How do you manage your resources as a large group facilitator?

1 Define your objectives and outcomes

Before you start planning your large group facilitation, you need to have a clear idea of what you want to achieve and how you will measure your success. What are the specific goals and expectations of your facilitation? What are the desired outcomes and outputs of the group? How will you evaluate the process and the results? By defining your objectives and outcomes, you can align your resources with your purpose and scope, and avoid wasting time and energy on irrelevant or redundant activities.

2 Choose your methods and techniques

Once you have your objectives and outcomes in mind, you can select the most appropriate methods and techniques for your large group facilitation. There are many different ways to facilitate large groups, depending on the size, diversity, dynamics, and needs of the group, and the topic, context, and duration of the facilitation. Some examples of methods and techniques are: World Café, Open Space Technology, Appreciative Inquiry, Future Search, Fishbowl, and Dialogue. You can also mix and match different methods and techniques to create your own customized approach. The key is to choose the methods and techniques that best suit your objectives and outcomes, and that can engage and empower your group.

3 Prepare your logistics and materials

After you have decided on your methods and techniques, you need to prepare your logistics and materials for your large group facilitation. This includes securing a suitable venue, arranging the seating and layout, organizing the equipment and technology, preparing the agenda and instructions, gathering the materials and supplies, and confirming the roles and responsibilities of your co-facilitators, helpers, and participants. You also need to anticipate any potential challenges or risks, such as technical glitches, disruptions, conflicts, or emergencies, and have contingency plans in place. By preparing your logistics and materials in advance, you can ensure a smooth and efficient facilitation.

4 Manage your time and pace

During your large group facilitation, you need to manage your time and pace effectively. You need to balance the amount of time you spend on each activity, phase, or topic, and the amount of time you give to the group for discussion, reflection, feedback, or action. You also need to adjust your pace according to the energy, mood, and interest of the group, and the complexity, difficulty, and relevance of the content. You can use timers, clocks, alarms, or signals to keep track of your time and pace, and to remind the group of the deadlines and transitions. You can also use breaks, icebreakers, energizers, or music to refresh and revitalize the group.

5 Use your space and technology

Another way to manage your resources as a large group facilitator is to use your space and technology creatively and strategically. You can use your space to create different zones, stations, or areas for different purposes, such as brainstorming, voting, presenting, or networking. You can also use your space to facilitate movement, interaction, diversity, or collaboration among the group members. You can use your technology to enhance your communication, documentation, visualization, or participation. You can also use your technology to connect with other groups, experts, or stakeholders, or to access other sources of information, inspiration, or innovation.

6 Leverage your people and networks

Finally, you can manage your resources as a large group facilitator by leveraging your people and networks. You can use your people to support your facilitation, such as co-facilitators, helpers, speakers, or mentors. You can also use your people to enrich your facilitation, such as participants, guests, or observers. You can use your networks to extend your facilitation, such as sponsors, partners, or media. You can also use your networks to sustain your facilitation, such as communities, groups, or platforms. By leveraging your people and networks, you can multiply your impact and value as a large group facilitator.

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?