5 Common Facilitation Mistakes (and How to Avoid Them Like a Pro)

Facilitating a workshop is like being a guide on a group journey. You have to keep everyone on track, make sure they’re engaged, and adapt when things don’t go as planned. Even experienced facilitators run into challenges now and then, especially when managing complex group dynamics, energy levels, or tech-reliant setups. Here are five common facilitation mistakes—and more importantly, how to dodge them.

Mistake #1: Overloading with Content

It’s tempting to cover as much ground as possible in a workshop. You want to be thorough, share all the insights, and leave participants with a wealth of knowledge. However, this can quickly lead to cognitive overload, where participants feel overwhelmed and mentally check out.

How to Avoid It

Instead of cramming everything in, prioritise the essential takeaways. Ask yourself: what do participants absolutely need to remember? Focus on those points, and give participants room to process information by pacing it out with breaks, interactive activities, or Q&A sessions. For instance, if you’re discussing project management strategies, focus on key frameworks and leave the minor details for handouts or follow-up materials. The goal is to ensure participants retain the most valuable insights without getting lost in details.

Mistake #2: Failing to Adapt to Energy Shifts

Workshop energy is rarely steady. There may be dips, particularly after lunch or during long stretches of listening. If you don’t adjust to these shifts, participants can become disengaged or even frustrated.

How to Avoid It

Keep an eye on the room’s energy. If people seem fatigued, do a quick energiser, like a stand-and-stretch break, or switch to a different activity format, like small-group discussions. If people are buzzing with excitement, lean into it by inviting more open discussion. Adapting to the room’s energy ensures that everyone stays engaged. For instance, if your workshop’s main activity has been a lecture, consider shifting to a hands-on exercise when you notice people zoning out. This adaptability helps you match the group’s energy with the right activity.

Mistake #3: Lack of Follow-Through

A workshop can feel incomplete without a clear takeaway or follow-up. This lack of closure can leave participants feeling like they’re missing something or uncertain about applying what they’ve learned.

How to Avoid It

Wrap up your session by recapping the main points and outlining any follow-up steps. This can be as simple as summarising key takeaways, sharing a list of resources, or even scheduling a brief Q&A to close. Sending a follow-up email with a recap and links to relevant resources can be especially helpful for reinforcing the workshop content. For example, if you led a session on team collaboration techniques, a follow-up with tips and a list of collaboration tools reinforces what participants learned and provides them with actionable next steps.

Mistake #4: Over-Reliance on Technology

While technology can be a fantastic facilitator’s tool, relying on it too heavily can backfire. A sudden tech failure or glitch can throw off the session and lead to awkward silences or wasted time.

How to Avoid It

Always have a low-tech backup plan in place. If you’re using a projector, consider printing handouts in case the equipment fails. If you’ve planned interactive polling, prepare some open discussion questions as a backup. And, of course, test everything beforehand. For instance, if your workshop relies on an online whiteboard, like Miro, have a backup idea for a paper-based brainstorming session if needed. This way, you won’t be left scrambling if the tech lets you down.

Mistake #5: Not Setting Expectations Early

If participants don’t know the session’s purpose or the “rules of engagement,” they may feel disoriented or disengaged. Setting expectations from the start helps create a structured environment where participants understand their roles and the session’s goals.

How to Avoid It

Begin by clearly outlining the session’s goals, structure, and any specific participation guidelines. Explain how the session will flow and what types of activities they’ll be involved in. For example, if you’re leading a brainstorming session, let participants know, “Today is about generating as many ideas as possible without worrying about perfect solutions.” This clarity helps them feel grounded and focused, making them more likely to engage fully.

In closing...

Facilitating isn’t about getting everything perfect; it’s about creating a supportive, engaging environment where participants can connect, learn, and contribute. By staying mindful of these five common pitfalls, you’ll be well-equipped to lead dynamic, effective workshops.