You're facilitating a session with limited time. How can you ensure you prioritize objectives effectively?

If time is limited, ask yourself (or the client) what the one non-negotiable outcome is. Or if we leave with one thing only, what would that be? Then, work backwards from there. We typically have an 'optimism' bias on how much we can get done. But forcing to one core outcome helps to focus our efforts

To prioritize objectives effectively in a session with limited time, start by clearly defining the key goals and outcomes. Focus on the most critical topics that align with these objectives. Use an agenda to allocate specific time slots for each topic, ensuring that essential points are covered first. Employ time management techniques such as setting timers and sticking to the schedule. Be prepared to adapt by having a flexible plan for less crucial content that can be shortened or deferred if needed. Engage participants quickly and keep discussions focused to maximize the efficiency of the session.

Always ensure that you do not have too many goals/ agendas for a limited time. Max 3 objectives should be set aside. Also, clearly define the session goals and determine the essential outcomes that need to be achieved within the limited time frame. Share these goals with participants in advance to ensure that everyone's efforts are aligned towards the critical objectives

As a LEGO SERIOUS PLAY? facilitator, I have to say that conducting a 3D interview using LEGO materials is perhaps the single best tool I've found to visualize problems and clarify expectations and priorities.

To prioritize objectives effectively in a limited-time session, start by clearly defining the session's primary goals. Make sure you have a structured agenda that outlines key topics and allocates time for each, focusing on the most critical objectives first to ensure they are addressed if time runs out. Facilitate discussions efficiently by keeping conversations on track and gently steering them back if they stray. Encourage concise contributions from participants and limit time spent on less important issues. Make sure to stay within the allotted time for each segment of the agenda. Conclude with a quick recap of key points and next steps. Effective prioritization and time management ensure a productive and focused session.

Design modular agendas! When I co-craft agendas, I aim to create an arc that flows but also allows for some in the moment flexibility. Modular agendas can have multiple meaningful ending points and also may have a longer and shorter version of each key activity, conversation, or interaction. As a facilitation team, we can then make game time adjustments based on the needs of the room. In a team run through, I like to run through likely scenarios so that my collaborators have a shared sense of the options/tradeoffs we have and when we might make gametime adjustments. This helps folks prepare to go with the flow, while feeling like we’re tackling what needs to be done together.

It's also important to pay attention to the discussion. If the discussion is taking longer than you envisaged when planning the section, then it may be that you do need to spend more time before moving on. Any plan is great and useful as a foundation to start from. Then you need to adapt on the day

Every goal is time bound and so the discussion. Therefore start the session on time and maintain awareness of the clock throughout the meeting. Tactfully guide discussions back on track if they veer off-course, and be prepared to adjust the agenda on the fly to ensure focus on the most critical objectives.

The importance of clear communication and active listening has to top notch. Ensure clear and concise communication throughout the session, emphasizing key points and instructions to maximize understanding in a limited timeframe. Use active listening techniques to grasp participant perspectives quickly and provide relevant responses.

I like to utilise three places to capture ideas & suggestions that ensure participants feel heard but we don’t derail a tight agenda or lose limited time to reach our key objectives: 1- I have a parking lot for items we agree are important but are out of scope for that workshop in particular, we agree to put items in the parking lot, to pause talking about them right away because we know we’ll revisit them at a later date. 2- risks are captured alongside a suggestion to either mitigate the risk, transfer it or accept accept it (& like the parking lot, dig into them later). 3- I capture assumptions (e.g., the sky is up) to avoid guesstimations derailing a discussion & tag any assumption as “going on the information we have today”

Less is more... And more of less is more :) If you have limited time, have an honest conversation with yourself (and the client if necessary) on what's possible in that time.