How do you facilitate large-scale facilitation sessions?

1 Define the purpose and scope

Before you start any facilitation session, you need to have a clear and specific purpose and scope. Why are you facilitating this session? What are the expected outcomes and deliverables? Who are the stakeholders and participants? How much time and resources do you have? These questions will help you to set the direction, scope, and boundaries of your session. You should also communicate the purpose and scope to your participants in advance, so they know what to expect and how to prepare.

2 Choose the appropriate methods and tools

Depending on the purpose and scope of your session, you will need to select the most suitable methods and tools to facilitate the process. There are many different types of facilitation methods and tools, such as brainstorming, world cafe, open space, fishbowl, dot voting, and more. You should choose the ones that match your objectives, audience, and context. You should also consider the practical aspects, such as the size of the group, the venue, the technology, and the materials. You may need to adapt or combine different methods and tools to fit your situation.

3 Design the agenda and the flow

Once you have chosen the methods and tools, you need to design the agenda and the flow of your session. The agenda is the outline of the activities and timings of your session. The flow is the sequence and logic of how you will move from one activity to another. You should design the agenda and the flow with the purpose and scope in mind, as well as the needs and expectations of your participants. You should also balance the content, process, and dynamics of your session, ensuring that there is enough variety, interaction, and energy.

4 Prepare the facilitation team and the materials

Facilitating a large-scale session can be a complex and demanding task, so you may need to work with a facilitation team to share the responsibilities and roles. You should prepare your facilitation team by clarifying the roles, expectations, and tasks of each member. You should also brief them on the purpose, scope, methods, tools, agenda, and flow of your session. You should also prepare the materials that you will need for your session, such as flipcharts, markers, sticky notes, cards, handouts, and more. You should check that you have enough materials for your group size and that they are ready and accessible.

5 Execute the session and monitor the progress

On the day of your session, you should execute your session according to your plan, but also be flexible and responsive to the emerging situations and feedback. You should start your session by welcoming your participants, setting the ground rules, explaining the purpose and scope, and introducing the agenda and the flow. You should then facilitate each activity according to your methods and tools, guiding your participants through the process, asking questions, clarifying issues, and summarizing points. You should also monitor the progress of your session, checking the time, the energy, the participation, and the outcomes. You should make adjustments as needed to keep your session on track and effective.

6 Close the session and follow up

At the end of your session, you should close your session by thanking your participants, reviewing the outcomes and deliverables, and agreeing on the next steps and actions. You should also collect feedback from your participants, either verbally or in writing, to evaluate the success and satisfaction of your session. You should then follow up with your participants, sending them a summary of the session, the outcomes and deliverables, the feedback, and the next steps and actions. You should also celebrate and acknowledge the achievements and contributions of your participants and your facilitation team.

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?