Here are several strategies to ensure successful facilitation:

Before the Facilitation

• Inspect the meeting space to ensure it meets the necessary requirements.
• Conduct a needs assessment to determine stakeholders’ expectations.
• If appropriate, interview or survey group members for insights.
• Prepare a draft agenda and distribute it to participants.
• Choose activities and processes suited to the group’s needs.
• Identify backup processes to adapt as the session progresses.

To Start the Facilitation

• Welcome participants warmly.
• Encourage introductions among members, especially if they are unfamiliar with one another.
• Use an engaging icebreaker to establish a positive atmosphere.
• Clarify your role as the facilitator.
• Define the session’s objectives.
• Present the agenda and be open to adjustments based on group feedback, emphasizing the importance of group consensus.
• Set ground rules (norms) for participation.
• Explain the facilitation process clearly.
• Establish time frames for each agenda item.
• Designate a timekeeper and a note-taker.

During the Facilitation

• Ask participants, “How is this going?”
• Monitor the pace of the discussion: is it too fast or too slow?
• Assess whether the chosen techniques are effective.
• Provide and solicit feedback as necessary.
• Ensure that all participants have the opportunity to contribute fully.
• Summarize key points periodically and at the end of the session.

To End the Facilitation

• Assist members in articulating what was agreed upon.
• Outline specific action steps with assigned dates and responsibilities.
• Address any outstanding items.
• Collaborate on creating the next agenda.
• Clarify the follow-up process and establish accountabilities.