unleash the power of facilitation

Leading workshops requires more than planning- endurance, active listening, and engaging conversation. Fear not; this kit has you covered. 

Earlier, we talked about the role of a facilitator. In that previous description, we were focused on planning. Now that we’ve shifted to Facilitation, there are a few techniques, tools, and guidance for you to make the workshop truly unforgettable. 

At the end of the workshop, participants rarely mention the bumps along the way. They remember how they felt, their fun, and the knowledge they gained about the problem and the solution.

During the workshop, as a facilitator, you guide participants through the process and create a space to achieve the workshop goals. In the tech industry, our focus is often on solving specific problems that are often highly technical. It’s your job to ensure every participant is set up for success, guided through the process, and brought into the end solution(s). 

Below is guidance for days Before, day of, during, and after your workshop to show up as the best facilitator possible. 

before the workshop:

  1. Get a good night's sleep before the big day to ensure you're refreshed and focused. You'll face unique daily challenges, so solve them gracefully and efficiently. Don't forget to catch those Zzzs.

  2. Double-check your scheduled room to avoid any unexpected issues. I've seen too many things fall through the cracks.

  3. Consider any nasty weather that could affect timing and commuting. I've had problems with participants being late because of it.

  4. Always have a backup plan, just in case of a delay. Life happens. Have an idea of which activity you could drop from the workshop to make sure you achieve the end goal. I recommend removing energizers, not breaks.

  5. Take some time to prepare and center yourself mentally before the workshop.

day of the workshop:

  1. Taking care of yourself is crucial while facilitating, so let's wear comfortable clothing and shoes for activities.

  2. Arriving early allows you to set up the room, relax, and familiarize yourself with the space. Take the time to place each activity in the most suitable spot, preparing the room as much as possible.

  3. Create a friendly atmosphere by offering refreshments, fidget toys, craft supplies, Play-Doh, and other relaxed ways for everyone to stay engaged - even doodling while others talk. Ideally, the space should promote creativity, breaking boundaries, and feeling psychologically safe.

  4. Focus on your intentions and expectations for the workshop. I like to take a moment before a mirror to remind myself that I deserve to take up space. This helps me remember that I'm only human and a badass. It's what I need to prepare myself for my role in the workshop's ultimate success.

balancing power:

It’s likely that not all the participants are at the same pay-scale, influential reach, or institutional power. You will need to know how to level-set the playing field; I recommend using energizers, rules of engagement, and breaks when necessary.

championing:

Sometimes, participants need a pick-me. Your job is to make sure the participant can gain their focus for the day. This could mean pulling them aside to ask what might be happening, or it might be pretty obvious how to support them best.

getting their attention:

When the group starts to get rowdy, and their attention is elsewhere, I use two approaches here. First, a timer with a buzzer for all activities; and Second, I’ll say, “If you can hear me, clap once. If you can hear me, clap twice.” The second approach is all about the tone and delivery.

rules of engagement:

This is a great way to elevate the energy in the room right off the bat. As referenced in the Ideation Workshop Deck template, there is a section that outlines the appropriate Rules of Engagement for the style of workshop we are running. 

when generating ideas:

  • All ideas are welcome

  • Quantity over quality

  • Great artists steal 

  • Everyone can draw 

  • One idea per note

during the workshop:

  1. Own the room by moving around the space throughout the workshop. This also shakes it up a bit for participants helping them stay engaged.

  2. Review the Unforgettable Facilitation Techniques in the next section.

  3. Use a visible timer to keep track of time during each activity.

  4. During group activities, be sure to walk around to each group or participant, providing support where appropriate.

after the workshop:

  1. Thank your attendees for their valuable presence and participation, as without them, the workshop's success would not have been possible.

  2. Send a comprehensive workshop summary and any documentation to reinforce the covered information.

  3. Take the time to review participants' comments and suggestions for future improvements.

  4. Rest and recharge to recover and prepare for your next endeavor.

energizer instructions

unforgettable facilitation techniques

The last mile of crafting an unforgettable workshop experience is flexing your inner game show host!  😂 Below are powerful techniques to captivate your audience and keep them engaged for a memorable experience.

when evaluating + prioritizing solutions:

  • Identify the proper parameters for success

  • Ensure a single definition for important terms + metrics

finding the right energizers:

Unforgettable facilitators always have energizing activities in their back pockets. And now, so do you. Manage time effectively for a seamless flow of activities. Remember, a workshop is an interactive experience. Participate in discussions, ask questions, and engage with others.

re-engaging participants:

Occasionally, participants will get tired or off track. This is an excellent opportunity to pull out the energizer games or take a break. I like to take folx on a walk in the afternoons while we discuss a seemingly unrelated topic.

preventing + managing conflict:

When there is debate, we have a tiebreaker. When things get a little too heated, I like to take a break and even consider adding in another icebreaker before coming back to the topic.

getting back on track:

When things go off the rails, take a break and talk to your core stakeholders. This isn’t ideal, but the next best thing is to regroup on how to use the participants' time best, given where you are all at.

—

Remember, you are not expected to have all the answers; instead, encourage discussions and diverse viewpoints. Embrace curiosity and let the group explore the answers together. 💛

By following these steps, you'll ensure that your workshop leaves a lasting impact and contributes to your professional growth. Don't forget to circle back, wrap up, and communicate the next steps with your team to continue the momentum.