Facilitation process guidelines: Creating space for dialogue

Space plays a crucial role in facilitating dialogue, influencing how people interact, build trust and collaborate effectively. It encompasses physical, psychological and temporal dimensions, each shaping participation and engagement. Physical space impacts interaction—arranging seating in a circle fosters open communication, while hierarchical setups may hinder participation. Thoughtful organisation and creative elements enhance engagement. Psychological space ensures a safe, supportive atmosphere, encouraging open sharing and respectful communication. Establishing shared agreements fosters inclusivity. Temporal space affects energy and depth of discussion—balancing reflection, breaks and interaction prevents fatigue and enhances meaningful dialogue. Effective facilitation integrates these aspects to create a dynamic and engaging environment where participants feel empowered to contribute to discussions and decision-making.

The role of space is essential to building dialogue, as space allows for both the pacing and depth of the conversation. Space refers to both physical and psychological aspects of communication and relationship dynamics. Space in dialogue is about how pauses, silences and shifts in timing affect how people interact and how trust is built, and dialogue is constructed between people. Space therefore plays a critical role in facilitation because it directly affects how people participate, communicate and collaborate.

Here are guidelines on how to organise space for facilitation:

Physical space: The organisation of the space in the room can encourage or discourage participation. For example, seating in a circle promotes equality and open communication, while traditional classroom-style rows may create a more hierarchical dynamic. In smaller, more intimate spaces, participants may feel more comfortable sharing knowledge, whereas larger, formal auditorium-style spaces can make people feel distant or less engaged.

Practical tips:

• Please plan how you will use the space. For example, one part of the room may be an open space, another part a place for group work and a third part for individual work.
• If you will use your own organisation's meeting room, please think about how you can bring something surprising and creative into it. For example, the lightning can be different than usual, and you can bring images, symbols and artefacts that resonate with the theme, topic or purpose of the session.

Psychological space: It is important to create a safe, supportive and appreciative environment where participants feel heard, respected and valued. This requires both verbal and non-verbal cues from the facilitator. A supportive psychological space encourages open sharing, being oneself and creativity.

Practical tips:

Temporal space: The rhythm of time and work in a session can shape people's energy levels and the depth of discussion. Balancing time for reflection, breaks and interaction allows for meaningful engagement without fatigue and strengthens the dynamics of working.

Practical tips:

• Please agree with participants when to use mobile phones or computers and when to focus on live interaction.
• Give people time and space to process their thoughts, feelings and ideas.
• Please regularly affirm participants' ideas, views and contributions.
• Please organise brainstorming and reflection so that people have time to think about the topic alone, in pairs and in small groups.
• Please arrange for breaks and refreshments such as coffee, tea, etc.

Pässilä, A. 2025.