

  • Clear activity intent

  • Participant-led contribution

  • Facilitation without friction

Using a sprint-inspired approach, I moved quickly from structuring and sketching to testing and refinement.

EARLY STRUCTURE EXPLORATION

Early exploration of workshop sequencing and activity structure.

KEY DESIGN DECISIONS

  1. Structure Over Instruction

Each activity answers three questions:


What are we doing
Why it matters
What the expected outcome looks like


This reduces the need for explanation and supports autonomy.

  1. Minimal Activity Text

Long explanatory paragraphs were replaced with concise prompts.

Reducing text reduced hesitation and cognitive load.

  1. Facilitator Guidance Off Stage

Support materials exist outside the main workspace.

The board belongs to participants. This shifts ownership and increases engagement.

  1. Structured Sticky Note Logic

Notes are tied to activities rather than individuals.

This keeps outputs organised, comparable, and reusable beyond the session.

EXAMPLE ACTIVITY LAYOUT

Clear activity structure guiding expected contribution.

STICKY NOTE LOGIC

Designed structure ensuring organised and reusable outputs.

  1. Visual Hierarchy for Cognitive Calm

Spacing, layout, and restrained colour use guide attention.

The template reduces noise and signals where to begin and how to proceed.

FINAL RESULTS

The result was not a digital version of a document, but a structured collaboration tool.

The template is now used internally and enables groups to:

  • Collaborate digitally without additional explanation

  • Understand purpose at a glance

  • Work consistently across roles and organisations

  • Apply plain language as an active practice

The value was not new content, but improved usability of existing methodology.

STRUCTURED WORKSHOP OUTPUT AFTER SESSION

Structured and reusable output generated through the template.

FINAL RESULTS

Final workshop template structure after multiple iterations.

IMPACT

The workshop template transformed static methodology into repeatable collaborative practice.

It contributed to:

  • Reduced facilitation friction

  • Clearer and more reusable workshop outputs

  • Stronger cross-role alignment

  • More consistent application of plain language principles

Workshops became more self-driven and less dependent on explanation.

REFLECTION

I learned that structure shapes participation quality more than facilitation style.

Strong methodology requires the right format to function in practice.

In public-sector UX, reducing ambiguity often creates more impact than adding features.

Tools should not dominate the room.
They should quietly support people in doing the work.