How can you make large group discussions productive?

1 Define the purpose and outcomes

Before you start a large group discussion, you need to have a clear idea of what you want to achieve and how you will measure success. What is the main question or problem you want to explore? What are the specific objectives and deliverables you expect from the discussion? How will you use the results of the discussion to inform your next steps? By defining the purpose and outcomes of your discussion, you can communicate them to your participants, set the scope and boundaries, and align everyone's expectations.

2 Choose the right format and methods

Depending on the purpose and outcomes of your discussion, you may need to choose different formats and methods to facilitate it. For example, you may want to use a plenary session, a breakout session, a fishbowl, a world cafe, or a open space. Each format has its own advantages and disadvantages, and you need to consider factors such as the size, diversity, and dynamics of your group, the time and resources available, and the level of interaction and participation you want to encourage. You also need to select appropriate methods to structure your discussion, such as brainstorming, prioritizing, voting, or action planning.

3 Prepare the logistics and materials

Once you have chosen the format and methods for your discussion, you need to prepare the logistics and materials to support it. This includes finding a suitable venue, arranging the seating and equipment, preparing the agenda and instructions, and gathering the necessary supplies and tools. You also need to plan how you will record and document the discussion, such as using flipcharts, sticky notes, audio or video recording, or online platforms. Make sure you test everything before the discussion and have backup plans in case of technical issues or emergencies.

4 Engage and involve your participants

A large group discussion is only as good as the participation and engagement of your participants. You need to create a positive and respectful atmosphere, where everyone feels welcome, valued, and heard. You can do this by introducing yourself and the participants, setting some ground rules and expectations, and using icebreakers and warm-ups to break the ice and build rapport. You also need to use effective facilitation skills, such as asking open-ended and probing questions, summarizing and synthesizing key points, managing conflicts and disagreements, and acknowledging and appreciating contributions.

5 Monitor and adapt to the situation

During the discussion, you need to monitor and adapt to the situation, as it may change or evolve depending on the group dynamics, the content, and the context. You need to be flexible and responsive, and ready to adjust your plan, format, or methods if needed. You also need to check in with your participants regularly, and ask for feedback and suggestions on how to improve the discussion. You can use techniques such as pulse checks, polls, or surveys to gauge the mood, energy, and satisfaction of your participants, and intervene if you notice any signs of confusion, boredom, or frustration.

6 Close and follow up the discussion

At the end of the discussion, you need to close and follow up the discussion in a way that reinforces the purpose and outcomes, summarizes the main findings and insights, and identifies the next steps and actions. You can use methods such as debriefing, reflection, or evaluation to help your participants process and consolidate their learning and experience. You also need to thank your participants for their time and input, and share the results and documentation of the discussion with them. You may also want to follow up with them later, and provide them with additional resources or support if needed.

7 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?