Practicalities in facilitation

PRACTICALITIES:

  • Define the objectives and content of the workshop.
  • Plan a precise time frame (start, breaks, end).
  • Reserve a suitable venue and space for the workshop.
  • Send a calendar invitation to participants.
  • Contact catering services to obtain a quote for catering.
  • Ask participants about special diets and allergies.
  • Book catering well in advance and ensure that any dietary restrictions are taken into account.
  • Send clear directions to participants (address, parking, public transport).
  • Prepare a facilitator's script for the event (The facilitator's script).
  • Send instructions and advance information to participants by email (time, place, dietary restrictions, possible preparation instructions).
  • Make sure to motivate and encourage participants to attend.
  • Make sure that participants have the necessary tools and materials (e.g. pens, flipchart, post-it notes).
  • Check that all technical equipment (e.g. projector, microphone) works.
  • Send a last-minute reminder to participants before the workshop.
DOWNLOAD AND PRINT PRACTICALITIES CHECKLIST.pdf

FACILITATION: PLANNING, IMPLEMENTATION AND REFLECTION

1. Objectives and content

  • Define the objectives: identify the aims of the workshop (e.g. brainstorming, decision-making, problem-solving).
  • Participants: know the needs and expectations of the participants and ensure that the workshop meets their expectations.
  • Plan the content: make sure you have enough time for the planned content, and ensure that the workshop remains concise and focused.
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2. Participants and roles

  • Know the participants: find out about their backgrounds and roles, and their motivation and practical possibilities to attend (use of working time, work shifts).
  • Facilitator's role: define your role as a facilitator (guiding, time limits, maintaining group energy).
  • Group dynamics: be prepared for possible challenges such as prejudices or conflicts.
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3. Timetable and structure (The facilitator's script)

  • Plan the timetable: draw up a precise time frame for the workshop (start, breaks, end). Include enough breaks and be prepared to be flexible if necessary.
  • Group work and discussions: plan how participants can participate and how the discussion will proceed within the time limits.
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4. Methods and tools

  • Choice of methods: select the facilitation methods that best support the objectives of the workshop (e.g. group discussions, brainstorming, SWOT – Library of participatory methods)
  • Activities: prepare tasks, group work and individual exercises.
  • Tools and materials: ensure that all necessary tools and materials are available (flipchart, post-it notes, digital tools).
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5. Working environment

  • Room layout: make sure the room is suitable (seating, sound system, size of room) as well as comfortable and more attractive than a normal meeting room.
  • Technology: check that the technical equipment (projector, microphone, remote participation facilities) works.
  • Catering: ensure that refreshments and catering are available, including for those with special dietary requirements.
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6. Leading and engaging participants

  • Pre-tasks: send participants any preparation instructions or pre-tasks.
  • Engagement: plan activities to ensure active participation and engagement of participants.
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7. Preparing for implementation

  • Kick-off and ground rules: start the workshop by creating a common understanding of objectives, roles and ground rules. Appreciative Space 
  • Take care of time management: respect timetables and ensure that the workshop goes according to plan.
  • Dynamic facilitation: monitor group dynamics and participate in group discussion as required.
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8. Reflection and feedback

  • Closing and reflection: end the workshop in a way that allows participants to share their experiences and give feedback.
  • Feedback: collect feedback on the workshop (questionnaires, discussion, reflections).
  • Areas for improvement: assess what could be improved next time.
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9. Follow-up and further action

  • Next steps: ensure that the results of the workshop are taken into account and followed up.
  • Documentation: document and share the conclusions and ideas of the workshop with the participants.
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10. Practical arrangements

  • Timing: make sure the timing is convenient for the facilitator and participants.
  • Calendar invitations: send out calendar invitations at the right time and make sure they contain the right information (time, place, remote links).
  • Room reservation: make sure the room is reserved and supports the working methods of the workshop.
  • Catering: liaise with catering services and ensure that special dietary requirements are taken into account.
  • Directions and parking: send out clear directions and ensure parking is available.
  • Facilitator's script: prepare a script with time limits and content.
  • Email instructions: send practical instructions and any preparation instructions to participants well in advance.
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THE FACILITATOR'S SCRIPT