Download these instructions and information booklet as a PDF (7.3MB)

Planning and preparation will help you to get the most out of workshops and should be carried out at least 10 days ahead of a workshop to minimise potential issues.

Check your cards
The toolkit contains a card which lists the quantities of cards. Check they are complete before commencing a workshop. To request a replacement for a missing card please email at least 10 days in advance of the workshop.

Online resources
The options workshop cards link to web pages containing more information. These are accessed via the web addresses or the QR codes shown on each card. Access to these is granted under your account. Check that you can log in to your account here or by accessing one of the resource pages listed here.

Virtual workshops
Any participants joining a workshop via video call will need their own toolkits which can be ordered from at least 10 days in advance of a workshop.

Card updates
From time to time cards will be updated or added. Information about forthcoming updates will be sent to the email address registered under the Wayshaper account and cards will be posted to the registered address.

Property information
Gather the following information before conducting a workshop:
• EPC certificate or link to an online certificate for all buildings involved in the retrofit
• Listed building or conservation area status, if applicable
• Record of known issues with building fabric, heating, or hot water

During later stages of the retrofit process you’ll need to gather further information. This is not essential for the Wayshaper workshops, but there should be consideration for gathering the following documents to assist you later in the process:
• Building conditions survey
• Details of any existing retrofit measures
• Floor plans and other drawings
• Survey details showing building structure, e.g. materials used in walls, roofing etc

Objectivity and equity
It’s helpful to agree an objective metric by which different homes can be compared, so that retrofit works can be prioritised for those most in need, and where the greatest positive impact can be made. The energy performance certificate (EPC) for each home is one way of comparing energy efficiency and related fuel consumption and cost.

However, it’s important to take into account the individual circumstances of residents whose experience may differ from that of other residents. For example residents with lower mobility, or who experience greater sensitivity or particular impacts on their health as a result of conditions such as overheating or being cold.

Conversations workshop instructions

The aim is to explore the needs and preferences of the residents, framed across four areas: comfort and well-being, cost of energy, carbon emissions, and the construction and maintenance of homes.

1. Property information

Have the property information detailed in the workshop preparation notes to hand.

2. Agree terms

State the process which is to be used for holding the conversation in a fair way so that all voices are heard, and state the process for decision-making.

3. Vision and values

State the vision and values shared between the residents, so that decision-making reflects the shared intentions.

4. Discuss

Discuss the topics on each of the Conversations workshop cards. These can be tackled in any order. Record the needs and preferences of residents, some of which may be common amongst residents, whereas others may be specific to a particular resident or their home. These findings will be used to help prioritise the retrofit works to be tackled in the options workshop.

Larger groups: the conversations questionnaire

Larger groups of residents may make a face to face workshop impractical. A questionnaire can be used instead to gather input on the conversation topics.

Access the online questionnaire which residents can complete on a computer or a mobile phone
Downloadable a PDF questionnaire which can printed here.

Options workshop instructions

This workshop can be carried out with all residents involved when there is a smaller group, or else just those who are directly involved in the planning and execution of the retrofit, representing the needs and preferences gathered in the conversations workshop or questionnaire.

1. Property information

Have the property information detailed in the workshop preparation notes to hand.

2. Options cards

Work through each set of options cards considering those which align with the residents’ agreed needs and preferences expressed in the conversations workshop. Some retrofit works when carried out simultaneously can reduce the overall cost. Work through all of the cards to understand how different retrofit measures impact on each other and the order in which they should be carried out.

3. Use the web resources linked to cards

Some options may be immediately discarded due to the nature of the buildings or particular needs and preferences of the residents. This first pass of the options cards will help to focus areas of attention which can be further researched via the linked web resources.

4. Access specialist advice or tradespeople

Having focused and prioritised the retrofit measures, residents should now be in a position to seek specialist advice where needed plus tradespeople for any works which need to be contracted.

How to read the options cards

The options cards provide concise overviews of each of the potential retrofit measures you may consider. They’re not intended to be exhaustive in their descriptions, but to broadly outline the main benefits and considerations, with more detailed information available on the Wayshaper website.

Example card showing information about Air source heat pump technology
Traffic light system

Options cards include a system to highlight key considerations.

Carbon cost-effectiveness

This is a way of measuring the relationship between the fuel cost savings and the emissions reduction in tonnes of CO2 (tCO2), calculated based on the lifespan of each individual measure, using the following formula:

Relative cost

These are broad indicators and should be used as a comparative metric rather than for planning budgets.


Many works can be carried out in separate stages whilst the home is being lived in, reducing disruption. However, combining works can reduce overall cost.