How can you create an agenda for a large group facilitation?

1 Identify the needs and objectives

Before you design your agenda, you need to understand the needs and objectives of the group and the facilitation. What are the main issues or topics that the group wants to address? What are the desired outcomes or results of the facilitation? How will the facilitation contribute to the group's vision, mission, or strategy? You can gather this information by conducting a needs assessment, interviewing key stakeholders, or reviewing relevant documents.

2 Choose the methods and techniques

When deciding which methods and techniques to use for large group facilitation, you should first consider the needs and objectives. There are a variety of methods and techniques, such as World Cafe, Open Space Technology, Appreciative Inquiry, and Future Search. Each has its own advantages and disadvantages depending on the context, purpose, and size of the group. Additionally, other factors to consider when choosing a method or technique are the level of participation and engagement desired, the diversity and complexity of the group and issue, the amount of time and resources available, the level of trust and collaboration within the group, as well as the degree of flexibility and adaptability needed.

3 Define the roles and responsibilities

Another important aspect of creating an agenda is defining the roles and responsibilities of the facilitator and the participants. The facilitator is responsible for guiding the process, creating a safe and productive space, and ensuring that the objectives are met. The participants are responsible for contributing their ideas, opinions, and experiences, listening to others, and respecting the rules and norms of the facilitation. You should communicate these roles and responsibilities clearly and explicitly in your agenda, as well as during the facilitation.

4 Structure the agenda

The next step is to structure your agenda according to the method or technique that you have chosen. A typical agenda for a large group facilitation consists of four main parts: opening, main activity, closing, and evaluation. The opening is where you introduce the purpose, goals, and agenda of the facilitation, as well as the roles and responsibilities of the facilitator and the participants. The main activity is where you implement the method or technique that you have selected, such as facilitating a dialogue, a brainstorming, a visioning, or a decision-making process. The closing is where you summarize the key points, outcomes, and action steps of the facilitation, as well as thank and acknowledge the participants. The evaluation is where you collect feedback from the participants on the process, the results, and the facilitation.

5 Test and refine the agenda

The final step is to test and refine your agenda before you deliver it. You can do this by asking for feedback from a colleague, a friend, or a representative of the group. You can also do a dry run or a rehearsal of the facilitation, either by yourself or with a small group of volunteers. This will help you identify any gaps, errors, or inconsistencies in your agenda, as well as any potential challenges or risks that you may face during the facilitation. You can then make any necessary adjustments or improvements to your agenda, such as adding, deleting, or modifying some activities, changing the timing or the sequence, or clarifying the instructions or the expectations.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?