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You’re leading a large group facilitation workshop. How can you keep everyone engaged?

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Large group facilitation workshops can be challenging to lead and participate in. You want to create a collaborative and productive environment where everyone feels heard and valued, but you also need to manage time, energy, and expectations. How can you keep everyone engaged and motivated throughout the workshop? Here are some tips to help you design and deliver a successful large group facilitation workshop.

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William Meshy

Innovator || Global L&OD Specialist || Corporate Trainer || LMS Expert
Glen Pather

1 Know your purpose

Before you plan your workshop, you need to have a clear and specific purpose. Why are you facilitating this workshop? What are the goals and outcomes you want to achieve? How will you measure success? Having a clear purpose will help you align your workshop activities, questions, and methods with your desired results. It will also help you communicate the value and relevance of the workshop to your participants and stakeholders.

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William Meshy

Innovator || Global L&OD Specialist || Corporate Trainer || LMS Expert
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Communicate the workshop's objectives and desired outcomes clearly to participants beforehand. This helps them understand the purpose of their participation and fosters a sense of responsibility.

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2 Choose your methods

There are many methods and tools you can use to facilitate a large group workshop, depending on your purpose, context, and audience. Some examples are World Cafe, Open Space Technology, Appreciative Inquiry, and Future Search. Each method has its own strengths, limitations, and requirements, so you need to do some research and preparation before you choose one. You also need to consider the practical aspects of your workshop, such as the time, space, materials, and technology available.

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Glen Pather
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A choice needs to be made whether the workshop is online, in person or hybrid. Hybrid workshops are much more difficult to manage. Try an online only approach if the participants know each other and then use an online whiteboard (e.g. miro). Productivity exponentially improves when using methods like Rose, Bud, Thorn on an online whiteboard.

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William Meshy

Innovator || Global L&OD Specialist || Corporate Trainer || LMS Expert
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Technology can be a powerful tool for engagement. Consider using online tools for polls, surveys, collaborative documents, and real-time feedback.

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3 Set the tone

The tone of your workshop is influenced by how you introduce yourself, the workshop, and the participants. You want to create a welcoming, respectful, and inclusive atmosphere where people feel comfortable to share their ideas, opinions, and experiences. You can do this by using icebreakers, warm-ups, and ground rules to break the ice, build rapport, and establish norms. You can also use stories, humor, and examples to connect with your participants and illustrate your points.

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William Meshy

Innovator || Global L&OD Specialist || Corporate Trainer || LMS Expert
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An icebreaker helps participants relax, get to know each other, and feel comfortable participating. Don't rely solely on lectures. Use a mix of presentation styles, including storytelling, humor, multimedia, and interactive activities.

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4 Engage your participants

The key to keeping your participants engaged is to balance the amount of information, interaction, and reflection in your workshop. You want to provide enough information to inform and inspire your participants, but not too much that they get bored or overwhelmed. You want to encourage interaction and dialogue among your participants, but not too much that they lose focus or direction. You want to allow reflection and feedback to consolidate and apply learning, but not too much that they lose momentum or interest.

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William Meshy

Innovator || Global L&OD Specialist || Corporate Trainer || LMS Expert
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Don't stay stuck at the front of the room. Move around the space, engage with different participants, and make eye contact. This helps keep the energy high and ensures everyone feels involved. Guide the discussion, but also allow participants to lead the conversation. Ask open-ended questions, encourage debate, and actively listen to their contributions.

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5 Adapt to the situation

No matter how well you plan your workshop, you may encounter some unexpected situations or challenges that require you to adapt and improvise. For example, you may have more or fewer participants than expected, some participants may be more vocal or passive than others, some activities may take longer or shorter than planned, or some technical issues may arise. You need to be flexible and responsive to these situations, and use your facilitation skills to adjust your agenda, methods, or style as needed.

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6 Follow up and evaluate

Your workshop does not end when the session is over. You need to follow up and evaluate your workshop to ensure that the goals and outcomes are met, the participants are satisfied, and the learning is transferred. You can do this by sending a thank-you note, a summary of the workshop, and any action items or next steps to your participants and stakeholders. You can also ask for feedback, testimonials, or referrals to improve your workshop and showcase your results.

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William Meshy

Innovator || Global L&OD Specialist || Corporate Trainer || LMS Expert
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Handouts + follow-up assignments can help participants re-focus and remember the points discussed during the workshop. Additionally, ask participants for feedback throughout the workshop. This allows you to address any concerns, adjust your approach as needed, and ensure the workshop is meeting their expectations.

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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?

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You’re leading a large group facilitation workshop. How can you keep everyone engaged?

1

2

3

4

5

6

7

1 Know your purpose

2 Choose your methods

3 Set the tone

4 Engage your participants

5 Adapt to the situation

6 Follow up and evaluate

7 Here’s what else to consider

Large Group Facilitation

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You’re leading a large group facilitation workshop. How can you keep everyone engaged?

1

2

3

4

5

6

7

1 Know your purpose

2 Choose your methods

3 Set the tone

4 Engage your participants

5 Adapt to the situation

6 Follow up and evaluate

7 Here’s what else to consider

Large Group Facilitation

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