Facilitating large groups can be challenging, rewarding, and impactful. However, it can also be exhausting, overwhelming, and unsustainable. How can you design and deliver facilitation processes that are effective, engaging, and scalable for large groups? In this article, you will learn some tips and techniques to facilitate large groups sustainably and at scale.
The first step to facilitate large groups sustainably and at scale is to define your purpose and scope. What is the goal of your facilitation? Who are your participants and stakeholders? How many people do you expect to attend? How much time and resources do you have? These questions will help you clarify your objectives, expectations, and boundaries. They will also guide you to choose the most suitable methods, tools, and formats for your facilitation.
I find it helpful to spend enough time with the project sponsor, planning out every detail. Knowing who the team members are before the facilitation can be a game-changer. Have a 1-to-1 with each individual to start building relationships.
I believe the first step is to know your audience very well. To know of different identities and preferred pronounce in the space. To ensure that everyone will have a chance to contribute and share through various digital tools. It's your direct responsibility to create a safe space for all participants to feel included and engaged. Think of people who learn through visuals vs auditory vs hands on and include all those elements in your design.
When it comes to facilitating large groups, you have a range of methods and tools to choose from. Breakout sessions are great for creating smaller, more focused discussions, while polls and surveys can help collect feedback and opinions. Chat and Q&A features are useful for encouraging communication amongst the group, and visual aids and templates can be used to engage the group. Popular online platforms such as Zoom, Teams, Mentimeter, Google Forms, Slido, Padlet, Miro, and Jamboard offer a variety of tools to facilitate large groups.
The intake for large groups might be the most important part of the entire process. Who will be in the room? What is the room format? How well do participants know each other? Are there dynamics you need to be aware of? What will success look like? What do your participants already know about the topic? What will they be doing before and after the workshop? How will the learnings be implemented, supported and assessed moving forward? Each one of these questions can help to curate an experience that meets people where they are and quickly transforms them to where you want them to go.
Mix it up. A group typically likes to know upfront what to expect. I usually tell them exactly what we will do and then do it as planned. It makes them feel secure and relaxed... Then I jump a surprise on them and get the creative juices flowing.
Create a disorienting event from a get go. Get people on their feet and engaging with each other. Be creative with introductions. Play a game"Would you rather...." Or ask to choose a character trait they would like to bring to the room. Divide room into two parts and ask them to choose where they want to be and why. There are so many creative ideas to create an atmosphere of fun, community and collaboration.
The third step in facilitating large groups is to prepare your facilitators and participants. To ensure success, your facilitators must be well-trained, confident, and aligned with your purpose and scope. Your participants should also be well-informed, motivated, and ready to participate. To prepare them, provide clear instructions and guidelines through emails, videos, or webinars. Additionally, build rapport and trust with icebreakers, check-ins, feedbacks, or follow-ups. Finally, offer support and resources to both facilitators and participants through help desks, FAQs, or online communities.
An additional helpful tool to prepare participants and to set the right tone is to send them personalised invitations from the project sponsor. In the mining industry, where I do most of my work, a personal invitation letter from the General Manager (with a handwritten note added) is priceless.
I cannot stress enough the importance of experienced facilitators especially in a current environment where it's so easy to offend someone with the wrong pronoun, gender expression or the words you choose. Those are the instances where things can go wrong very quickly and experienced facilitators (added bonus if they have a coaching background) can navigate those difficult moments and actually create learning opportunities from them for everyone. Done well- will contribute to creating more trust and psych safety. Done poorly will corrode trust of the group.
In addition to being prepared as a facilitator, it's helpful to have a team. Especially in a large group setting it is nearly impossible to effectively facilitate and manage technology, keep track of time, or take notes. Delegation is key.
The fourth step in facilitating large groups is to manage your time and energy efficiently and effectively. To do this, set realistic and flexible goals using SMART criteria, delegate and collaborate with facilitators and stakeholders, and take breaks to recharge yourself and your facilitators. Tools like Trello or Asana can be used to assign and track tasks, while techniques such as mindfulness, breathing, or stretching can be used to relax and restore energy. Taking care of your own well-being and resilience is essential for successful facilitation.
These tools are all very handy. However, my go-to method is to plan the session almost by the minute using a simple 'runsheet'. I place the sheet close by where I can see it and stick to the agenda. Appointing a timekeeper in the audience helps keep you on point.
Read the Room! Just today I got feedback that I didn't do one of the exercises we discussed with stakeholders. Why? Because we did something else that I made a decision was more important in the moment. Read the room and follow the energy. Don't be afraid to miss a slide or two for the sake of creating a deeper connection or bringing value. As a facilitator you must be willing to make quick decisions in the moment by asking yourself: What would serve this group the most? Be prepared but then let go of agenda and be with people!
The fifth step in the facilitation process for large groups is to evaluate and improve. You need to measure and analyze the results and outcomes, as well as identify and implement lessons learned and best practices for future facilitation. To do this, collect and analyze data using tools such as Google Analytics or SurveyMonkey. Additionally, solicit and act on feedback from facilitators, participants, and stakeholders with tools like FeedbackFruits or Kahoot. Lastly, celebrate and share success with these same people using tools such as Kudos or LinkedIn to acknowledge achievements and contributions.
The sixth and final step is to keep learning and growing as a facilitator for large groups. To update and expand your knowledge and skills, you should explore and experiment with new methods and tools. Reading and watching relevant sources, such as Facilitator's Guide to Participatory Decision-Making or TEDx Talks, can help you learn from experts and practitioners. Joining and networking with other facilitators on platforms like Facilitators Network or Meetup can exchange ideas, experiences, and opportunities. Practicing and reflecting on your facilitation with tools like Facilitator's Journal or Reflective Practice can also improve your competence and confidence.