Facilitation for All: Resource Toolkit

—Get to the bottom of the challenge and be crystal clear on what success looks like; —Strategically position your relevant skills and expertise and pain a clear picture of what you can do for your client; —Cover all possible pitfalls with the written project agreement.

—Get as much detail you can about the target audience from your client; —Insist on sourcing insights from the audience directly as well: use short surveys or mini-interviews; —By the end, you'll be left with valuable insights into your participants: profiles, goals, expectations, challenges, pain points, specific questions, and identify any objections or misconceptions they might bring into the session.

—Always start with the end in mind: What should participants know, or be able to do by the end of the session? —Craft precise objectives, that start with action verbs; —Communicate them to the participants beforehand

No matter the format, ensure you always have: —A clear objective and clear expectation setting at the start —A set basic backbone structure to follow, and also room to adjust and adapt on the spot —A toolbox of engaging activities that match the scope (don't reinvent the wheel…) —Room for conversation and reflection —Always start small and build momentum as you go

—Break the session into sections —Use a backbone structure —Be time pessimist —Include time for breaks, debriefing, and reflection —Play with the diversity of activities and formats —Use storytelling to design a compelling narrative arc

—Ground your activities in the goals of the session, and the target audience's expectations —How you start your session matters —Balance complexity and simplicity —Pick activities with inclusivity and cultural sensitivity in mind —Be prepared to pivot on the spot and adapt —Different activities serve different purposes: play with variety to your advantage!

—Start with your session design, not with the platform functionalities —Make a list of “must-haves” and “nice-to-have” based on the design —Consider the group size and the use experience for participants —Compare different platforms before making a choice

—Align on session objectives and prepare together —Clarify expectations, roles, and responsibilities —Agree on a communication strategy during the session —Do a dry run —Don’t overstep boundaries and always shine a positive light on your co-pilot —Always debrief the session

—Send a welcome email with relevant information, or a video to introduce yourself —Provide short tutorials for the tools you’ll be using —Make any necessary pre-work part of the design —Don’t assume everyone read your onboarding email: have a Plan B

—Use the same hardware and software —If possible, invite your friends —Go over the session flow in detail —Record the session and go back to it

—How you start the session will impact the participant’s energy and involvement —Match your icebreaker to the session goal —Tailor it to the group size —Explain the purpose —Ofer alternatives to engage (for introverts, neurodivergent participants etc) —Introduce any tools you are using —Lead by example

—Work with ground rules and social contracts to establish expectations and set safety boundaries —Play with anonymity, e.g. anonymous polls where people feel safe to share disagreement —Encourage feedback throughout the session —Build rapport with the participants’ event before the session —Balance introvert and extrovert friendly activities, so that everyone feels comfortable sharing

—Pick one model of group dynamics, and understand the different stages groups go through, and what they might need for each —Conflict is a natural part of any group development. Groups cannot move into productivity flow, it they don’t pass through some sort of conflicting situations —Group dynamics heavily influence the development of trust, relationships, and group cohesion

—Craft a powerful invitation —Use inclusive conversation formats —Listen actively to take the conversation deeper —Be comfortable with silence —Share observations —First diverge, then converge —Keep track of the group’s progress

—Pick the right setting depending on the goals —Lead with clear instructions and clarify doubts — Keep each group on track and offer support —Plan enough time for harvest after the breakouts

—Use micro and macro engagement moments throughout the session —Plan enough breaks —Use different conversation formats to tap into the knowledge and skills already in the room —Infuse your sessions with movement —Bring music into your session —Use short meditations for grounding —Be an example of the energy you’d like to see in the session

—Ideally, identify any potential friction points before the session —Acknowledge—Reframe—Scope Down method —Understand the unmet need behind non-productive behaviors —Acknowledge emotions and practice empathetic listening —Set boundaries when needed

—Establish group norms and expectations —Use inclusive language —Provide closed captioning and other personalization options —Cater to different modes of participation —Incorporate multicultural perspectives

—Create and share the agenda at the start of the workshop —Use time buffers —Use visual cues for the time-boxing —Have a “Parking Lot” —Keep track of time in breakouts —When running late, shorten the theory, not the activities

—Be prepared and try to prevent them —Have a backup plan —Address them calmly and professionally —Have a co-facilitator

—Never skip reflections and debriefing, that’s where the breakthroughs happen —Craft thought-provoking questions —Connect to real-world application —Be creative, use images, objects, symbols, art

—Pick a closing that matches the goal of the session —Use polls, small group conversations, individual reflections —Summarise, invite to reflection, land on a takeaway, stage an action plan or invite feedback

—Share a recap and summary —Share additional resources —Host a follow-up session —Open an async communication channel

—Decide on the type of feedback you need to collect and what will you do with it —Decide on when you need to collect the feedback —Pick the right format —When possible, keep it anonymous

—Self-reflection after each session —Ask participants for feedback —Get feedback from your co-facilitator —Play an active role in a community of practice —Distill everything into concrete actions

If you are looking for a shortcut, we’re compiled the most important takeaways in this overview. Enjoy! 😁