In my facilitation training I am often asked what my ‘nightmares’ are. I find that hard to answer, but I do know the things I think about a lot.

These are the issues which I have worked on the most.  A few of these ‘points I ponder’ include:
1) Very ‘introverted’ groups – I now make sure I give people lots of private time to think.
2) Long post lunch plenary sessions – I use voting and humour and physical activity to keep it lively.
3) Very long panel discussions – I use controversy or comedy. I use buzz group conversations to surface any questions (to avoid the long silences that can happen when opening the floor to a large, unsure group – silences that can depress, further dampen or unsettle a group). Some colleagues like to pump prime a few people to lead off with comments and questions from the wider group. I find that a bit artificial.
4) Teach or communicating something I know only very shakily (eg directions, a concept) – I get someone else who knows, to do it!

One issue I think about a lot is how to ensure all plenary feedback is successful. In most large meetings there are times when small groups meet. And after that there is often the expectation that there is some sort of report back.

Some of the options I think about at this time of plenary expectation (and risk) include:
a) Is feedback really needed? Maybe participants will be happy to find out what happened over tea. Or you could just ask for one point from each group. This will then create time and space for other ways of working – such as the neglected Q&A or reflection (“what have you learnt; what is bothering you; what is the single key issue we need to crack” etc).
b) How can feedback be focused and brought to life? I like the use of posters to focus both group work and feedback. As well as a gallery of charts with a host to explain them, do consider getting photos of each poster on a screen and asking a rapporteur to point out a couple of key points. If the posters ask for images/doodles, you have a natural discussion point. Getting a question to put to the vote (and discussion) from each group is useful too.
c) Might asking each group feeding back to use photos and bullet points on a slide or two help?
d) Would a ‘fishbowl’ with representatives from each group be more interesting (due to the theatricality of the moment)?
e) If a design team has been working on the event, then their involvement can mean there is more ownership and a better vibe. These groups are often about 10% of the whole, so the ripple effect in terms of concentration, interest and buzz can make a very big difference.

Have fun experimenting!

Tags: management, meetings