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What are the most common facilitation challenges and how can you overcome them?

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Facilitation is the art of guiding a group of people through a process of learning, decision making, or problem solving. As a team manager, you may often find yourself in the role of a facilitator, whether it's for a meeting, a workshop, or a project. However, facilitation is not always easy, and you may encounter some common challenges along the way. In this article, we will explore some of these challenges and share some tips on how to overcome them.

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Durgesh Kekare

Data Analyst || Expert in Advanced Analytics and Digital Marketing || Adept Project Manager and Team Leader ||…

1 Lack of engagement

One of the most common facilitation challenges is when your participants are not engaged, interested, or motivated to participate in the process. This can lead to boredom, distraction, or resistance, which can undermine the effectiveness and outcomes of your facilitation. To overcome this challenge, you need to design your facilitation process with your audience in mind. Think about their needs, expectations, goals, and preferences, and tailor your content, activities, and methods accordingly. Use a variety of techniques to capture their attention, such as storytelling, visuals, polls, games, or breakout sessions. Also, encourage interaction and feedback, and create a safe and supportive environment where everyone can express their opinions and ideas.

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Durgesh Kekare

Data Analyst || Expert in Advanced Analytics and Digital Marketing || Adept Project Manager and Team Leader || Passionate Blogger and Industry Thought Leader
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Common facilitation challenges include managing difficult participants, maintaining engagement, and staying on track. To overcome these, establish ground rules for respectful communication and manage disruptive behavior diplomatically. Keep participants engaged through interactive activities, discussions, and visual aids. Maintain focus by creating and following a well-structured agenda and time management. Flexibility and adaptability are key; be ready to adjust as needed to ensure a successful facilitation experience.

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SANTOSH KUMAR PRADHAN

Former CGM, State Bank of India, General Manager, SBI, Corporate Accounts Group, New Delhi.
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Faciliatation and inherent challenges are mutually inclusive. Mitigating challenges and transforming challenges to opportunities are the key. In my case while embarking on a new project a host of obstacles were encountered most common among them are taking everyone in team along by encouraging them to share their perspectives to achieve the project goal. Another perspective to facilitation is that facilitators may not always help create supportive environment unless the project is designed suitably to have its intrinsic enabler to mobilise each resource participant to common goal. Participants by virtue of project design are encouraged to suggest new ideas and concepts with organisations having strong communication and feedback culture.

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2 Dominant or disruptive participants

Another common facilitation challenge is when you have one or more participants who dominate the conversation, interrupt others, or derail the process with irrelevant or inappropriate comments. This can create tension, frustration, or conflict among the group, and prevent others from contributing or learning. To overcome this challenge, you need to establish some ground rules and expectations for your facilitation process. Explain the purpose, objectives, and agenda of your facilitation, and clarify the roles and responsibilities of everyone involved. Set some norms for communication and behavior, such as respecting each other, listening actively, and staying on topic. Also, use some facilitation techniques to manage the dominant or disruptive participants, such as redirecting them, acknowledging them, or asking them to help you.

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3 Divergent or conflicting views

Another common facilitation challenge is when you have participants who have different or opposing views, perspectives, or opinions on the topic or issue at hand. This can create disagreement, debate, or deadlock, which can hinder the progress and outcomes of your facilitation. To overcome this challenge, you need to foster a culture of curiosity and collaboration among your participants. Emphasize the value and benefits of diversity and inclusion, and encourage them to explore and appreciate each other's views and experiences. Use some facilitation techniques to handle the divergent or conflicting views, such as reframing them, summarizing them, or finding common ground. Also, use some decision making methods to help your participants reach a consensus or compromise, such as voting, ranking, or dotmocracy.

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SANTOSH KUMAR PRADHAN

Former CGM, State Bank of India, General Manager, SBI, Corporate Accounts Group, New Delhi.
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Divergent and conflicting views are quite common in any organisation and only way to overcome it to have a robust conflict management culture in place. Divergent views often make decision making more democratic, inclusive and result oriented. Each participant should have clearly outlined role in the process of decision making so as to mitigate associated risks that may arise from likely deadlock or frictions.

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4 Technical or logistical issues

Another common facilitation challenge is when you encounter some technical or logistical issues that affect your facilitation process. This can include things like poor internet connection, faulty equipment, power outage, or unexpected changes in the schedule, venue, or participants. These issues can cause delays, disruptions, or confusion, which can affect the quality and outcomes of your facilitation. To overcome this challenge, you need to plan and prepare for your facilitation process as much as possible. Test your technology, equipment, and materials beforehand, and have some backup or alternative options ready. Also, communicate clearly and promptly with your participants and stakeholders, and inform them of any changes or issues that may arise. Be flexible and adaptable, and adjust your facilitation process as needed.

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SANTOSH KUMAR PRADHAN

Former CGM, State Bank of India, General Manager, SBI, Corporate Accounts Group, New Delhi.
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Proper backup arrangements with business continuity plan help overcome logistic bottlenecks. In my case all these logistic issues were duly factored in while embarking on a project by having a BCP and DRP ready to mitigate the associated risks.

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5 Evaluation and follow-up

Another common facilitation challenge is when you need to evaluate and follow-up on your facilitation process. This can include things like collecting feedback, measuring impact, documenting outcomes, or implementing actions. These tasks can be time-consuming, complex, or overlooked, which can affect the sustainability and improvement of your facilitation. To overcome this challenge, you need to integrate evaluation and follow-up into your facilitation process from the start. Define your evaluation criteria, methods, and tools, and collect data and feedback throughout your facilitation process. Analyze and report your findings, and share them with your participants and stakeholders. Also, identify and assign action items, and monitor and support their implementation.

Facilitation is a valuable skill for team managers, but it also comes with some challenges. By applying some of the tips and techniques we discussed in this article, you can overcome these challenges and enhance your facilitation effectiveness and outcomes.

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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?

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What are the most common facilitation challenges and how can you overcome them?

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2

3

4

5

6

1 Lack of engagement

2 Dominant or disruptive participants

3 Divergent or conflicting views

4 Technical or logistical issues

5 Evaluation and follow-up

6 Here’s what else to consider

Team Management

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What are the most common facilitation challenges and how can you overcome them?

1

2

3

4

5

6

1 Lack of engagement

2 Dominant or disruptive participants

3 Divergent or conflicting views

4 Technical or logistical issues

5 Evaluation and follow-up

6 Here’s what else to consider

Team Management

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