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Here's how you can master time blocking for professional facilitation.

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Facilitating meetings, workshops, or any group activity requires a mastery of time to ensure objectives are met efficiently. Time blocking is a powerful technique that can help you take control of your schedule and enhance your facilitation skills. By segmenting your day into dedicated blocks of time for specific tasks or sessions, you can focus better, minimize distractions, and lead more productive events. Whether you're new to facilitation or looking to refine your approach, understanding and implementing time blocking can be a game-changer.

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1 Understand Time Blocking

Time blocking is the practice of planning out your day in advance by dedicating specific hours to specific tasks or activities. For facilitators, this means allocating uninterrupted segments of time for preparing materials, conducting sessions, and following up on action items. By doing so, you create a structure that not only helps you stay organized but also signals to others when you are available and when you are not. It's essential to establish clear boundaries for each block to ensure that the time dedicated to facilitating is productive and free from outside interference.

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Pinky Ghadiali

Executive Coach at Mindset by Pinky | Community Builder of Inclusive Culture - Founder Netwomen | Specialised in Conflict Resolution Coaching & Mediation | Mentor | NED | Speaker | Find out more ????
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Time blocking is a powerful technique that has transformed the way I work and my client's work, ensuring you can juggle multiple responsibilities without compromising on quality. You can ensure that youâ€™re giving the right amount of focused attention to all aspects of your facilitation work. Itâ€™s about working smarter, not harder, and making sure youâ€™re always at your best for your clients.

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2 Plan Your Blocks

To effectively utilize time blocking, start by reviewing your facilitation agenda and identifying all the critical tasks that require your attention. Then, divide your day into blocks of time, assigning each task to a specific block. Remember to include blocks for preparation, the actual facilitation, and post-session follow-up. It's also crucial to factor in short breaks to recharge and buffer time between blocks to handle any overflows or unexpected issues. This approach ensures that every aspect of facilitation is given the attention it deserves without the risk of running over into other commitments.

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Graham Thompson

Entrepreneur | Facilitator of Rapid Growth @JustFacilitate | Certified Workshopper Master in 'Accelerated Decision-Making' | Facilitator of Innovation Driving Real-World Impact | Business Consultant
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Timeboxing (or Time Blocking as it's referred to here) is very important to my growth. I have started to use Motion to assist with my day-to-day workload and it has been such an easy transition. To enable the blocking of your time I always suggest taking time to understand your 'average' day first. This gives an insight and a great baseline to streamline your daily activities. I use two pivots when deciding whether something should be a priority in my day - 1, will it benefit my goal, and 2, will it reduce my workload on related tasks. These two simple questions drive my day. Using those accompanied by Motion has had a huge positive impact.

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3 Prioritize Tasks

Prioritizing tasks within your time blocks is vital. As a facilitator, you must identify which tasks are the most critical to the success of your session. These might include creating an agenda, setting up the meeting space, or gathering feedback. Allocate your most focused time blocksâ€”typically in the morning when many people are most alertâ€”to these high-priority tasks. This ensures that the most important aspects of facilitation receive the energy and attention necessary for success.

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4 Minimize Distractions

One of the key benefits of time blocking is the ability to minimize distractions that can derail your facilitation efforts. During each block, commit to focusing solely on the task at hand. This might mean turning off notifications, letting colleagues know you are in a focused work period, or even finding a quiet space where interruptions are less likely. By creating an environment conducive to focus, you can ensure that your preparation and facilitation times are as effective as possible.

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5 Review and Adjust

It's important to regularly review your time blocking schedule and make adjustments as needed. After each facilitation session, reflect on what worked well and what didn't. Did certain tasks require more time than expected? Were there blocks where you consistently got interrupted? Use these insights to tweak your time blocks for future facilitation tasks. Continuous improvement will help you become more adept at managing your time and leading successful sessions.

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MARVELL AVERY

REMEMBER: What you permit â€“ you promote. What you allow â€“ you encourage. What you condone â€“ you own.
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It's important to regularly review your time blocking schedule and make adjustments as needed. After each facilitation session, reflect on what worked well and what didn't. Did certain tasks require more time than expected? Were there blocks where you consistently got interrupted? Use these insights to tweak your time blocks for future facilitation tasks. Continuous improvement will help you become more adept at managing your time and leading successful sessions. This is also known as the LEAN process. Arizona Management System knowledge is a wonderful resource.-M

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6 Embrace Flexibility

While time blocking is about structure, it's also important to embrace flexibility. Unexpected issues can arise during facilitationâ€”technical difficulties, extended discussions, or last-minute changes. Be prepared to adjust your blocks accordingly. Having buffer time between blocks can be a lifesaver in these situations. Remember, the ultimate goal of time blocking is to help you manage your time more effectively, not to constrain you with a rigid schedule.

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7 Hereâ€™s what else to consider

This is a space to share examples, stories, or insights that donâ€™t fit into any of the previous sections. What else would you like to add?

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Pinky Ghadiali

Executive Coach at Mindset by Pinky | Community Builder of Inclusive Culture - Founder Netwomen | Specialised in Conflict Resolution Coaching & Mediation | Mentor | NED | Speaker | Find out more ????
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Donâ€™t forget to include breaks and self-care in your schedule. As facilitators, our mental and physical well-being directly impacts our performance. Short breaks between time blocks can refresh your mind and boost productivity.

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Here's how you can master time blocking for professional facilitation.

1

2

3

4

5

6

7

1 Understand Time Blocking

2 Plan Your Blocks

3 Prioritize Tasks

4 Minimize Distractions

5 Review and Adjust

6 Embrace Flexibility

7 Hereâ€™s what else to consider

Facilitation

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Here's how you can master time blocking for professional facilitation.

1

2

3

4

5

6

7

1 Understand Time Blocking

2 Plan Your Blocks

3 Prioritize Tasks

4 Minimize Distractions

5 Review and Adjust

6 Embrace Flexibility

7 Hereâ€™s what else to consider

Facilitation

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