What do you do if large group facilitation is not meeting efficiency goals?

1 Assess Goals

If your large group facilitation isn't as efficient as you'd like, take a step back and reassess your goals. Ensure that they are SMART: Specific, Measurable, Achievable, Relevant, and Time-bound. Sometimes, inefficiency arises because objectives are too vague or ambitious. By refining your goals, you can provide a clearer direction for the group, which can help streamline discussions and activities. This recalibration can be the catalyst for a more focused and productive session.

2 Engage Everyone

In large group settings, it's easy for some participants to disengage. To combat this, employ techniques to ensure everyone's voice is heard. You might use breakout sessions or polling to gather input from quieter members. Encourage active participation by posing direct questions or by using interactive tools that require input from all attendees. When everyone contributes, not only do you benefit from a diversity of thoughts, but you also maintain a higher level of group energy and focus.

3 Adjust Dynamics

Group dynamics can greatly impact the efficiency of your facilitation. If you notice certain individuals dominating the conversation or others withdrawing, it's time to intervene. You can change seating arrangements, introduce new discussion rules, or appoint different people to lead certain parts of the session. Adjusting the dynamics can break up cliques and encourage a more balanced participation, fostering a more inclusive and efficient environment.

4 Refine Process

Sometimes the process itself is the culprit for inefficiency. Examine your agenda and methodologies—are they suited to the size and nature of the group? Streamlining the agenda or incorporating more effective facilitation methods, such as design thinking or agile techniques, can help keep the group on track. Also, consider if there are any redundant activities that can be eliminated or combined to save time without compromising the session's objectives.

5 Utilize Technology

Leveraging technology can be a game-changer in large group facilitation. Tools like collaborative software or real-time feedback systems can enhance engagement and streamline processes. Ensure that any technology you use is user-friendly and that you have provided adequate instructions for its use. When used effectively, technology can help manage time more efficiently and keep the group's energy focused on the task at hand.

6 Follow Up

Efficiency doesn't end when the meeting does. Follow-up is key to ensuring that the time spent in facilitation translates into action. Summarize key points and distribute them promptly after the session, along with any agreed-upon action items and deadlines. This helps maintain momentum and accountability. Additionally, solicit feedback on the facilitation process itself to identify areas for improvement in future sessions.