Practicalities in facilitation
Facilitation is a skill that involves guiding and supporting a group to achieve their objectives in a workshop setting. There are many essential practicalities related to facilitation. It starts with defining clear objectives and planning a precise timetable, including start times, breaks and end times. Reserving a suitable venue and sending calendar invitations to participants are essential steps. Catering services should be contacted well in advance, considering participants' dietary restrictions. Clear directions, including information on parking and public transport, should be sent to participants. The facilitator's crucial role involves preparing a script, ensuring that methods and tools for facilitation are chosen to support the workshop's objectives and the room layout is suitable and comfortable, inter alia. Engaging participants through pre-tasks and activities is important for their active participation. Reflection and feedback are key components of the facilitation process. The workshop should end with participants sharing their experiences and providing feedback. The results of the workshop should be documented and followed up to ensure that the conclusions and ideas are taken into account. In summary, effective facilitation involves careful planning, clear communication and active engagement of participants to achieve the workshop's objectives.
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.
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.
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.
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.
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).
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.
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.
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.
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.
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.
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.