No one should expect the meetings they attend or facilitate to be perfect. Groups lose their attention. They may not understand instructions for an exercise, or they respond with blank stares at a question. The process often doesn’t produce the results expected.
But most, if not all, of these problems can be traced back to ineffective facilitation planning and preparation. Planning makes a difference. It helps the group feel confident in both the facilitator and the process, and keeps them focused on the discussion and the task at hand.
Jeff Bracken, an organizational effectiveness consultant, provides a clear process and useful guidelines to help facilitators plan and customize meetings to reach the goals of the group. Bracken’s approach is not a linear, generic cookie-cutter template that applies to all facilitation situations. However, it does provide ”eight Ps for effective facilitation planning and preparation."
The eight Ps are: perspective, purpose, people, product, place, process, practice, and personal preparation. Following is an overview of each.
1. Perspective
Developing an understanding of the group’s purpose, mission, vision, goals, and context is critical. Questions you might ask as you think about gaining perspective for facilitating a group or team:
- What is the purpose and mission of the group or organization?
- What is the organizational structure?
- How are decisions made?
- What does leadership look like?
2. Purpose
It is essential to understand what the group or organization views as a successful meeting or event before determining specific deliverables and how to measure results. Questions you might ask as you determine your group’s needs and expectations:
- What are the desired results or outcomes?
- What do we need to achieve in this meeting or during this event to meet our needs?
- What type of atmosphere do we need to create in order to accomplish the results we want?
3. People
It is common to overlook how participants can and should contribute in an event or meeting, and how to include them. Once you have mapped out who needs to attend, here are some additional questions to ask:
- What are the potential conflicts?
- What are the biases, preconceived ideas, and other potential barriers to success?
- Have we thought thoroughly about who is affected by this decision? Should we expand our thinking about who needs to contribute?
4. Product
While this may appear to be similar to purpose, it is more specific. While purpose explains why we are having the meeting, product considers what will be produced as a result of the meeting. Questions to consider:
- What will be delivered? (e.g., a formal recommendation, a plan, a budget)
- What is the most important thing we need to accomplish?
- What documentation do we want to walk out of the room with?
5. Place
This step is probably most overlooked by inexperienced facilitators. Assuming that any room or space will do is simply not enough. Don’t leave selection of the physical meeting space to someone else. Think through what type of space will ensure the process works. This is an important step in virtual meetings as well, even though the space will be different. Questions to help determine your space needs are:
- How many participants will be attending?
- What activities during the meeting need to be considered? (e.g., break out groups, large visuals, working space)
- Do participants require any special needs or adaptive considerations?
- What equipment is needed, such as computers, internet access, flipcharts, and wall space?
- What online tools make the process work better?
6. Process
Once you have considered the above five Ps, you are in a good position to design a process that fits your group or organization’s unique situation and needs. There are numerous processes that can be designed for different results, such as decision-making, improvement, problem-solving, and strategic planning.
Start with a facilitation agenda that provides clear guidance on the individual items that need attention, time allocations, and expected outcome. Then, select tools such as activities, questions, and exercises for each agenda item. Questions to consider when designing a process:
- Does the agenda item need dissemination, discussion, or decision? These three Ds help determine what type of tool to use.
- What is the best flow for the agenda?
- How much time is needed for each item, and what tools can be used effectively for the allocated time?
7. Practice
Doing a dry run of the process before facilitation is an important step, but it takes time that many facilitators don’t have. Practicing helps facilitators identify areas that need adjustment or that have been missed. Visualizing and rehearsing the meeting, anticipating potential problems, and preparing appropriate contingency plans is essential.
On the day of the meeting or event, arrive before the participants. Arrange the room to test your equipment and make sure all your materials are ready. For online meetings, test the online tools to make sure you understand how they work. Finally, take a few minutes to check your appearance and visualize yourself facilitating a successful meeting.
8. Personal preparation
If you are not personally ready to perform, your participants will know it. This involves being mentally, emotionally, and physically ready.
Some experienced facilitators recommend exercising the morning of the event. While exercising, visualize the event and the different parts of the agenda. Exercise also prepares facilitators mentally and physically to stand and walk throughout long meetings.
These eight Ps of effective facilitation planning and preparation can make the difference between a poor and unproductive meeting and one that is inspiring, motivating, and productive. When you prepare, you help groups make the most of their time together.
Jeff Bracken, Eight Ps of Effective Facilitation Planning and Preparation, The IAF Handbook of Group Facilitation, Best Practices from the Leading Organization in Facilitation Edited by Sandy Schuman, Jossey-Bass, San Francisco, CA 2005.