Key concept
Before groups meet, an important decision is knowing what type of facilitator — internal or external — will help your group make its best progress toward its goals. When the type of facilitator matches the needs of the meeting, effective meetings are more possible.
What type of facilitator will help the most?
Tip: Consider when to use an internal or external facilitator
Groups need meetings that make progress, and good facilitation makes this possible. A skilled facilitator, or process manager, designs an effective process and guides the discussion toward results. Facilitators can either be existing members or leaders of your group or they can be external — competent facilitators who you engage to plan and facilitate the meeting. Internal and external facilitators each have advantages and disadvantages.
Internal and external facilitation
Facilitators design and support sound processes for calling a group together; they pay attention to the how of a meeting. Groups should consider carefully who is in charge of the how of the meeting.
- An internal facilitator carries dual roles. They must guide while also being a member of the group. This is a common role for managers and supervisors.
- External facilitators are not members of the group.
When deciding whether a meeting should use an internal or external facilitator, consider the advantages and disadvantages of each.
Facilitation pros and cons
Internal facilitation
Internal facilitation taps people who are part of the organization, project, or community to manage the process. In organizations, internal facilitators are often middle or upper-level staff members with skills in guiding group discussions, processes and decision-making. In communities, they may be elected officials or staff people.
Internal facilitators may or may not have knowledge or expertise in the technical/content issues that are being discussed.
Advantages
- Internal facilitators often have detailed knowledge about the issue being discussed.
- They have knowledge of the history and context of the situation.
- They have knowledge of or relationships with, many of the participants and stakeholders.
- They may cost less than hiring an external facilitator.
Disadvantages
- Internal facilitators may have untested assumptions and biases about the issue, as well as the history of the situation.
- Group members may perceive an internal facilitator as biased for or against certain participants, stakeholders or decisions.
- Internal facilitators may not want to risk their position within a group or community by asking difficult or controversial questions.
- They may be reluctant to challenge people in positional power for fear of retribution.
External facilitation
External facilitation taps people from outside the organization, activity or community as process managers. An external facilitator's primary interest is to guide a process that assists the group in discussing and taking action on issues.
Advantages
- External facilitators are less likely to have a vested interest in supporting a specific decision.
- They bring fresh perspectives and new questions to the discussion.
- They are willing to ask difficult questions and confront assumptions.
- They can move the group forward when dealing with difficult or controversial issues.
Disadvantages
- External facilitation requires time for the facilitator to become familiar with the issue, context, participants and stakeholders involved.
- External facilitators may be viewed as outsiders and not respected or trusted.
- They typically require a fee for their services.
- They may only be present for a portion of a larger process/series of questions.
- Any personal biases the external facilitator brings to the meeting may be unknown to participants, making it difficult to monitor their objectivity.
Block, P. (2000). Flawless consulting: A guide to getting your expertise used (2nd ed.). San Francisco, CA: Jossey-Bass/Pfeiffer.
Boyce, K. (2005). Internal and external facilitation: A comparison. Fact sheet. St. Paul, MN: University of Minnesota Extension.
Schwarz, R. (2002). The skilled facilitator—new and revised. San Francisco, CA: Jossey-Bass.
How can Extension help
Extension leadership and civic engagement (LCE) educators work across the state of Minnesota. They provide educational programs and consultations that help communities solve problems and make decisions.
Contact an educator near you or program leader Holli Arp.
Reviewed in 2026