How do you facilitate a large group session with unclear objectives?

1 Clarify the purpose

Before you start the session, you need to clarify the purpose and scope of the session with the sponsor or the initiator of the session. What are the expected outcomes and deliverables? Who are the stakeholders and decision-makers? What are the assumptions and constraints? How will the results be used and communicated? Having a clear purpose will help you design the session, set the agenda, and manage the expectations of the participants.

2 Establish the ground rules

At the beginning of the session, you need to establish the ground rules and norms for the session. These are the guidelines and expectations that will shape the behavior and interaction of the participants. For example, you may ask the participants to respect each other's opinions, listen actively, avoid interruptions, stay on topic, and use constructive feedback. You may also explain the roles and responsibilities of the facilitator, the participants, and any other support staff. Establishing the ground rules will help you create a safe and respectful environment for the session.

3 Use appropriate methods

Depending on the purpose and scope of the session, you may need to use different methods and tools to facilitate the session. For example, you may use brainstorming, voting, ranking, grouping, or prioritizing methods to generate ideas, opinions, or preferences. You may use discussion, debate, dialogue, or consensus methods to explore issues, perspectives, or solutions. You may use visual, verbal, or written methods to present, document, or summarize the results. You may also use online, hybrid, or face-to-face methods to adapt to the context and needs of the session. Using appropriate methods will help you engage the participants, structure the session, and achieve the objectives.

4 Manage the dynamics

During the session, you need to manage the dynamics and energy of the group. This means that you need to monitor and adjust the pace, tone, and mood of the session. You may need to use icebreakers, energizers, or breaks to warm up, stimulate, or relax the group. You may need to use questions, probes, or prompts to elicit, clarify, or deepen the responses. You may need to use paraphrasing, summarizing, or synthesizing to reflect, confirm, or integrate the inputs. You may also need to use interventions, conflict resolution, or mediation techniques to address any issues, challenges, or disagreements that may arise. Managing the dynamics will help you maintain the flow, quality, and harmony of the session.

5 Evaluate the session

At the end of the session, you need to evaluate the session and collect feedback from the participants. This will help you measure the effectiveness and impact of the session, as well as identify any areas for improvement or follow-up. You may use surveys, questionnaires, or interviews to gather quantitative or qualitative data. You may use ratings, scales, or indicators to assess the satisfaction, learning, or outcomes of the session. You may also use comments, suggestions, or testimonials to capture the opinions, insights, or experiences of the participants. Evaluating the session will help you close the loop, celebrate the achievements, and plan the next steps.

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?