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Draft a list of participants to
be invited
Secure logistics and
materials
Arrange for translation
Who should be invited to participate will depend on the objective and
agenda of the particular workshop and if you plan to hold additional ones
at another time. It should also be done in consultation with all groups in
the community to ensure adequate representation.
This includes considerations such as location, layout of the space or room,
availability of space for small groups or breakaway discussions, reliable
electricity source and data projection equipment (if required), pens or
markers, paper, flip charts, recording equipment, food and refreshments,
restroom facilities, and child care.
Accommodate languages that participants prefer to speak, including in
written materials. If many languages need to be used, participants could
work in smaller groups and later report back with translation assistance.
Depending on availability of resources, you could use simultaneous
translation. Note that translation can take a long time, so consider this
when planning timing and length of the workshop.
Table 5: The role of the facilitator during a workshop or meeting
Task
Set the ground rules
Create space for
trust and sharing
Be an active listener
Be creative
Follow the agenda
Keep time
Keep a record of
discussions
Details
This is an essential step that establishes the authority of the facilitator and
demonstrates respect for all participants. ‘Ground rules’ for the workshop or
meeting may include, among others: no interruptions while a person is talking;
taking only the necessary length of time to speak (if the group is small, you could
use a ‘talking stick’ or conch shell); respect for others’ opinions; acceptance of
new ideas and suggestions without judgment; facilitator has authority to suspend
discussion if there is a deadlock in order to agree on a procedure for resolution.
Gaining the trust of participants can be more challenging in a multi-stakeholder
setting, for example, with community members, highly educated bureaucrats, and
NGO personnel. Try to ensure the dynamic is balanced by inviting the community
to set the level of the conversation. ‘Ice-breaker’ questions or activities could be
used to encourage interactions from the beginning.
This is the most important role of a facilitator. It requires insight into group
dynamics. In a particularly heated discussion, it also requires skill and confidence
to intervene or shift the focus to build on earlier consensus.
Draw from the community’s culture and forms of communication and sharing. For
example, begin with a traditional song or blessing. Make use of engaging activities,
working groups, and breakaway sessions as much as possible. Plenary discussions
should be limited to presentations and reporting back sessions. Consider using
more than one facilitator, especially in large groups.
At the beginning, seek agreement from the participants on the agenda and stick to
it. If changes are desired, discuss and agree upon them as a group.
Unless the meeting is intended to be completely open-ended and flexible, manage
the agenda time slots carefully. Any deviation should be discussed beforehand and
practical arrangements made to ensure that all necessary topics are addressed.
Community members are busy and their time should not be taken for granted.
Plenary discussion should be recorded as a series of decisions linked to the agenda
rather than verbatim. Working group discussions and outcomes should be
captured and circulated or presented during the workshop (for example, using a
rapporteur from each group). Workshop reports require considerable effort and
skill if they are to capture an authentic record of the creativity and consensus that
can emerge, but much depends upon the structure and flow of proceedings.