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How can you organize your facilitation materials for remote teams?

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Facilitating remote teams can be challenging, especially when you need to share and collaborate on various materials. Whether you are leading a workshop, a brainstorming session, or a feedback discussion, you need to organize your facilitation materials in a way that is clear, accessible, and engaging for your participants. Here are some tips on how to do that.

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1 Choose the right tools

The first step is to choose the right tools for your facilitation materials. Depending on your objectives, audience, and budget, you might need different platforms and applications to create, store, and present your materials. For example, you might use Google Docs for collaborative writing, Miro for visual mapping, Zoom for video conferencing, and Slido for polling. Make sure you select the tools that suit your needs and that are easy to use and integrate with each other.

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2 Prepare your materials in advance

The second step is to prepare your materials in advance and test them before your facilitation session. You don't want to waste time and frustrate your participants with technical glitches, broken links, or missing files. Make sure you have all the materials you need, such as slides, documents, images, videos, audio, or interactive elements, and that they are compatible with the tools you are using. Also, make sure you have backups and alternatives in case something goes wrong.

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3 Share your materials with your participants

The third step is to share your materials with your participants and give them clear instructions on how to access and use them. You can send them an email or a message with the links, passwords, or codes to join the tools you are using, as well as a brief overview of what they can expect from the session. You can also create a landing page or a folder where you can store all the materials in one place and update them as needed. Make sure you communicate with your participants before, during, and after the session and answer any questions they might have.

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Lisa L. Catino

Learning & Development Manager | Facilitator | Senior Instructional Designer | Digital Access Expert
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Know how you are presenting to your audience and be prepared to have recordings and transcripts of the session. You may have people attending virtually as well as physically and it’s important to use tools that will provide equal access to all. By preparing files in advance you provide people with the opportunity to pre-plan. When you provide recordings and transcripts you’re allowing more opportunities to engage with your session. Be sure to include a way to contact or connect with the training team for any follow up.

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4 Engage your participants with your materials

The fourth step is to engage your participants with your materials and make them feel part of the process. You can use your materials to spark discussions, elicit feedback, generate ideas, or solve problems. You can also invite your participants to contribute to your materials by adding comments, annotations, stickers, or drawings. You can also use gamification, quizzes, or polls to make your materials more fun and interactive. The more you involve your participants, the more they will learn and remember from your session.

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Lisa L. Catino

Learning & Development Manager | Facilitator | Senior Instructional Designer | Digital Access Expert
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Collaboration can have a huge effect on learner engagement and retention. By allowing participants ample time to engage with the learning you increase the level of authority the have with the content. When we want people to demonstrate knowledge and skill we want them to be able to show what they know and are able to do on their own. When they collaborate in the instruction they begin to chunk new information to other powerful memories? Applying novel understanding and individual authority. Simply put, this transfers the ownership of learning onto the learner and lends to the overall comprehension and retention of new skills and knowledge.

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5 Review and improve your materials

The fifth step is to review and improve your materials based on the outcomes and feedback from your session. You can ask your participants to rate, review, or suggest improvements for your materials. You can also analyze the data and insights from the tools you used, such as engagement metrics, participation rates, or satisfaction scores. You can use this information to identify what worked well and what didn't, and to make changes or adjustments for future sessions. You can also share your materials with other facilitators or learners who might benefit from them.

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6 Organize your materials for reuse

The sixth step is to organize your materials for reuse and keep them updated and relevant. You can create a library or a repository where you can store your materials and categorize them by topic, type, or purpose. You can also use tags, labels, or keywords to make your materials easier to find and access. You can also review your materials periodically and update them with new information, examples, or resources. By organizing your materials, you can save time and effort and create a valuable resource for yourself and others.

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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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How can you organize your facilitation materials for remote teams?

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3

4

5

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1 Choose the right tools

2 Prepare your materials in advance

3 Share your materials with your participants

4 Engage your participants with your materials

5 Review and improve your materials

6 Organize your materials for reuse

7 Here’s what else to consider

Facilitation

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How can you organize your facilitation materials for remote teams?

1

2

3

4

5

6

7

1 Choose the right tools

2 Prepare your materials in advance

3 Share your materials with your participants

4 Engage your participants with your materials

5 Review and improve your materials

6 Organize your materials for reuse

7 Here’s what else to consider

Facilitation

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