Facilitation has never been more essential to modern leadership. In a world increasingly defined by complexity and rapid change, the ability to gather people, guide conversations, and foster productive collaboration is a critical skill. Whether it’s creating alignment within teams, tackling complex challenges, or transforming organizational cultures, skilled facilitation helps drive successful outcomes. That’s why facilitation training courses are no longer a “nice to have”—they are a cornerstone for leadership excellence.

In this guide, we’ll dive deep into the world of facilitation training, the essential skills that facilitators need, and how Voltage Control’s innovative programs support facilitators at every step of their journey.

What is Facilitation Training?

Facilitation training is all about helping individuals develop the skills needed to effectively guide a group through conversations, decision-making processes, and collaborations. It’s not just about standing in front of a room and presenting; facilitation training helps people learn to drive productive meetings, create interactive exercises, and lead meaningful conversations that steer towards impactful solutions.

Voltage Control offers a diverse range of facilitation training courses, from a comprehensive three-month certification program to shorter, specialized video electives. These offerings help participants master the fundamentals of facilitation, lead effective collaboration, and develop practical skills that are essential for today’s leaders.

Why Take Facilitation Training?

Facilitation training is an investment in becoming an effective leader. It provides the tools to:

• Lead more productive meetings.
• Address difficult conversations confidently.
• Foster consensus-building within teams.
• Ensure that everyone’s voice is heard and valued.
• Transform traditional meetings into interactive, engaging workshops.

Voltage Control’s approach includes virtual sessions, regional meetups, and immersive, hands-on practice—ensuring that you not only learn facilitation techniques but also develop the confidence to use them in a wide variety of settings.

Understanding the Role of a Facilitator

A facilitator’s role is multi-faceted. More than just a meeting host, an effective facilitator is a leader, a guide, and an active listener. Their purpose is to create environments where everyone feels comfortable contributing, ensuring that the group collectively reaches a shared objective. Whether managing tricky group dynamics, fostering consensus, or addressing power imbalances, experienced facilitators make these processes smoother and more effective.

Facilitation isn’t confined to just meetings—it’s a critical competency for team leaders, project managers, and Chiefs of Staff alike. By taking facilitation courses, leaders can develop key attributes that allow them to foster effective collaboration, navigate difficult conversations, and lead productive sessions.

Shifting from Content to Group Process

One of the key transitions that many new facilitators need to make is shifting their mindset from a focus on content delivery to a focus on group process. Traditional meetings often emphasize delivering information, but facilitation is about creating an environment where everyone is engaged, heard, and involved in the direction of the discussion. This is where the real power of facilitation lies—empowering the group to co-create solutions, make meaningful connections, and take ownership of outcomes.

The facilitation training at Voltage Control emphasizes this fundamental shift. Instead of seeing yourself as the person who provides all the answers, you become the catalyst for productive dialogue, ensuring the group can reach a shared understanding and make collective decisions. Our training courses teach facilitators to design experiences that prioritize group interaction over individual knowledge transfer, creating an inclusive environment where every participant can contribute to shaping the outcome.

Facilitation is more about guiding group dynamics and ensuring effective collaboration, rather than focusing solely on delivering prepared content. This subtle but powerful shift helps facilitators lead sessions that are much more impactful and sustainable because they unlock the collective intelligence of the group. By focusing on group process, facilitators move beyond being presenters and become true facilitators of change.

The Key Qualities of a Facilitator

Effective facilitators possess several essential qualities that enable them to guide groups through conversations and workshops effectively:

1. Purposed: They help the group clarify and understand the purpose of the session, ensuring that discussions are productive and align with the overall goals.
2. Inclusive: They foster an environment where every voice can be heard. Inclusiveness encourages diverse perspectives, which ultimately leads to better outcomes.
3. Clear: Facilitators maintain clarity throughout, from the objectives of the meeting to individual exercises, ensuring everyone knows what is expected and can contribute meaningfully.
4. Crafted Experiences: Good facilitators design thoughtful, well-structured activities and discussions, balancing structure with open-ended exploration.
5. Adaptive: They remain flexible, capable of reading the group’s needs and shifting focus when necessary to support productive progress.

Voltage Control’s Facilitation Certification Program is grounded in cultivating these five qualities, setting participants up to lead meetings and workshops that are purposeful, inclusive, clear, crafted, and adaptive.

The Core Skills of Facilitators

A successful facilitator has a variety of skills to effectively guide a group:

• Deep Listening: Understanding both what is said and what remains unsaid, to draw out valuable contributions.
• Consensus Building: Bringing diverse perspectives into alignment through structured dialogue and activities.
• Transformative Conversations: Guiding groups through deep, often difficult conversations to create real change.
• Constructive Feedback: Providing, encouraging, and receiving feedback to enhance outcomes.
• Creating Engagement: Employing practical tools and interactive exercises that help foster participation and connection.

Voltage Control combines online tools, video lessons, and experiential learning to ensure participants can master these foundational skills, bridging theory with practical application.

Types of Facilitation Training Courses

There are a variety of facilitation training options available, each catering to different needs and schedules:

• Full Certification Programs: Our flagship three-month certification program includes foundational skills, advanced techniques, and plenty of practice opportunities with ongoing coaching and support.
• Specialized Video Electives: Choose from a series of 3-6 hour video courses to supplement your training. These are designed to align with your style, job, and specific industry needs.
• Interactive Workshops & Meetup: Whether virtual or in-person, our workshops focus on practice, building skills through real-time feedback and application.
• Community of Practice: Our online community platofrm provides a space where facilitators around the globe come together to share experiences, learn from one another, and continuously improve their skills through regular collaboration and feedback.

How to Choose the Right Facilitation Training

When choosing a facilitation training course, consider your current skill level, the time commitment you’re ready to make, and the outcomes you’re hoping to achieve. Here are a few guidelines to help:

• Skill Level: If you’re new to facilitation, an introductory facilitation course covering the fundamentals may be a great starting point. Experienced facilitators might benefit from master-level training to develop advanced, hands-on skills.
• Learning Preferences: Some people thrive in online, completely self-paced training programs, while others prefer interactive workshops with peer feedback and in-person coaching.
• Flexibility Needs: Our hybrid approach, with both online and in-person sessions, accommodates diverse schedules and learning preferences—allowing you to learn at your own pace or engage in live, immersive experiences.

Practical Tools for Facilitators

Facilitators need practical tools to navigate diverse group settings effectively. At Voltage Control, we incorporate a mix of traditional techniques and digital facilitation skills to enhance every session. Here are some tools and techniques we emphasize:

• Facilitation activities: A large tool kit of activities and methods that foster inclusive engagement and creativity. Including but limited to: Design Thinking, Liberating Structures, GameStorming, Think Wrong, MG Taylor, Learning Experience Design, Futures, Strategic Forsight, Retrospectives, Lean Six Sigma, Agile, and Scrum.
• Digital Tools for Virtual Sessions: Online tools that help facilitators bridge the gap between in-person and virtual meetings, such as interactive polling and collaborative whiteboarding.
• Hands-On Exercises: Real-time practice that simulates real-world scenarios, allowing facilitators to refine their techniques and adapt to group dynamics.

Digital Tools to Enhance Virtual Sessions

Virtual meetings present unique challenges, but with the right tools, they can be just as impactful as in-person workshops. Voltage Control’s facilitation training incorporates digital facilitation tools like collaborative boards, polling software, and other online platforms to help create interactive, engaging experiences.

Our electives and practice sessions ensure facilitators have opportunities to use these tools in a supportive environment, developing digital skills that translate to effective meetings online.

Unlock Your Facilitation Potential

Facilitation is an art that requires continuous practice, refinement, and learning. Voltage Control’s approach combines foundational skills with advanced methods, immersive practice, and access to a supportive community of facilitators. With online courses, in-person practice, video electives, and peer feedback, you can shape your facilitation style in a way that transcends tools and gimmicks—creating a resilient, adaptive, and masterful approach.

Explore our Facilitation Certification and join a vibrant community where practice meets purpose. Develop the skills, confidence, and techniques to drive effective collaboration and lead transformative conversations in your organization.

FAQs

What is the duration of Voltage Control’s facilitation training courses?
Voltage Control offers a diverse range of facilitation training courses to accommodate different schedules and learning goals. Options include short 1.5-hour video courses, a 6-week online facilitation course with weekly coaching calls, and extended multi-week programs for advanced facilitation mastery. Each course provides a mix of theoretical introduction and hands-on exercises, allowing participants to choose the time commitment that fits their needs while gaining practical skills and critical facilitation techniques.

What facilitation skills can I expect to learn in these courses?
Voltage Control’s programs help participants develop a comprehensive facilitator skillset. Skills covered include consensus building, managing difficult conversations, deep listening, and leading interactive meetings. Programs emphasize mastering a range of facilitation techniques, from fundamentals like the basics of facilitation to advanced methods such as Liberating Structures and the art of workshop design. Participants also gain hands-on experience in facilitating transformative conversations and effective group collaboration.

Who can benefit from Voltage Control’s Facilitator Certification Program?
Voltage Control’s Facilitator Certification Program is tailored for professionals across various roles, including product innovators, team leaders, project managers, consultants, and executives. It is especially valuable for individuals aiming to integrate facilitation into leadership, develop key facilitation skills, or enhance their ability to lead engaging workshops. The program also supports chiefs of staff and educators interested in driving effective meetings and creating a culture of innovation within their organizations.

What does Voltage Control’s flagship facilitation training course include?
The flagship facilitation training course provides a robust mix of theoretical and practical components, making it suitable for participants seeking a deep dive into facilitation. The course covers the fundamentals of workshop facilitation, practical techniques for structuring successful workshops, and advanced facilitation methods for managing dynamic group sessions. Experiential learning is at the core of the course, with engaging workshops, interactive exercises, and hands-on activities that build practical skills. Participants are also introduced to strategic direction, effective collaboration techniques, and actionable strategies for leading high-performing teams.

How does Voltage Control integrate online tools and resources into their training?
Voltage Control’s training programs leverage a range of online tools to support flexible and effective learning. These include collaboration superpowers, design tools, and interactive video masterclasses with demand video lessons. The courses are designed to fit into busy schedules, offering access to an online learning platform with practical exercises, additional learning resources, and exercise files for independent study. This digital facilitation approach ensures participants can enhance their skills through immersive, hands-on learning experiences while using workplace tools for effective collaboration.

What types of facilitation techniques are covered in the programs?
Voltage Control’s programs cover a variety of facilitation techniques to prepare participants for diverse scenarios. These include foundational skills such as facilitation basics and the fundamentals of facilitation, as well as advanced techniques like Liberating Structures and the art of workshop design. Participants also learn to structure workshops effectively, lead ideation sessions, and facilitate dynamic group sessions that foster innovation and engagement. Whether tackling business challenges or leading strategic planning workshops, participants gain a wealth of tools for effective workshop activities.

What makes Voltage Control’s approach to facilitation training unique?
Voltage Control takes a hybrid approach to facilitation training, combining online sessions, virtual workshops, and in-person training to provide a flexible and personalized experience. The programs emphasize experiential learning, allowing participants to practice facilitation skills in vibrant learning spaces and risk-taking environments. By incorporating human-centered design principles and innovative workshop methods, Voltage Control creates engaging workshops that enable participants to lead impactful meetings and foster meaningful conversations. Participants benefit from a mix of theoretical introduction, hands-on activities, and ongoing coaching to ensure mastery of facilitation.

Can I earn facilitation certificates through Voltage Control’s academy?
Yes, Voltage Control offers facilitation certificates for participants who successfully complete their training programs, including the Facilitator Certification Program and the Human-Centered Design Facilitator Program. These certifications validate expertise in facilitation techniques, effective collaboration strategies, and workshop methods. Certification holders join an exclusive facilitator community and gain access to alumni events, additional learning resources, and ongoing support to further enhance their skills and career opportunities.

Why Choose Voltage Control?
Voltage Control’s Change Facilitation Academy stands out as a capacity-building organization that empowers professionals to become expert facilitators. With programs rooted in experiential learning and a focus on innovation, the academy equips participants with practical tools and actionable strategies for navigating complex business challenges, leading meaningful conversations, and fostering a culture of effective collaboration in any organization. Whether you are a project manager, team leader, or chief of staff, Voltage Control’s facilitation training will help you master the art of facilitation and become a driving force for transformative change.

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Effective facilitation is more than just managing a meeting—it’s about crafting an experience that drives meaningful outcomes. Whether you’re leading a virtual team discussion, a hybrid workshop, or an in-person brainstorming session, the design and preparation of these interactions play a pivotal role in their success. Facilitators must navigate a complex landscape of expectations, technologies, and participant needs. The difference between a productive session and one that falls flat often comes down to intentionality, preparation, and flexibility. In this blog post, we will explore key strategies for successful facilitation, including intentional design, meticulous preparation, incorporating asynchronous work, aligning design with goals, and mastering hybrid and virtual sessions.

Intentional Design in Facilitation

Intentional design is the backbone of effective facilitation. Every aspect of a session, from the agenda to the environment, should be crafted with purpose. This approach goes beyond simply filling time with activities; it’s about making deliberate choices that align with the goals and needs of participants. Whether it’s the timing of activities, how discussions are framed, or the physical or virtual space you create, each element should contribute to a cohesive and impactful experience.

Great facilitators understand that there’s no such thing as a bad meeting, just poor facilitation. When a session feels aimless or unproductive, it’s often a sign that intentional design was overlooked. By carefully planning with purpose, facilitators can create environments where ideas flow freely, participants feel valued, and the group achieves meaningful outcomes. Intentional design transforms good sessions into great ones by ensuring that every detail is aligned with the desired outcomes.

Moreover, intentional design demands adaptability. Even the best-laid plans may require real-time adjustments, and skilled facilitators must be ready to pivot as needed. Building flexibility into the session’s design allows facilitators to respond to group dynamics and keep the session on track, ensuring that it meets its objectives regardless of unforeseen challenges.

The Art of Preparation in Facilitation

Preparation is where good facilitation begins. Just as a surgeon meticulously prepares for surgery, a facilitator must ensure that all tools, materials, and plans are in place before the session starts. This level of preparation is about more than organization; it’s about being ready for anything. Every detail matters—from the agenda to backup plans for potential disruptions. Thorough preparation allows facilitators to be more adaptive and responsive, enabling participants to focus on the task at hand without unnecessary interruptions.

In facilitation, the difference between a good facilitator and a great one often lies in the quality of their preparation. A well-prepared facilitator ensures that the session runs smoothly and that participants can engage deeply and productively. This preparation extends to anticipating challenges and having strategies ready to address them. Whether it’s dealing with difficult group dynamics, unexpected technical issues, or shifts in the session’s direction, being prepared equips facilitators to handle these situations with confidence and ease.

Effective preparation also involves setting clear expectations for participants. When participants know what to expect and how to contribute, they are more likely to engage meaningfully. This preparation not only helps the facilitator but also sets the stage for a more productive and collaborative session.

Harnessing Asynchronous Work in Facilitation

Asynchronous work is a valuable tool in facilitation, providing participants with the flexibility to engage with content and contribute ideas on their own time. This approach accommodates different working styles and often results in more thoughtful and in-depth contributions. By giving participants the space to reflect and prepare before coming together, facilitators can foster a more focused and productive session.

Incorporating asynchronous activities into a facilitation design requires careful planning. It’s crucial to clearly communicate the expectations and purpose of these activities so that participants understand their role in the larger process. Whether it involves reviewing materials, responding to prompts, or completing pre-work assignments, these tasks should deepen the group’s engagement and prepare them for meaningful collaboration during live sessions.

When done well, asynchronous work enhances the overall effectiveness of facilitation. It allows for more efficient use of time during live sessions, as participants arrive with a shared understanding and readiness to dive into discussions. This approach not only boosts participation but also leads to richer and more well-rounded outcomes, making the entire facilitation process more effective and rewarding.

Aligning Facilitation Design with Goals

A facilitation session’s success hinges on its design being aligned with its goals. Every element of the session, from the questions asked to the activities planned, should be chosen with a clear intention in mind. This alignment ensures that the session remains focused and effective, helping the group achieve its objectives.

One of the common pitfalls in facilitation is the temptation to fill the agenda with numerous activities without considering how they contribute to the end goal. Effective facilitators resist this urge, focusing instead on what will drive meaningful engagement and outcomes. This might mean planning fewer activities, but those that are included are carefully selected to advance the group’s progress towards its goals.

When a session feels aimless or unproductive, it often indicates a misalignment between the facilitation design and the session’s goals. By keeping the desired outcomes at the forefront of planning, facilitators can create sessions that are not only engaging but also highly effective. This focus on alignment ensures that every aspect of the session contributes to achieving the group’s objectives, resulting in more impactful and satisfying outcomes.

Designing Effective Hybrid and Virtual Sessions

The rise of hybrid and virtual work environments presents unique challenges for facilitators, but it also offers opportunities for innovation. Designing effective hybrid and virtual sessions requires thoughtful planning and flexibility, as the dynamics in these settings differ significantly from traditional in-person sessions. The key is to ensure that all participants, regardless of their location, feel engaged and included.

One essential strategy for hybrid and virtual facilitation is to design interactions that bridge the gap between in-person and remote participants. This might involve using digital tools that allow for real-time collaboration or structuring activities so that everyone can contribute equally, whether they’re in the room or dialing in from afar. Ensuring that all participants have access to the necessary technology and that the session runs smoothly is also crucial for success.

Another critical element is maintaining a strong facilitation presence. In hybrid and virtual settings, it’s easy for participants to feel disconnected or overlooked. As a facilitator, actively managing the session, checking in with remote participants, and ensuring that everyone has the opportunity to contribute are key to keeping the group engaged. By designing with these considerations in mind, facilitators can create hybrid and virtual sessions that are not only functional but also engaging and effective.

Conclusion

Effective facilitation is an art that requires intentionality, meticulous preparation, and the ability to adapt to various environments and challenges. Whether working with in-person teams, hybrid groups, or fully virtual settings, the principles of intentional design, thorough preparation, and alignment with goals remain constant. Facilitators who master these elements can create sessions that are not only productive but also transformative, driving meaningful engagement and successful outcomes.

As facilitation continues to evolve with the changing work landscape, embracing asynchronous work, and mastering hybrid and virtual environments will become increasingly important. By staying committed to these principles and continuously refining their practice, facilitators can ensure that they are always equipped to lead effective, engaging, and impactful sessions.

FAQ

Q1: What is intentional design in facilitation, and why is it important?
Intentional design in facilitation involves purposefully planning every aspect of a session to align with its goals and the needs of participants. This approach is crucial because it ensures that all elements of the session contribute to a cohesive and impactful experience, leading to more successful outcomes.

Q2: How does preparation impact the effectiveness of facilitation?
Preparation is key to effective facilitation. Thorough preparation allows facilitators to be adaptive and responsive, handling unexpected challenges with ease. It also sets clear expectations for participants, fostering a more focused and productive session.

Q3: What are the benefits of incorporating asynchronous work into facilitation?
Asynchronous work allows participants to engage with content and contribute ideas on their own time, leading to more thoughtful and in-depth contributions. This flexibility enhances the overall effectiveness of facilitation, resulting in more efficient and productive live sessions.

Q4: How can facilitators ensure their session design aligns with their goals?
Facilitators can ensure alignment by making deliberate choices about every element of the session, focusing on activities and questions that drive engagement and progress toward the session’s objectives. Keeping the desired outcomes at the forefront of planning is essential.

Q5: What strategies are effective for hybrid and virtual facilitation?
Effective strategies for hybrid and virtual facilitation include designing interactions that bridge the gap between in-person and remote participants, using digital tools for real-time collaboration, and maintaining a strong facilitation presence to keep all participants engaged. Ensuring access to necessary technology is also critical.

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Table of contents

• Defining and Refining Your Purpose
• The Power of Asking the Right Questions
• Balancing Structure and Flexibility
• Designing Agendas for Meaningful Outcomes
• Responding to Signals and Adapting in Real Time
• Conclusion
• FAQ

Facilitation is an intricate dance between preparation and adaptability, purpose and flexibility. In the dynamic environment of workshops and group discussions, facilitators must navigate a multitude of roles—guides, listeners, and creators of experiences that foster meaningful engagement. To achieve this, facilitators must approach their work with a clear sense of purpose, an arsenal of powerful questions, and the ability to read and respond to the ever-changing landscape of participant needs.

In today’s fast-paced, outcome-driven world, facilitation is more than just a skill—it’s a craft that blends art and science. The foundation of this craft lies in understanding how to balance structured planning with the flexibility to adapt on the fly, ensuring that every workshop leads to transformative outcomes. Whether you’re a seasoned facilitator or just starting out, understanding the nuances of purpose-driven facilitation can elevate your practice and help you create more impactful experiences for your participants.

Throughout this blog post, we’ll explore the key components of effective facilitation, drawing insights from our recent discussions on social media. We’ll delve into how defining your purpose can shape your facilitation practice, the importance of asking the right questions, the delicate balance between structure and flexibility, and the role of agendas in achieving meaningful outcomes. Finally, we’ll wrap up with some frequently asked questions about facilitation techniques that can help you refine your approach and deliver more successful workshops.

Defining and Refining Your Purpose

Purpose is the cornerstone of effective facilitation. Before stepping into any room, it’s essential to define and refine your purpose. This clarity not only guides your preparation but also influences every aspect of your facilitation, from the questions you ask to the way you design your agenda. A well-established purpose allows facilitators to create experiences that resonate deeply with participants, guiding them toward meaningful outcomes that align with the workshop’s goals.

When you’re clear about your purpose, you’re better equipped to notice and respond to the needs of your participants. This clarity drives you to ask better questions, design more inclusive and engaging sessions, and adapt effectively in the moment. It’s not just a starting point; it’s a constant guide that ensures every part of the facilitation process is aligned and impactful.

Moreover, having a defined purpose helps facilitators stay grounded, especially when navigating unexpected challenges during a session. It serves as a compass, allowing you to maintain focus and direction, even when you need to adjust your plans on the fly. By keeping your purpose front and center, you can ensure that every decision you make during the facilitation process contributes to the overall success of the workshop.

The Power of Asking the Right Questions

Good questions are at the heart of effective facilitation. They are more than just a technique—they are powerful tools that can unlock deeper insights and drive meaningful dialogue within a group. The ability to ask the right questions can transform a workshop, turning it from a series of activities into a rich, engaging conversation that leads to greater understanding and connection among participants.

In our facilitation lab, we’ve witnessed firsthand how asking the right questions can elevate the quality of a discussion. Well-crafted questions draw participants in, encouraging them to explore ideas more deeply and share their perspectives openly. This not only enhances the group’s collective understanding but also fosters a sense of ownership and engagement, as participants feel that their contributions are valued and heard.

Building a strong repertoire of questions is an essential skill for any facilitator. It allows you to guide discussions more effectively, helping participants to explore complex topics, challenge assumptions, and discover new insights. Rather than relying on a random assortment of activities, a focus on asking thoughtful, purposeful questions can lead to more impactful and meaningful outcomes.

Balancing Structure and Flexibility

Facilitation is both an art and a science, requiring a balance between structure and flexibility. On one hand, a well-designed agenda provides a solid foundation for any workshop. It ensures that the session has a clear direction, with each activity and discussion point carefully planned to guide participants toward the desired outcomes. On the other hand, true facilitation magic happens when you’re able to adapt in the moment, responding to the evolving needs of the group.

Being crafted in your approach means being intentional about creating an inclusive experience that meets the needs of all participants. However, it’s equally important to remain flexible—ready to color outside the lines when necessary. The most skilled facilitators are those who can read the room, picking up on the subtle cues that indicate when it’s time to deviate from the plan and try something different.

This balance between structure and flexibility is crucial for creating a successful workshop. It allows you to stay on track while also being responsive to the group’s needs, ensuring that everyone’s voices are heard and that the session remains relevant and engaging. By mastering this balance, you can create workshops that are both well-organized and dynamic, leading to more meaningful outcomes for all participants.

Designing Agendas for Meaningful Outcomes

A well-designed agenda is more than just a list of activities—it’s a roadmap that guides participants from where they start to where you hope they’ll be by the end of the workshop. In facilitation, designing with the end in mind is crucial. Every workshop is a journey, and it’s the facilitator’s responsibility to ensure that this journey leads to meaningful transformation for the participants.

Our Workshop Design Canvas is a powerful tool in this process. It helps facilitators envision the participant’s journey and craft an agenda that moves them from point A to point B with purpose. Rather than simply stringing together activities, the focus is on shaping a human-centered experience that supports the desired outcomes. This approach requires intentional planning and a deep understanding of the participants’ needs and goals.

By designing your agendas with the end in mind, you can ensure that every part of the workshop is aligned with your purpose and contributes to achieving meaningful outcomes. This not only enhances the overall effectiveness of the workshop but also creates a more cohesive and impactful experience for participants, leading to greater satisfaction and success.

Responding to Signals and Adapting in Real Time

Facilitation isn’t just about following a plan—it’s about being attuned to the needs of the group and adapting as you go. One of the most important skills for a facilitator is the ability to identify and respond to signals during a session. These signals can take many forms, from verbal feedback to nonverbal cues, and they provide valuable insights into how well the workshop is progressing and whether any adjustments are needed.

Identifying key assessment points throughout a workshop is essential for staying on track and ensuring that your purpose is being met. These moments of reflection allow you to pause, evaluate the group’s progress, and make any necessary changes to your approach. Whether it’s adjusting the pace, shifting the focus of a discussion, or introducing a new activity, being able to adapt in real time is crucial for keeping the workshop on course and meeting the needs of your participants.

Holding your agenda loosely enough to adapt in the moment is a skill that comes with practice. It’s about striking the right balance between being planful and being responsive, ensuring that you’re not just delivering a pre-set agenda but truly facilitating a dynamic, participant-centered experience. By paying attention to these signals and being willing to change course when needed, you can create workshops that are more engaging, effective, and impactful.

Conclusion

Effective facilitation is a journey of continuous learning and refinement. It requires a deep understanding of your purpose, the ability to ask powerful questions, the skill to balance structure with flexibility, and the awareness to read and respond to the needs of your participants in real time. By mastering these elements, you can elevate your facilitation practice and create more impactful, meaningful experiences for your participants.

Whether you’re designing a workshop from scratch or adapting an existing one, the key to success lies in your ability to stay grounded in your purpose while remaining open to the unexpected. This balance of intention and adaptability is what allows facilitators to guide their groups toward transformative outcomes, making each session not just a learning experience but a journey of growth and discovery.

As you continue to refine your facilitation skills, remember that the true power of facilitation lies not in the techniques or tools you use, but in your ability to connect with your participants and guide them toward meaningful change. By staying focused on your purpose and being responsive to the needs of the group, you can create workshops that are not only successful but truly transformative.

FAQ

Q: How do I develop a clear sense of purpose for my workshops?

A: Developing a clear sense of purpose starts with understanding the goals of your workshop and the needs of your participants. Ask yourself what you want to achieve and what impact you hope to have. This will help you define a purpose that guides your planning and facilitation, ensuring that every part of the process is aligned with your desired outcomes.

Q: What are some examples of powerful questions to ask during a workshop?

A: Powerful questions are those that encourage deeper reflection and dialogue. Examples include: “What assumptions are we making here?” “How does this idea connect with our broader goals?” and “What challenges might we face, and how can we overcome them?” These questions help participants explore complex topics, challenge their thinking, and engage more fully in the discussion.

Q: How can I balance structure with flexibility in my facilitation?

A: To balance structure with flexibility, start with a well-designed agenda that outlines the key activities and discussion points. However, be prepared to adapt as needed based on the group’s dynamics and feedback. This might mean adjusting the pace, shifting the focus of a discussion, or introducing a new activity on the fly. The key is to remain attuned to the needs of your participants and be willing to make changes that enhance their experience

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Table of contents

• The Importance of Practice and Feedback
• Embracing a Growth Mindset
• The Neglect of Practice in Professional Settings
• The Role of Play and Improvisation
• Building a Feedback-Rich Culture
• Conclusion

Just as athletes and musicians refine their skills through continuous rehearsal and constructive critique, professionals must also engage in deliberate practice and seek feedback to master their craft. This blog post delves into the importance of these elements, offering insights and strategies to foster growth and success in the workplace.

The Importance of Practice and Feedback

In the realm of facilitation, practice and feedback are indispensable. Facilitators, like any other professionals, require ongoing effort and refinement to hone their skills. Learning theories and strategies is essential, but actively practicing these skills and receiving feedback on performance is where true growth occurs.

In coaching or training settings, or through certification programs, creating opportunities for individuals to practice their facilitation skills is a top priority. Equally important is establishing mechanisms for receiving feedback. This feedback loop helps in identifying strengths and areas for improvement, ensuring that growth is both deliberate and structured.

Facilitators must be aware of their strengths and areas for development. By setting up intentional practice opportunities and seeking feedback from trusted colleagues, they can make small, incremental improvements. Over time, these small iterations lead to significant progress, enhancing overall effectiveness as facilitators. This structured approach ensures that every practice session has a clear objective, making the learning process more effective and goal-oriented.

Embracing a Growth Mindset

A growth mindset is intrinsically linked to the practice of seeking and embracing feedback. When we adopt a growth mindset, we are more inclined to ask for feedback, which reinforces our commitment to personal and professional growth. This creates a self-sustaining loop of continuous improvement, where each piece of feedback acts as a stepping stone towards greater competence and confidence.

Feedback reframes challenges and setbacks as valuable learning opportunities. Instead of viewing failures as negative, we begin to see them as data points guiding our development. This shift in perspective is crucial for maintaining motivation and resilience in the face of obstacles. Embracing this mindset helps us navigate the complexities of our professional lives with a more positive and proactive attitude.

Moreover, feedback is pivotal in enhancing team collaboration. When feedback is freely shared, it fosters a culture of respect and continuous improvement. Teams that embrace this culture are more adaptable to change, as they can quickly react and adjust based on the feedback they receive. Encouraging a feedback-rich environment helps cultivate a growth mindset within teams and organizations, leading to a more dynamic and innovative workplace.

The Neglect of Practice in Professional Settings

Reflecting on our professional journeys, it’s evident that the practice often gets neglected. In high school and college, we had ample opportunities to practice through sports, music, and academic activities. These practices were crucial in honing our skills, even if they didn’t always count toward our final grades. They provided a safe space to experiment, make mistakes, and learn without the pressure of immediate performance.

However, as we transition into professional lives, the expectation to be experts often overshadows the need for continued practice. We are expected to have all the answers and perform flawlessly, leaving little room for rehearsal and growth. This shift can hinder our professional development and mastery. The fear of making mistakes in a professional setting can stifle innovation and creativity, leading to stagnation.

To foster growth and expertise in the workplace, we must reintroduce the concept of practice. Creating environments where we can safely practice and receive feedback is vital. Just as athletes and musicians rehearse before a performance, professionals should have opportunities to refine their skills continuously. This could involve role-playing scenarios, simulation exercises, or peer-review sessions that allow for constructive criticism and improvement.

The Role of Play and Improvisation

Play and improvisation are powerful tools in skill development, often overlooked in professional settings. Engaging in playful exploration and improvisation allows us to approach challenges creatively and discover novel solutions. This form of practice is not only enjoyable but also highly effective in driving innovation. It encourages out-of-the-box thinking and can lead to unexpected breakthroughs.

The book “Free Play” by Stephen Nachmanovitch illustrates this beautifully. He shares a story about a practice room at Berkeley that was initially used for solo practice. When it was repurposed as an office, students continued to use it for practice until a sign was put up to stop them. The students’ persistence highlights the importance of having dedicated spaces for creative practice. This anecdote underscores the innate human desire to explore and create, which is often stifled in conventional professional environments.

To maximize the benefits of play and improvisation, it’s essential to incorporate debriefing and reflection. Even without external critique, taking the time to reflect on our experiences helps us gather insights and feedback. This reflective practice is crucial for personal growth and mastery. By analyzing what worked and what didn’t, we can make informed adjustments and continue to improve. Incorporating regular periods of play and reflection can make the learning process more holistic and enjoyable.

Building a Feedback-Rich Culture

Regular feedback is the cornerstone of a collaborative and adaptive team culture. When team members are comfortable sharing feedback, it enhances communication and mutual respect. This culture of continuous improvement is crucial for fostering innovation and resilience. In a feedback-rich environment, team members feel valued and understood, leading to higher engagement and morale.

Feedback-rich environments enable teams to adapt swiftly to changes and challenges. By constantly receiving and acting on feedback, teams become more nimble and capable of handling whatever comes their way. This adaptability is a significant competitive advantage in today’s fast-paced world. Teams that can pivot quickly in response to feedback are better positioned to seize opportunities and overcome obstacles.

As leaders, it’s our responsibility to create opportunities for feedback and practice. Encouraging a feedback-rich culture not only strengthens our teams but also drives overall success. Leaders should model the behavior they wish to see by actively seeking feedback and showing appreciation for the input received. This sets a precedent for others to follow, creating a ripple effect throughout the organization. Let’s commit to fostering environments where feedback is valued and continuous improvement is a shared goal.

Conclusion

The importance of practice, feedback, and a growth mindset in professional development cannot be overstated. By embracing these principles, individuals and teams can achieve continuous improvement and adaptability, essential traits in today’s dynamic professional landscape. Prioritizing these elements in our professional lives leads to more fulfilling careers and more effective organizations. Let’s create and nurture environments that support practice, encourage feedback, and cultivate a growth mindset to drive personal and organizational success.

Looking for a space to practice and perfect your skills? Our Facilitation Lab Practice Playground offers the ideal environment to refine your techniques and receive valuable feedback. Join us today!

FAQ

Q1: Why is practice important in professional development?

Practice is essential because it allows individuals to refine their skills, make incremental improvements, and achieve mastery over time. Just like athletes and musicians, professionals need regular practice to perform at their best. It provides a safe space to experiment, learn, and grow without the pressure of immediate performance.

Q2: How can feedback enhance professional growth?

Feedback provides valuable insights into strengths and areas for improvement. It helps individuals and teams adjust their approaches, learn from their experiences, and continuously improve their performance. Constructive feedback is a powerful tool for personal and professional development, fostering a culture of continuous improvement.

Q3: What is a growth mindset, and why is it important?

A growth mindset is the belief that abilities and intelligence can be developed through dedication and hard work. It is important because it encourages individuals to embrace challenges, learn from failures, and seek continuous improvement. This mindset fosters resilience and a proactive approach to overcoming obstacles, driving long-term success.

Q4: How can play and improvisation benefit professional development?

Play and improvisation encourage creative problem-solving and innovation. They provide a safe space to explore new ideas, experiment with different approaches, and gain valuable insights through reflection and debriefing. Incorporating play into professional development can lead to unexpected breakthroughs and a more enjoyable learning process.

Q5: How can leaders foster a feedback-rich culture?

Leaders can foster a feedback-rich culture by creating opportunities for regular feedback, encouraging open communication, and modeling the behavior themselves. They should prioritize feedback as a tool for continuous improvement and team success. Providing training on giving and receiving feedback can also help build a more supportive and constructive feedback culture.

Q5: What is Facilitation Lab?

Leaders can foster a feedback-rich culture by creating opportunities for regular feedback, encouraging open communication, and modeling the behavior themselves. They should prioritize feedback as a tool for continuous improvement and team success. Providing training on giving and receiving feedback can also help build a more supportive and constructive feedback culture.

Q6: What is the Facilitation Lab?

The Facilitation Lab is a dedicated space where facilitators can practice and refine their skills. It offers a structured environment for hands-on practice, feedback sessions, and skill development activities. Participants engage in realistic scenarios, receive expert guidance, and collaborate with peers to enhance their facilitation techniques. The Facilitation Lab is designed to foster continuous improvement and professional growth through practical experience and constructive feedback.

Q7: What is the Practice Playground?

The Practice Playground is a specialized framework within the Facilitation Lab, designed by Voltage Control to enhance facilitation skills through collaborative practice. Participants identify key areas they wish to improve and collectively decide on focal points for the session. This interactive approach involves either role-playing scenarios or group problem-solving exercises, fostering a dynamic and supportive environment. The Practice Playground encourages active participation, creative thinking, and practical application of facilitation techniques, helping individuals and teams develop their skills in a structured yet flexible setting.

The post Practice, Feedback, & Growth Fuels Professional Development appeared first on Voltage Control.

Imagine this: you’re facilitating a workshop, and the room is buzzing with energy as participants delve into breakout sessions. Discussions are vibrant, ideas are flowing, and the volume is rising. But now, it’s time to bring everyone back together, and you find yourself competing with the lively chatter. Sound familiar? Regaining the attention of a large, distracted group can be a challenge, but it’s a crucial skill for any facilitator. In this post, we’ll explore effective techniques and tricks to smoothly transition from breakout sessions back to the main group, drawing inspiration from both professional facilitators and kindergarten teachers.

Introduction: The Importance of Managing Attention Transitions

Before diving into specific techniques, it’s important to understand why managing attention transitions is essential. A well-timed and effective transition keeps the session on track, maintains the group’s energy, and ensures that key points are communicated effectively. The smoother the transition, the more productive the session will be.

The Power of Signals and Cues

Hand Signals: A simple and effective way to regain attention is through hand signals. Raising your hand or using the peace sign can signal participants to quiet down and focus on you. This non-verbal cue is easy to implement and quickly becomes a familiar part of your facilitation toolkit.

Raise Your Hand If You Can Hear Me: This technique builds on the simplicity of hand signals. When you raise your hand and say, “Raise your hand if you can hear me,” participants quickly notice and follow suit, leading to a room full of raised hands and silent anticipation.

Sound Cues: Introducing a specific sound cue, like a bell, chime, or a distinctive clap pattern, can be very effective. The key is consistency; using the same sound each time will help participants recognize the signal and respond accordingly. Bells and chimes have a pleasant tone that can cut through the noise without being jarring. Tingsha, small cymbals used in Tibetan meditation, produce a clear, resonant sound that can gently yet firmly grab attention.

Visual Signals: Visual cues, such as holding up a brightly colored sign or using a digital timer on a screen, can also capture attention. These cues are especially useful in larger rooms or virtual settings where sound might not travel as well. Using a timer that counts down can visually indicate to participants that it’s time to wrap up their discussions.

Call-and-Response Techniques

Examples: Call-and-response phrases are not only fun but highly effective. Phrases like “If you can hear me, clap once,” followed by “If you can hear me, clap twice,” engage participants in a playful yet structured manner. Other examples include “1-2-3, eyes on me,” and “Hands on top, that means stop.” These methods create a rhythmic pattern that naturally attracts attention.

Clap Once, Clap Twice, Clap Three Times: This variation involves clapping sequences that increase in number, such as “Clap once if you can hear me, clap twice if you can hear me,” and so on. It engages the auditory senses and creates a fun, interactive way to regain focus.

Benefits: These techniques work well because they create a sense of unity and participation. The rhythmic nature of call-and-response also makes it easier for participants to tune in and follow along. It’s an excellent way to bring the group back together without having to raise your voice.

Call-and-Response Techniques

Variation: Enhance this technique by displaying a visual countdown timer on a screen or using a smartphone app. This adds a visual element to the auditory cue, reinforcing the transition. Participants can see the time ticking down and prepare accordingly.

Method: Counting down from 5 or 10 is a straightforward method to signal the end of a breakout session. It provides a clear and finite transition period, helping participants mentally prepare to refocus. Counting down with a calm, authoritative voice sets the expectation for silence and attention.

Interactive Engagement

Quick Polls: Using tools like Slido or Mentimeter to conduct quick polls can instantly grab attention. A question that requires everyone’s participation not only refocuses the group but also re-engages them with the session content. Asking a simple question related to the discussion topic can make the transition smoother and more meaningful.

Icebreaker Questions: Pose a thought-provoking question or a fun icebreaker to redirect focus back to you. This method is particularly effective when transitioning from high-energy discussions to a more reflective main session. Questions that connect personally with participants can also foster a deeper engagement.

Movement-Based Techniques

Stretch Breaks: Incorporating short, guided stretch breaks can help reset the group’s energy. Simple stretches or breathing exercises provide a physical and mental break, making it easier to regain focus. Guided stretches can also promote a sense of well-being and relaxation.

Group Exercises: Quick physical exercises that involve standing up, shaking out, or simple yoga poses can also be effective. These activities help dissipate excess energy and prepare participants to re-engage with the session. Movement re-energizes the body and mind, making it easier for participants to refocus.

Lessons from Kindergarten Teachers

Songs and Rhymes: Kindergarten teachers often use catchy songs or rhymes to regain attention. Adapting this technique for adults can be both fun and effective. A short, familiar tune can quickly quiet a room and redirect focus. Rhymes like “Tootsie roll, lollipop, we’ve been talking, now we stop,” can be surprisingly effective with adults too.

Magic Words: Introducing a “magic word” that signals everyone to stop and listen can be surprisingly effective. Words like “abracadabra” or “hocus pocus” add an element of fun and novelty, capturing attention. You can create your own “magic word” that resonates with your group.

Quiet Critters: This concept involves using small toys or props that appear only when the room is quiet. While this might seem juvenile, a playful approach can lighten the mood and quickly get participants to refocus. Quiet critters can be small, fun objects like stress balls or themed figurines that only come out during quiet times.

Choosing the Right Technique for Your Style

Personal Fit: The best technique is one that suits your personal style and feels natural to you. Some facilitators are more comfortable with hand signals, while others might prefer sound cues or interactive engagement. Experiment with different methods to find what resonates most with you and your group.

Introducing Early: Seed your chosen technique before you actually need it. At the beginning of the session, explain the signal or cue you’ll use to regain attention. This way, participants will know what to expect and how to respond, making the transition smoother when the time comes.

Practical Tips for Implementation

Consistency: Whatever techniques you choose, consistency is key. Using the same signals or cues regularly helps build familiarity and responsiveness. Participants will quickly learn to recognize and respect your cues.

Practice: Practice these techniques regularly so they become second nature. The more comfortable you are with them, the more naturally you’ll be able to integrate them into your facilitation. Practicing in front of a mirror or with a small group can help you refine your approach.

Adaptability: Be prepared to adapt your techniques based on the group’s size, dynamics, and culture. What works for one group might not work for another, so flexibility is crucial. Always have a backup plan in case your primary method doesn’t work as expected.

Example Scenario

Let’s imagine you’re facilitating a large workshop. The room is divided into small groups, each engaged in animated discussions. You’ve set a timer for the breakout session, and as it winds down, you raise your hand—a pre-established signal for attention. The room gradually quiets as participants notice and mimic your gesture. To reinforce the transition, you follow with a call-and-response, “If you can hear me, clap once.” The room is now focused, and you proceed with a brief stretch break to reset the energy. Finally, you use a quick poll to re-engage the group with the session’s main content. This seamless transition not only regains attention but also keeps the energy positive and focused.

Additional Resources

Links to Tools: Consider incorporating tools like timers, sound apps, or engagement platforms to enhance your facilitation. Tools like Slido, Mentimeter, or even simple smartphone apps can be valuable additions to your toolkit. These tools can make transitions smoother and more engaging.

Further Reading: For those interested in diving deeper, consider exploring books and articles on group management and facilitation techniques. Titles like “The Art of Facilitation” by Dale Hunter or “Facilitator’s Guide to Participatory Decision-Making” by Sam Kaner offer valuable insights. These resources can provide further strategies and techniques to enhance your facilitation skills.

Conclusion

Transitioning from breakout sessions to the main group can be challenging, but with the right techniques, it’s entirely manageable. From hand signals and sound cues to interactive engagement and playful methods borrowed from kindergarten teachers, there are numerous ways to regain attention and keep your sessions running smoothly. Remember to pick the technique that suits your style best and introduce it early so participants know what to expect. Experiment with these techniques, find what works best for your groups, and share your experiences. Together, we can create more effective and engaging facilitation experiences.

By incorporating these techniques and tricks, you’ll be well-equipped to manage transitions smoothly and maintain a productive and focused environment. What are your go-to strategies for regaining attention? Share your tips and experiences in the comments below!

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Facilitators have an unseen role. 

While careful, considerate facilitation is crucial for team health, productivity, and growth, facilitators may not always be recognized for their efforts. The effect of a facilitator is like the temperature of the room: it alters the mood and experience of everyone involved, but in a hidden manner. 

A study done on the way facilitators interact with participants says that the “facilitator is a leader who needs to be present enough to navigate discussions, yet invisible enough to not get in the way of participant learning.” Therefore, we see this tension in facilitation: hosting with a heavy hand while also taking attention away from yourself and moving it toward the purpose. 

What About Chill Hosts?

Many of you have read Priya Parker’s “The Art of Gathering,” which examines the idea of having a heavy hand to host well, protecting your guests from themselves, from each other, and from boredom or confusion. She directly opposes “chill” hosting, claiming that “…pulling back, far from purging a gathering of power, creates a vacuum that others can fill.” 

While this is true, and a chill host with the aim of being noninvasive creates a space for others to take hold of the gathering, being “unseen” as a facilitator does not mean being “chill.” Our goal is to facilitate with a heavy hand, to guide the group toward purpose, but ultimately it is to influence participants into a new way of thinking through their interactions, not to make it about you as the facilitator. You could call it, “invisible involvement.” 

Invisible Involvement

As facilitators, we want

1. Our methods to be present and working without us standing out;
2. Our team moved toward a more sustainable way of engaging with one another without the need of our constant help;
3. A realm that our team feels is comfortable without them having to say it;
4. To be a catalyst without getting the praise.

Nate Hughes, a Voltage Control Facilitation Certification alum, describes his perspective shift surrounding facilitation similarly: “It wasn’t just about leading or directing; it was about creating spaces for ideas to flourish, for collective wisdom to emerge.”

This lends to the concept that facilitation is more about crafting culture and environments than it is about one-off meeting methodologies. The long-term effects of what a facilitator brings to the table can be seen in how companies and teams engage with each other as time moves on. One of our Certification Alums, Julie Baeb, says it like this: “This isn’t just about new techniques; it’s about fostering a culture of innovation and empathy.” 

Job Title, or Not!

Nate Hughes, mentioned earlier, also describes facilitation as a sort of hidden, secret skill: “​​It wasn’t labeled as such at the time, but in retrospect, every team meeting and strategy session was a step towards understanding the art of facilitation. The realization that facilitation was not merely a skill but a critical component of leadership was becoming clear.”

To this point, many successful facilitators don’t even have “facilitator” in their job description, but they use facilitation to guide discussions and navigate conflict. Successful COOs, project managers, teachers, and event planners are great examples. SessionLab’s State of Facilitation 2023 mentions, 

“It is also important to recognize that facilitation is a fundamental skill for leaders, though many masterful facilitators don’t consider themselves as such… facilitation need not be a job title or identity to have value, as it is essential to almost any role….”

This all implies that facilitation may not be something your team knows you do, and it may not be in your job description; but as a broken AC unit makes everyone uncomfortable and sweaty, so does a lack of good facilitation methods. Good facilitation often goes unnoticed, but its absence is strongly felt. 

Absence of Facilitation

Examples of such situations, where guests may feel that absence, include:

1. When a group must attend a meeting but are confused on its purpose, leading to an unproductive flow 
2. When nobody will speak up and be honest, leading to a stalled, awkward stage in decision-making 
3. When it feels like “team-bonding” is just something to check off a list
4. When a participant wants to share ideas but hesitates to avoid conflict or embarrassment 
5. When the team needs a break or food, but nobody thought of it ahead of time

Obviously, there are so many more situations in which our lack of invisible involvement can create less-than-ideal situations. But when things do go right, and facilitation is creatively employed, we see that participants walk out knowing that they just had a productive meeting, and that they aren’t as drained as they expected (perhaps without even knowing why).

John Rabasa, one of our Facilitation Certification alums, describes his first facilitation meeting like this: 

“But the reason this session sticks in my mind is how the group felt after the meeting. They had the same energetic skip in their step I had felt myself coming from the offsite. Although I may not have used the term then, the fact that I had facilitated the brainstorming made us a better team, and I had an undeniable sense of pride from it.”

Practical Tips and Techniques

It takes a special, practice-driven, mindful approach to drive your team to success without detracting from their chemistry and claiming attention accidentally. Often, this takes nuance depending on the circumstance. Listed below are some ideas for managing your facilitation while keeping the team’s interaction at the forefront.  

Consider these techniques:

1. Consider using open-ended questions to encourage discussion. This provides teams with the opportunity to look to one another for problem-solving and ideation, instead of looking toward the facilitator alone.
2. In moments of silence, don’t push for an answer. This gives people a chance to think without your voice being the focal point.
3. Establish clear objectives at the start of each meeting. Creating ground rules allows for the team to get aligned quickly at the beginning, so that they feel empowered & ready to take ownership in the purpose at hand.
4. Utilize visual aids to clarify complex ideas. This equips guests with the necessary tools to comprehend information on their own. 

Try out a technique listed above, or take some time to reflect on where your methods fall on a spectrum from overt to subtle. Are you accidentally diverting your teams’ eyes to the front of the room when they could be looking inward or at each other? Consider what it would look like if you walked away in the middle of a session; would there be a lasting change in the way those participants engaged?

In Conclusion…

For years my professional identity was a software engineer and software executive. While facilitation and the ability to lead with curiosity and collaboration were critical elements to my style and why I was successful in my role, I never thought of myself as a facilitator. One day, almost 20 years into my career, I had the profound realization of how essential these skills and abilities really were for me. 

The secret and unseen role of being a facilitator is a wonderful, encouraging, and life-changing role, although it is sometimes thankless. Although the art of facilitation may go partially unnoticed in the eyes of our team, let’s be like an air-conditioned room and provide a space for our teams to thrive for meetings to come!

Take a moment to reflect on how often and to what degree your work is impacted by getting the best out of folks that you gather. Notice what surfaces for you, what it means to you, and what actions you might take as a result.

If you’re wanting to shed more light on your role as facilitator and grow your skills as an effective facilitator, we recommend that you check out our Certification Program! This program provides you with a 3-month long, immersive experience that will shape your skills and equip you with the confidence to lead as a facilitator. 

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I’ve discussed the concept of “reading the room” with fellow facilitators countless times. As a seasoned facilitator, I’ve walked into many meetings and sessions and had to pivot based on the participants, goals, and other factors, always staying flexible and keeping a pulse on the room. In a conversation with a fellow facilitator, though, I found myself asking: is reading the room enough?

In today’s corporate world, the “room” is not always like it was in the past–an assigned conference room with a whiteboard at the front and participants gathered around a table. Many meetings are hybrid or virtual, bringing together participants from different cities and different backgrounds to work toward a common goal.

These meetings are also taking place in the larger context of the organization, the industry, and the current events going on in the world around. I realized that I needed to consider factors from beyond the walls of the room.

In order to be successful, I found myself modifying the art of reading the room. We have to look beyond the room—and read the system. In this article, I’ll break down what it means to read the system and how to implement this perspective in your own facilitation.

Understanding Systems Thinking in Facilitation

Let’s start with understanding systems thinking. Systems thinking is defined as “an approach to problem-solving that views problems as part of a wider dynamic system” which “recognizes and prioritizes the understanding of linkages, relationships, interactions, and interdependencies.” This method means problems should not be addressed in isolation, but rather as a part of the larger context of the organization.

As a facilitator, I strive to understand the interconnectedness of various elements within an organization or project. Changes in one part can affect the whole system, so it’s important to recognize key patterns, relationships, and dynamics, identifying opportunities for growth and potential points of weakness. When a facilitator understands the system, they can better select the right techniques and methods to pursue an optimal outcome.

A Note About Systems Thinking in the Workplace

What was true yesterday is not guaranteed to be true tomorrow. Systems are often complex and adaptive, meaning that we have to be aware that they can change at any time. Leaders must be nimble, aware that what they once thought about a room, system, or organization can change on a dime and must be adapted guide participants toward success.

As leaders, we have to consider how much we can trust data, even though data is key to our practices. We should continually question ourselves and probe the system to understand how it is functioning and responding to our actions and interventions.

6 Tips to Read the System

Let’s break down a few ways you can implement reading the system in your facilitation practice.

Take a Holistic Perspective

The key to reading the system is looking beyond the immediate and considering the underlying structures and processes at work. This holistic perspective can help ensure that the final consensus is sustainable for long-term success.

External facilitators will always have to work toward understanding the systems within the organization they are working with. When I’m in that position, I leverage techniques that invite the participants to examine their own system when addressing the problem at hand.

Embrace Empathy and Cultural Awareness

When I think about systems, I don’t just think about the systems of an organization—I also consider the systems of our society and culture. Each participant in a meeting has their own unique background and perspective, and their different viewpoints affect their interactions within the system.

By recognizing and respecting diverse perspectives and cultural backgrounds, we unlock powerful new ways to approach and address a problem and build a solution. In fact, it’s part of the International Association of Facilitators (IAF) Core Competencies to honor diversity and promote inclusiveness.

It’s also important to consider who isn’t in the room. That could include other team members, company leadership, your customers, your clients, or the public at large. Consider the systems that those people are a part of and how that could affect them, and prompt participants to do so themselves. By imbuing empathy into your approach, you can anticipate the needs of the people who are not in the room, building a solution that works for everyone.

Support Conflict Resolution and Negotiation

There are inherent conflicts in systematic interactions, as different departments or factions have different priorities and approaches to solving problems. These conflicts, and conflict in general, are not bad. Healthy conflict can lead to creative, powerful consensus.

When I facilitate a meeting, I consider the conflict that may exist under the surface. Often, participants don’t even realize there are underlying conflicts in their systematic interactions, but by identifying and addressing those conflicts, a better solution can be found.

By reading the system, I can dip into my repertoire of facilitation methods and techniques for the right solution to balance different perspectives and move toward resolution.

Leverage Data

For me, one of the most exciting parts of the future of facilitation is the use of data to better inform our decisions and understand trends within the system. The amount of data available can feel overwhelming, but, as a facilitator, I help participants distill that information and focus on the right data points. It can be easy to get caught up on one particular piece of data and get stuck in a circular discussion, but proper facilitation can keep participants moving forward with that data. 

As an experienced facilitator, I’ve seen the power of being able to interpret and communicate data insights effectively. When moving out of the groan zone and toward a resolution, the right data can help streamline the decision-making process.

Navigate Virtual and Hybrid Environments

Since the COVID-19 pandemic, the structure of meetings and events has looked very different. I’ve walked into sessions expecting a full room of attendees only to learn that half the participants were virtual! This unexpected change required me to shift my techniques to better operate within a hybrid system.

I’ve become attuned to the fact that the system could shift from in-person to virtual or hybrid at a moment’s notice. To read the system, facilitators must master adapting facilitation techniques for virtual, hybrid, and diverse environmental contexts. The facilitator does not get to control the setting, instead reacting to the environment and the system and working as a guide against those obstacles.

Cultivate Feedback

Even the most skilled facilitators are not mind readers, so it’s important to realize that there will be aspects of the system that are not apparent to you as the facilitator. The participants are the ones who are actively part of the system, for better or for worse, and they can be the key to unlocking insight for optimal success.

To garner this feedback, facilitators should conduct interviews, send surveys, and host communal listening sessions. Focus on providing a welcoming, comfortable environment where participants can be completely honest about their experiences, opportunities, and obstacles.

This feedback is critical to understanding how people are thinking, how they are experiencing the system, and how they are influencing it.

Learn to Read the System with Voltage Control

The Facilitation Certification Program from Voltage Control gives facilitators and collaborative leaders the knowledge and tools they need to properly read the system in every session. We also host Facilitation Lab, a vibrant community of facilitators and collaborative leaders committed to lifelong learning. Facilitation Lab offers a free virtual meetup every week that you can attend to get a taste of the community.

Contact Voltage Control to get started.

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According to Rubin, “creativity is a fundamental aspect of human existence.” In a corporate workplace, though, creativity can be deprioritized in favor of logistics and analysis, with a focus on speedy results that leaves less time for innovation. Can Rubin’s insights help bridge the gap between the current state of the modern workplace and the power of creativity?

In this article, we’ll break down key insights from The Creative Act that can be used by facilitators and collaborative leaders to drive innovation and revitalize problem solving.

Who Is Rick Rubin?

Rick Rubin, author of the The Creative Act: A Way of Being, has had a storied career in the music industry and beyond. In order to understand the insights in The Creative Act, it’s worthwhile to review his biography and understand the context of his experiences.

Born in 1963, Rubin is most well-known for cofounding Def Jam Recordings alongside Russell Simmons in 1984. Most seasoned music lovers know the historic and cultural importance of Def Jam, which quickly became “a maverick independent label inspired by downtown New York City’s vibrant street culture and the emerging sound of hip-hop, pioneered by iconic stars like LL Cool J, Slick Rick, The Beastie Boys and Public Enemy.” Def Jam would go on to play a key role in popularizing hip hop and other groundbreaking music trends.

Rubin is also well-known for his work as co-head of Columbia Records, beginning in 2007, where he stayed until 2012. Rubin has had an immeasurable impact on the music industry, and, with the release of his new book, has sparked discussions on the power and methodology of creativity in realms beyond the music industry.

Key Insights for Facilitators from The Creative Act

Rubin’s book is highly accessible, as it can provide benefits to people of all stages of life in both their personal and professional lives. Let’s dig into how a few of the 78 Areas of Thought can work for facilitation and collaboration. 

Organizing the Creative Process

Rubin acknowledges that his creative process does not look like some may expect it to, writing:

“When outside observers come into the studio, they often can’t believe how clinical the process looks. They imagine a big music party. But we’re constantly generating detailed notes to focus points and experiments to test.”

Rubin’s process is loosely organized into four stages: Gather, Experiment, Craft, and Complete. These stages are similar to the design thinking model, which has the stages of Emphasize, Define, Ideate, Prototype, and Test.

Design thinking (which is not just for designers) utilizes a creative problem solving process that helps teams move past the first ideas to discover creative solutions. Rubin’s approach is very similar to this type of facilitation, identifying creativity and innovation outside of traditionally artistic venues.

Embrace Constraints

Creativity does not occur in an unlimited space. There will be limitations on many decisions and experiences, but those do not mean your creativity has to be limited. Instead, utilize these constraints as challenges to think outside of the box and look for innovative solutions.

Facilitators often have to help participants overcome their ideas about constraints. Meeting participants may see the constraints or limitations on a problem as insurmountable and thus not worth even attempting to overcome. Skilled facilitators can spark inspiration from these constraints, encouraging creativity instead of complacency.

Collaboration Is Key

In The Creative Act, Rubin explores the power of collaboration by detailing his experiences working with artists of a variety of genres. He encourages digging deeper when there is disagreement, noting that there is usually an underlying issue that is worth exploring.

By exploring these disagreements rather than ignoring them, Rubin seeks to utilize the full spectrum of talent within the group. He writes, “The synergy of the group is as important—if not more important—than the talent of the individuals.”

Prioritize Ideas over Ego

In a podcast discussion with Lex Fridman, Rubin recounts the challenge of bringing people to work together and test out each other’s ideas. Instead of allowing any one person to veto an idea, Rubin believes in testing every idea, removing the ego from the process.

For facilitators, this occurs in the “groan zone,” where all ideas are encouraged and built upon. A skilled facilitator will also create a safe, inclusive space where all participants know that they can be honest and open without fear of retribution.

Get to the Essential

In that same podcast, Rubin discusses the opposite end of the spectrum: making the final cuts for an album. He explains that if they have twenty-five songs and need to select just ten for an album, instead of focusing on which songs should be removed, he would focus from the ground up, deciding which songs they cannot live without.

Rubin explains, “So going past even the goal to get to the real heart of it and then say, okay we have these five or six that we can’t live without. Now, what would we add to that? That makes it better and not worse.”

He continues, “And it’s just it puts you in a different frame when you start with building instead of removing and you might find that there’s nothing you need to add. Sometimes something happens when you get to the real essence. Then when you start adding things back, it becomes clear that it was just supposed to be this, this tight little thing.”

This mindset can work well for facilitators when it comes to helping participants move toward a consensus. Focus on building rather than removing ideas that do not work.

The Power of Artistic Identity

Rubin puts an emphasis on developing an artistic identity. This may seem foreign to analytical professionals, but, with patience, anyone can tap into an artistic perspective on the world. 

In an interview for On Being with Krista Tippett, Rubin says, “The real practice of the artist is a way of being in the world.” For Rubin, creativity is not just listing off unique ideas, but, rather, an integral part of everything one does.

For people with strong artistic identities, this creativity can permeate deeply and meaningfully into every action, while other people may limit it to a superficial level. By allowing for a wider view of the world, you can see that possibility goes beyond the surface.

Taking Breaks: Not Just for Meetings

Skilled facilitators already utilize breaks in meetings and sessions, with breaks necessary to keeping participants engaged and innovative. Rubin also sees breaks as an important tool.

By taking regular breaks, you can realize a vital change in perspective. In particular, when feeling stuck and overwhelmed, rest and relaxation can defuse tension, reset the brain to a more neutral filter, and offer space for new creativity. Often, people will return from a break with new ideas and a refreshed perspective on the problem.

Awareness Takes Practice

Awareness can be a superpower, but it takes practice and dedication to be able to tap into intentional awareness, according to Rubin. Awareness is a non-forced state, which can be difficult for some people to imagine, let alone achieve.

The world around us offers an incredible, unlimited source material for creativity, yet most people walk around with a filter on, unaware of what’s around them. Through a strong sense of artistic identity, you can reawaken a childlike curiosity for the world around you, becoming more sensitive to experiences and environments, which can then be the source of inspiration and innovation.

Rubin practices daily meditation to cultivate his awareness, incorporating this meditation in the rituals of his life. For those unsure where to start when it comes to creativity, meditation can be a great, accessible practice.

Envisioning the Impossible

The suspension of disbelief can be a powerful tool when it comes to innovation. In an interview with Ezra Klein on The Ezra Klein Show, Rubin says,

“I talk, also, in the book about how you have to believe that something that doesn’t exist can exist to bring it into the world. If you start with the idea that it’s impossible, then it’s impossible. We believe our way into things, allowing them to come into being in the world.”

Traditional workplace meetings may call for purely practical solutions, grounded in what’s been done before and what is most logical. By allowing space to envision the impossible, Rubin encourages innovation that operates outside the status quo.

Skilled facilitators will create a safe, engaging environment where participants can comfortably put forth their most creative ideas, even if that means some suspension of disbelief.

Balance Discipline and Freedom

In The Creative Act, Rubin waxes on the balance between discipline and freedom. While the two concepts may feel naturally oppositional, Rubin actually sees discipline as “harmonious relationship with time.” With the right amount of and use of discipline, you can have more time to get to the creative acts and exploration you want.

A creative life is not one with no rules and a commitment-free schedule. A creative life makes time to practice awareness and curiosity in pursuit of new solutions, views, and experiences.

Learn to Embrace Creativity in Facilitation with Voltage Control

Rick Rubin’s The Creative Act: A Way of Being challenges traditional views of creativity, offering tips and techniques for reinvigorating your approach to creativity in both work and life. For facilitators, this book can be particularly beneficial, as many of the themes that the storied music producer discusses are highly applicable to the practice of facilitation.

At Voltage Control, we believe creativity is a necessary and powerful tool for facilitators—our Facilitation Certification program heavily emphasizes creativity. To integrate creativity into your daily practice, join Facilitation Lab, a vibrant community of facilitators and collaborative leaders committed to lifelong learning. Facilitation Lab hosts a free virtual meetup every week that you can attend to get a taste of the community.

Contact Voltage Control to learn more about what creativity can do for you and your business.

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With those common challenges in mind, we created this how-to workshop facilitation guide to help meeting facilitators prepare for and lead their workshops.

What Is a Workshop?

Collins Dictionary defines a workshop as “a period of discussion or practical work on a particular subject in which a group of people share their knowledge or experience.” In practical business applications, a workshop refers to an interactive meeting session that is centered around a specific topic or goal. 

Workshops differ from standard business meetings in length, typically taking much longer than a recurring meeting and sometimes spanning over more than one day. Workshops will often have many more attendees than day-to-day meetings, who take part in the presentations, collaborative activities, or other strategic planning.

Teams can leverage workshops for a variety of tasks, such as strategic planning for large projects or training for a new tool or initiative. Workshops should not be confused with seminars, which are much more focused on presentation from a subject matter expert rather than team collaboration and hands-on activities.

Understanding the Role of a Workshop Facilitator

Although not required for success, many teams bring in a professional facilitator or internal facilitator for their workshops. Workshop facilitators must balance a much broader workload, so having an experienced facilitator can hugely impact the outcome of the session.

Facilitators with experience in the workshop process can serve as a guide for the attendees, keeping them moving toward the ultimate goal. While some organizations have internal facilitators that can be used for workshop events, many do not and thus would benefit from bringing in a professional facilitator or committing a team member to a facilitation certification program.

Skilled facilitators can promote creative thinking, bring together different learning styles, and manage oppositional communications styles. Additionally, since workshops require a much higher commitment of time, they pose a higher risk of wasted hours. A dedicated workshop facilitator can mitigate that risk.

What Does Good Workshop Facilitation Look Like?

Like any good facilitation, workshop facilitation guides a group in collaboration toward a common goal. A skilled facilitator can ignite critical thinking and engage all participants in the decision-making process, making the most of the unique intelligence and key skills of all the attendees.

Nielsen Norman Group defines four facilitation goals:

1. Full and equal participation
2. Mutual understanding
3. Inclusive and collaborative decision-making
4. Shared responsibility

Successful workshops will bring together different perspectives and, through attendee participation, realize the vision for the event. Participants will feel bought in to the deliverables and may develop a stronger sense of connection to their team.

5 Ways Effective Facilitators Prepare for a Workshop

Much of the work of the workshop facilitator occurs before the session begins. With the proper planning, you can anticipate common challenges and implement efficient workshop facilitation techniques to curate a great session.

1. Establish Workshop Expectations

Take a moment to consider your attendees, the size of the gathering, and the overall culture and the group you are gathering. If you are an external facilitator and do not know the attendees well, consider taking a few minutes to chat with a manager or leader to get to know the dynamics of the group.

With those insights at top of mind, choose any rules of engagement that you’ll highlight at the top of the workshop. For example, if you have team members who have a history of talking over one another, you’ll want to remind attendees of expectations for respect and active listening. 

You can also utilize pop-up rules, which are simple guidelines that the group agrees to in order to hold the temporary space they share. Pop-up rules can be used for a successful workshop but also in other meetings in your organization.

2. Know Your Purpose

Take time to write a clear, succinct purpose for your workshop that you will share with the participants. Once that is established, you can share it with attendees. If attendees don’t know your “why,” they’ll be more likely to disengage or have a negative experience at the workshop.

Workshops can cover more than one topic, so it’s important to boil down to the core of why you’re dedicating a long period of time to the event. This vision should drive your decision-making as well as your guidance during the workshop.

Additionally, workshop facilitators should list any specific tangible deliverables they want to achieve. Before the meeting, you can prepare a template that will include those non-negotiable deliverables along with any intangible deliverables you’d like to achieve. An example of an intangible workshop deliverable is fostering a greater sense of buy-in from your team.

3. Create a Workshop Plan

Draft a clear workshop agenda, but remember that it may need to be flexible to best serve your ultimate goal. Your workshop agenda may include an objective, timeline, topics, and activities you’ll utilize. As part of your workshop plan, you should also detail practical information, like when breaks will occur and any key ground rules.

The best laid plans aren’t foolproof, though, so take the time to make a backup plan. Make sure you know what to do if you encounter technology issues, if you fall behind schedule, or if the workshop takes a different turn than you originally anticipated. Having a backup plan will make you feel more confident going into the workshop.

If you’re working as an external facilitator, you are unlikely to be a subject matter expert on the workshop’s focus, so you should also consider dedicating time to basic research. By having a better understanding of the topics covered in the workshop, you can better guide participants toward the workshop goal.

4. Gather a Workshop Toolkit

Successful workshops will require at least a few facilitation tools, from the online tools like note taking apps to the traditional supplies like a whiteboard. Start by reviewing what tools are included in and available to your workshop venue—and don’t forget to check for the basics, like making sure there are enough chairs and tables for every attendee to be comfortable.

Review the activities you’ll be leading during the workshop to double-check that you have everything you need for those activities. The activities themselves can be considered some of your most powerful tools and thus part of your workshop toolkit.

If you’re conducting remote facilitation, make sure you have all the software you need in working order and test to ensure that those online tools work properly when shared with your participants. Make sure you’ve selected tools that the participants have used before or that are user-friendly so no participant feels overwhelmed or unable to utilize the workshop tools.

Voltage Control offers a range of facilitation resources, including templates available for free download. These templates let you easily guide your facilitation group through specific exercises like empathy mapping, problem statements, and visual thinking. 

Consider also any accessibility or accommodations different team members will need. If you’re not sure where to start, read our thorough breakdown of workshop supplies in this article.

5. Establish Clear Communication

Before the workshop occurs, reach out to the participants to share any information they need in advance. If you’re an external facilitator, introduce yourself, but keep it brief and focus on sharing the goal for the workshop. 

You may create a communications plan for disseminating the materials that participants should receive before the workshop as well as sharing notes, deliverables, and surveys after the workshop. You can also brief any workshop speakers or stakeholders before the event so they know their responsibilities and are not surprised by any element of the workshop.

How to be a Good Facilitator During a Workshop

When the time comes for the workshop, trust that you’ve prepared well for the event and have the right workshop facilitation techniques and facilitation methods to ensure success. While facilitating, keep in mind the five foundational qualities that embody the facilitation mindset: purposed, inclusive, crafted, clear, and adaptive.

Below we’ve outlined important action areas to keep in mind during the session. 

Create an Engaging Environment

In your workshop, focus on creating a welcoming environment where participants are confident and comfortable sharing their ideas. Set aside time for open discussion, and share alternative ways to submit feedback for those attendees who aren’t interested in speaking publicly.

As the workshop facilitator, your role is not to talk at the attendees. Your dialogue should serve as a prompt for their collaboration and productivity, guiding them through different activities and keeping them on track to the ultimate goal. Be positive, thoughtful, and kind to the participants throughout the workshop.

As a successful facilitator, some of your foundational facilitation skills will be top of mind to accomplish this environment. By being inclusive, you’ll welcome everyone in and invite all perspectives. Additionally, by being purposed and crafted, you’ll have a well-designed plan in place for the event. 

With different workshop activities, you can engage participants and incorporate different communication styles. For example, design thinking activities like affinity grouping and dot voting provides a visual representation while also giving participants tangible work to do rather than passively listening to a discussion or presentation.

Utilize Creative Thinking Techniques

Effective facilitators use creative thinking techniques to guide participants toward their goals. While creative thinking may sound intimidating to an analytical mind, it’s something all business professionals partake on some level—everyone has been a part of a brainstorming session.

Design thinking is a unique process used for creative problem-solving that fuses what is desirable, technologically achievable, and economically feasible, considering the problem holistically. Importantly, design thinking is human-centered and can be used for many topics and problems beyond design and creative services.

Skilled facilitators may also unlock the child’s mind to use the power of play of childlike curiosity. In Magical Meetings, this practice is explained, “Being active, present, and curious creates a fruitful foundation for discovery and productivity.”

Accommodate Different Learning Styles

In day-to-day work, employees can leverage whatever learning style works best for them. In a workshop scenario, they must follow along with whatever activities the workshop facilitator has selected, which can cause unexpected challenges. Your ability to accommodate your attendees will come from your adaptive and inclusive facilitation skills. 

Your workshop activities help cover the different learning styles of the attendees. Incorporate activities that vary in learning styles and communications styles, such as activities that involve hands-on problem-solving and creative thinking.

After the workshop, share takeaways in a written medium and recorded audio, if possible, with key moments and ideas highlighted in a succinct list. 

Communicate Effectively

Some of your most powerful tools as a workshop facilitator are your communication skills. Your communication is what leads the workshop forward, keeps it on track, and assesses if you’ve met the goals for the event.

Keep in mind the communication styles of the workshop participants, mirroring those communication styles when appropriate. For example, if you’re working with a group of very casual participants, don’t approach the workshop with a highly professional rhetorical style. When it comes to your facilitation skills, your ability to be clear will be central to your communication. 

Follow Up and Gather Feedback

Have you ever spent hours or even days in what felt like a successful workshop, only to never hear about the outcome again? That radio silence is incredibly frustrating, making participants feel like they wasted their time or their voices weren’t heard. To avoid this, follow up on the workshop in a timely manner. 

In your follow-up, you can include:

• A thank you message
• Workshop notes
• Relevant deliverables
• Next steps
• Links to any resources

After the workshop, you should also request participant feedback. Utilize an anonymous, short survey to see what participants liked and disliked about the workshop process.

Keeping an open mind, take time to read both the positive feedback and negative feedback, appreciating what you did well and looking for areas of potential improvement. Negative feedback can often be the most helpful information, giving you a clear view of the facilitation skills you should work on improving.

Discover Workshop Facilitation Resources at Voltage Control

At Voltage Control, we are passionate about the art of facilitation and how it can be used to lead successful workshops. Whether you’re a novice facilitator or a professional who’s seasoned in facilitation methods, Voltage Control can help you harness the power of facilitation through our courses, workshops, certifications, and beyond. 

Voltage Control also hosts Facilitation Lab, a weekly virtual meetup of the facilitator community. Facilitation Lab provides a great place to engage in free and paid events that deepen learning and exposure to new facilitation techniques and workshop tools. 

Contact Voltage Control to discover the facilitation methods, certifications, and resources to learn how to be a good facilitator in a workshop. 

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Leadership is multifaceted and the lines often blur between roles, responsibilities, and core competencies. It’s a dynamic blend of vision, communication, and influence. Similar to the word strategy, it’s used more frequently than it is understood. But what if we were to reimagine leadership? In a recent conversation between Brene Brown and Adam Grant, the definition of facilitation became the focus of such a reimagination when Adam asked Brene: if the word ‘leadership’ didn’t exist, what would it be replaced with?

“Facilitation” – Brene Brown

Facilitation isn’t merely an add-on to a leader’s repertoire. It forms the foundation of effective leadership, enabling us to guide teams and entire organizations toward their goals while optimizing the meeting process for the most productive outcomes and fostering a culture of collaboration. Do you know anyone who hasn’t endured a meeting or training session that seemed to last forever with little to no substantial outcomes? It’s a common scenario, a clear indication that skilled facilitation is not an exclusive need of formal leaders. Rather, it is a critical competency that can empower anyone at all levels of an organization (and not just within formal leadership roles). 

The 5 Qualities of Faciliation

In this blog post, we’ll venture into every aspect of facilitation, focusing on five foundational qualities that embody the facilitation mindset – Purposed, Inclusive, Crafted, Clear, and Adaptive. Together, they embody the essence of effective facilitation, providing a roadmap to navigate the often complex terrain of leadership in today’s fast-paced world. As we delve into these qualities, we’ll shed light on the importance of the role of facilitator and how anybody, regardless of title, can step into this role. Keep in mind that these aren’t merely theoretical constructs. They are tangible skills that, when put into practice, can serve as the keys to unlocking transformative change and lasting impact within your teams and organizations.

For those eager to take a deep dive and master these skills, as well as the facilitator role, our Facilitation Certification Program is the ideal launchpad, providing comprehensive guidance and robust support as you embark on this journey of growth. We love training facilitators, and it’s evident in the care and depth we’ve put into this collaborative learning process. 

Purposed: The Guiding Star of Facilitation

Any worthwhile experience begins with purpose. Why are you bringing people together in the first place? It’s the reason behind gathering a team, the goal you hope to achieve. More than just a motivational mantra, purpose serves as an anchor for decision-making and strategy development. Who should be involved? What activities should we engage in? How do we adapt when things don’t go according to plan? All these questions more easily find their answers in the clear light of purpose.

Purpose is often the missing link in many organizational gatherings and business discussions. Without it, teams might find themselves adrift, lacking direction and focus. This makes it all the more crucial for leaders and facilitators to clarify the purpose of their gatherings.

Leadership within an organization can sometimes feel like navigating a ship through foggy waters, particularly when the senior leadership hasn’t clearly articulated the organization’s overarching ‘why’. However, this isn’t an excuse to abandon the quest for purpose. As skilled facilitators, it is our responsibility to create clarity, to guide teams toward common ground and a shared understanding of why they are doing what they’re doing.

In fact, by showing up in our role as leaders and facilitating through our role as leaders, we gradually shift cultures across an organization. This nudging can eventually guide the organization back to a place where its purpose is much clearer.

Voltage Control’s purpose is to develop leaders through a method-agnostic approach to learning and mastering facilitation skills. We anchor in this purpose often to ensure we are staying true to the belief that this approach will create optimal outcomes and best support leaders in their dynamic growth. In fact, if you let go of method-centric facilitation perspectives, it is easier to anchor to your purpose.

Not only does clarifying the purpose give meaning to our work, but it also sets the stage for the other qualities of facilitation to come into play. Purpose also demands a degree of transparency, allowing leaders to acknowledge biases and use them constructively.

While conventional facilitation wisdom advises us to remain unbiased, leaders often need to bring their own perspectives to the table. The key lies in transparency and conscious decision-making. There will be times when leaders should listen, be curious, and abstain from asserting their bias. Conversely, there will be times when leaders’ unique perspectives are needed to guide the team forward. Leaders must be present to purpose in order to attune to how their bias is helping or hindering the progress of the group.

Finally, clarifying the purpose can be a powerful tool for preparation and aligning expectations. When attendees understand the purpose of a meeting or gathering, they can better prepare and engage meaningfully.

Being ‘purposed’ in facilitation allows for insightful preparation, alignment of expectations, and transparency, creating a more cohesive and effective gathering.

Inclusive: The Heart of Facilitation

A common misconception is that being inclusive means involving everyone all the time. However, as Art of Gathering author  Priya Parker brings into focus, optimal inclusion sometimes requires deliberate exclusion. This doesn’t mean permanently sidelining certain individuals but rather knowing when and where their involvement is most beneficial.

Having a clear purpose allows us to be intentional about who should be part of a gathering and at what stage. It’s not about creating a permanent state of exclusivity but recognizing that not every conversation requires every person. Not never, just not right now. Understanding this allows leaders to strategically gather parts of the team, depending on the purpose and desired outcomes of the facilitated moments.

Additionally, inclusivity goes beyond the mere presence of individuals. It’s also about creating a psychologically safe environment where everyone feels comfortable sharing their thoughts and ideas. This nurturing of psychological safety becomes easier when the right people, connected to and committed to the purpose, are involved. It fosters a sense of vulnerability and nudges people to contribute more freely.

Another key factor in inclusivity is patience. Good facilitators should allow participants to express their thoughts and opinions freely, knowing when to let the conversation flow and when to intervene or redirect. The facilitator’s patience often correlates with the depth and quality of the participants’ input. For example, working with an interpreter invites a slower pace, allowing more time for consideration and deepened understanding.

This patience also nurtures an internal focus in facilitators. Instead of focusing only on external progression, excellent facilitators embrace pauses and allow for thoughtful consideration. This fosters better understanding and reduces confusion among the participants. A facilitator who talks incessantly or aimlessly just to fill the silence is usually not deeply anchored in purpose and inclusivity.

Being inclusive in facilitation requires leveraging our purpose to be deliberate about who to involve, creating a psychologically safe environment, and exercising patience to allow for meaningful engagement for all in the room.

Crafted: Designing With Care

A crafted approach requires understanding that everything we do in our professional lives – from our work to our collaborations to our culture – is designed in some way. As such, leaders need to see themselves as the designers of the experiences their teams and coworkers engage in.

Being ‘crafted’ in facilitation is about caring. It shows that you care enough about your purpose and the outcomes you want to achieve that you deliberately design the space and process in which these outcomes can be realized within established time limits. Sadly, we often come across instances where there isn’t enough deliberation or care, sometimes due to the demands and pressures of the organization.

When we talk about care, we must also consider intention. Are we taking the time to be purposeful, to have intent, to be planful? This reflects in the way we craft our facilitated spaces.

A crucial concept we teach in our facilitation certification, from Gamestorming, is the idea of creating temporary worlds. These temporary spaces allow people to have impactful experiences, meet their desired outcomes, and realize their potential for change and growth. And if these temporary worlds are that impactful, then participants want them to become part of their day-to-day worlds.

The crafting process involves considering many elements, from the overall design of the meeting or workshop to the pacing and cadence. Effective meetings are seen as learning experiences, not just as items on an agenda. Furthermore, the design should not be confined to a single approach or methodology. As facilitators, we should remain method agnostic to best serve our participants’ needs and circumstances.

This process also requires careful attention to the amount of work and dialogue expected from the participants. What is reasonable, and what is exhausting? How many activities are too many? These considerations are vital for crafting effective experiences.

A well-crafted facilitation process is akin to a well-designed product. It emphasizes simplicity and focuses on what’s essential rather than overloading with unnecessary features. Such simplicity can be a powerful design technique, provided we understand our purpose, know our audience, and keep them at the forefront of our design decisions.

Being crafted in facilitation involves careful design, clear intention, and an understanding of the people and purpose at hand.

Clear: Concise and Transparent Communication

The notion of being clear aligns with our earlier discussions on creating space and patiently pausing  ensure understanding. After all, all meetings, brainstorming sessions, workshops, and learning experiences need clarity in instruction, setup, and an invitation to achieve optimal outcomes.

The responsibility for clarity lies with us as leaders and facilitators. One simple language shift we recommend is moving from asking, “Did you understand that?” to “Is there anything I might further clarify or better explain?” This subtle shift places the responsibility of understanding back on the facilitator rather than the participants, where it should be.

It’s also beneficial to avoid yes/no questions as they often close off opportunities for further clarity. By framing questions more openly, we can better coalesce toward a shared understanding.

Clarity is also connected to design. It’s about being concise and distilling information down to its essentials. Anything that does not directly serve the purpose can act as a block, preventing participants or team members from understanding the direction and how they can contribute to reaching the goal.

Keeping a ‘clarity journal’ can be a powerful tool for self-improvement. Make a note of instances where your instructions were met with confusion, then reflect on what may have caused the ambiguity. This reflection can help you craft clearer prompts and instructions.

Fostering clarity in a facilitated session involves clear and concise language, real nouns and verbs, and questioning the necessity of every other piece of information. Asking for feedback can further improve clarity, helping identify areas of potential confusion or misunderstanding.

Clarity is not only about our ground rules and prompts but also about the understanding shared in the room. Internal and external facilitators alike must be attuned to situations where participants might not be on the same wavelength, using different metaphors or similar words with different meanings. By pointing these out and helping disambiguate, we enable the group to reach alignment.

Facilitators are witnesses, connected to the group’s purpose and helping the group help itself to become clearer. Clear and concise communication is essential for a facilitator to guide decisions and convey information to the group effectively. This not only involves conveying information but also helping the group understand what they are there to accomplish and how they are expected to participate.

Facilitating with clarity demands intentional communication, distilling information to essentials, actively resolving misunderstandings, and continuous self-reflection. As facilitators, we provide a clear path for understanding and participation, paving the way for effective collaboration and ensuring all voices are valued in the shared pursuit.

Adaptive: Dancing with Change in Facilitation

Having a plan is crucial; however, sticking rigidly to that plan despite shifting dynamics is a recipe for disaster. Being adaptive, serves as a balancing act between having a strategy and knowing when to pivot in service of the purpose. After all, the magic of facilitation often unfolds in its adaptability to what’s happening in the room.

It’s less about discarding the other qualities we’ve discussed and more about holding them with an open hand, ready to modify our approach in line with the changing needs of the group. We shouldn’t see this adaptability as abandoning our carefully laid plans. Instead, we are staying present, attuned to the dynamics of the room, and ready to pivot our approach to serve our purpose effectively.

Leaders should be adept at reading the room, picking up on non-verbal cues, gauging the energy and engagement of the participants. This is a skill, foundational as it may seem, that can be cultivated over a career, enriching your practice and enhancing your adaptive capacity.

Active listening skills are key to facilitating from an adaptive perspective. Active listeners use questions to gain deeper insights into what’s transpiring within the group, empowering everyone to make decisions that best serve the purpose. In moments of conflict, which can emerge as a testament to inclusivity and diversity of perspectives and a safe space, being adaptive equips us with the ability to mediate and guide the group toward resolution and progress.

The adaptive nature of facilitation is also evident in the fine balance it requires; not only does it involve allowing the group adequate time to move at their own pace, but it also entails knowing when to steer them toward the main objective. This interplay between flexibility and firmness, as well as effective time management, may seem like an art, but it’s actually a craft that can be mastered with experience and conscious practice.

Remember, being adaptive doesn’t mean we throw the other four qualities to the wind. In fact, our ability to be adaptive is a testament to how well we’ve anchored in our purpose, fostered inclusivity, crafted our process, and ensured clarity,. Being adaptive allows us to respond dynamically to the realities of the room, enhancing our ability to guide the group toward the shared goal.

The dance of facilitation is one of conscious movement between structure and flexibility, control and release, all the while keeping our gaze fixed on the guiding star of purpose. Embrace this dance, cultivate your adaptive nature, and witness your growth as a transformative leader and facilitator.

Embracing the Qualities: The Path Towards Effective Facilitation

I urge you to actively practice and nurture these qualities. Embrace the challenges and opportunities they present. Seek feedback, learn from your experiences, and continuously strive to learn new facilitation techniques and enhance your facilitation skills. Consider joining a community of practice like our Facilitation Lab as a stepping stone on this journey of growth and improvement.

The journey may be challenging, but the rewards are immense. By cultivating these qualities, you’ll not only become a more experienced facilitator but also a stronger leader, capable of inspiring, guiding, and empowering your team toward achieving common goals.

The path to effective facilitation awaits. Embrace the journey.

FAQ Section

What is facilitation training, and why is it important?
Facilitation training equips individuals with practical facilitation skills to lead meetings, manage diverse groups, and guide discussions toward a successful outcome. It’s essential for leaders in both business and educational settings as it ensures that meetings are productive, inclusive, and goal-oriented.

How can I handle difficult people during facilitation sessions?
Handling difficult people requires strong communication skills, patience, and maintaining a calm, inclusive environment. Facilitators should focus on creating positive reinforcement, setting clear expectations, and steering the conversation to keep the entire meeting on track toward its goals.

What is the role of a professional facilitator in a remote facilitation session?
In remote facilitation, professional facilitators must use online tools and techniques to keep participants engaged. This includes creating a facilitation framework tailored to the virtual environment and using facilitation games to maintain high energy levels and focus on meeting goals.

How can facilitation training improve project management skills?
Facilitation training enhances project management skills by teaching leaders how to manage meetings, set clear objectives, and foster collaboration. Through effective facilitation, project managers can align teams, resolve conflicts, and ensure that projects meet deadlines and goals efficiently.

How does Voltage Control’s facilitation training differ from others?
Voltage Control’s facilitation training offers advanced, hands-on workshop facilitation training, designed to build facilitation muscles through engaging activities and real-world facilitation experiences. Our training develops facilitative leadership, preparing participants for both business and educational settings.

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