What a facilitator actually does

Have you ever commissioned a facilitator?

It's one of those jobs that sounds deceptively simple. But here's what it involves, using the example of a Leadership Summit I'm facilitating next week.

Initial discussions lead us to ask the client's members to share their main challenges and opportunities. Their feedback shows cheering levels of confidence but a growing awareness of the impact of change.

I propose a 'Human Judgement' theme to help leaders build their own skills in this area and those of the people around them.

My task is then to structure the day, allowing time for a State of the Nation briefing and panel discussion.

This creates opportunities for three structured sessions, which I then devise. I build them around Team (your people), You (the leader), Us (the team and leader together).

Then each of those sessions needs to be planned with the same diligence as if I were just delivering one of them.

The advantage you have as facilitator is you can create a sense of flow, so the day has a logic and rhythm. Essentially you can create an experiential arc that builds a story throughout the day.

Most of the sessions use materials I already work with, but some elements are new. I research tools, theories and processes that will support the theme and provide attendees with the most value.

All these now need shaping into a slide deck which acts as an agenda for the day as well as providing the backdrop for the sessions.

Similarly, a delegate handbook, which brings together all the day's activities and provides space for action commitments.

Meeting the panel to understand each person's input allows me to create a structure to that session and follow up with a formal briefing. It also means I can gauge their style and approach as individuals, and ensure each gets the opportunity to bring their best to the table.

In the meantime, there are numerous opportunities to catch up with my client, update them on my progress and find out how they are doing.

It's great to discover that we are pretty much at capacity. The focus of the day has clearly met a need.

Which is no surprise, because that initial research has revealed it.

Throughout the process I am testing and practising my approach, smoothing off rough edges, finessing timings and finalising materials.

All this, of course, before the day itself.

The level of preparation is necessary to ensure that the delegates gain real value from their investment. They're busy people and if they are to pay to come and give up a working day it has to be useful.

And as for the Summit? I will be deploying my values, bring positive energy, know what matters, make the effort, leave things better, to ensure that it goes with a swing.