How can you prepare for cross-functional team facilitation?

In addition to defining the "purpose", articulate the "non-purpose." This provides guiderails to avoid going into details or topics that will be addressed in other meetings or are totally out of scope.

The best method to prepare for cross-functional facilitation is to: 1) Understand the strategic goal and metrics across the organization, 2) Have your client approve/edit a general "outcomes" alignment document for each department represented, 3) Highlight the commonalities/differences across the organization aligned to the strategic goal, 4) Create an engaging experience that allows the teams to: a) Understand multiple perspectives and requirements, b) Gain clarity on how the "whole" creates a common win and how any 1 link lessens the impact of the win, c) Establish dialogue protocols to interact, engage and give feedback of impact to each other. This process allows an organization to see itself and operate as a whole, instead of silos.

Sending out the meeting agenda and schedule for future meetings is excellent for keeping cross-functional teams informed and prepared ahead of time. Adding assigned roles, deliverables, expectations and tasks associated with the project or meetings can be included as a separate document, where more details can be laid out without over communicating in one email. This will help people who are more neuro-diverse and need information in chunks or compartments.

Absolutely agree. Know your audience and their needs and expectations. It’s critical. Sometimes people don’t know what they don’t know so ask questions. Dig deeper have a variety of ideas ready, as well as be open to new ideas. I can facilitate the same subject, but deliver it very differently based on the demographic of the audience. Also, take in feedback and use it for future engagement. Take the good as well as the feedback intended to make the engagement better!

Well, the art of facilitating cross-functional teams is akin to orchestrating a symphony of diverse instruments. The key lies not just in gathering these instruments but in ensuring each plays its part harmoniously. This begins with recognizing and actively engaging each participant. As a corporate coach, I’ve always held the belief that the most impactful meetings and sessions are those where every attendee feels valued and heard.

Think about how you can represent a variety of perspectives. If there are potential "opponents" and "proponents" to what you are doing, how might you include their voices?

You can always prepare for large group facilitation, as many variables must be considered. When you understand the objectives and desired outcomes, the structure of the session, and the steps, activities, and tools you'll use, it gives you the freedom to be present during the session and make thoughtful adjustments based on the energies and dynamics at play.

Meeting design is so often neglected and under-valued. I will often spend 5 - 10 times the length of a meeting in designing it. (Yes, 10 hours of prep for a one-hour meeting). That is not wasted time. Thinking through the specific engagement structures (e.g., @Liberating Structures), the timing, the potential conversations, questions and outcomes in advance is as much the facilitator's responsibility as guiding the real-time session.

In the world of corporate coaching, the phrase “failing to prepare is preparing to fail” couldn’t be more apt. Facilitation is as much about the content as it is about delivery. Having the right materials and resources is pivotal. Just as a chef gathers all ingredients before starting a dish, a facilitator should have all essential documents, slides, and interactive tools ready ??

A key part of this process is testing. When you share your screen is it legible? If you are using a shared document or platform for people to write on, have you set the permissions accordingly? Doing a run-through with another facilitator ahead of time will help you spot and correct any glitches in advance. That said, be prepared for something to go wrong. If technology fails, what's your back-up? If a glitch occurs during the session, handle it with good humor and grace!

I think preparing for potential challenges is helpful as long as it's balanced with the understanding that unanticipated issues will arise and will rely on you to use your intuition and best judgment.

None of us want to "expect the worst." I like to frame this as "expect the best, but prepare for the worst." Ask the "insiders" about what could derail the conversation, or any personality conflicts or tensions they know of. Then, envision that happening and prepare how you will navigate it.