A facilitator will be responsible for guiding a group through the agenda and its related activities.
Will participants be asked to share and interact with one another? Are there moments where participants will break out into smaller groups? Will it be ok if some participants simply want to listen and observe?
Sharing space with others in a virtual setting has similar–and different–implications than gathering together in person. Without a sense of body language or more range of physical space to take in, we use verbal, written, or virtual cues to indicate when it is time to speak, share, or pass our turn. Below are some easy ways you can invite participation from attendees to increase interactivity and collaboration:
Model first, then pass
Set an example by taking the opportunity to share your response to a prompt first and then pass it on to another participant of your choice
Alphabetical order
If you notice that the group needs some support in participating, try prompting by alphabetical order of their display name or sequential order of their virtual screen, e.g., “Pass it to the person on your left.”
Raise hand function
Platforms like Zoom offer a virtual cue function where participants can “raise their hand” if they would like to be called upon next for sharing.
Stacking names in the chat
You may also encourage participation by asking participants to list their names in the chat, creating an easy list of participants to call upon when it is their turn to speak.
Designate a group rep
If you are seeking input from groups, try nominating a representative to share on behalf of the whole.
Always offer a right to pass
Not all participants are here to speak or share. Please avoid mandatory directives unless it is absolutely a requirement as a part of participation. Always offer participants an opportunity to pass and listen.
Co-Creating with Group Activities
Depending on the nature of your event, you might find a use for team building or group relationship-building activities and ways to generate ideas with others.
We’ve created a broad set of co-creation tools on a Google Slides template that you can adapt and use for your event.
Use this resource:
KQTx Co-Creation Tools Template
KQTx Co-Creation Tools Slides (2022)
^ Link to KQTx Co-Creation Tools Presentation Template for Facilitators and Event Hosts
Tending to Time
A facilitator is responsible for keeping track of time and ensuring that all significant parts of the agenda have been addressed.
We want to respect and honor everyone’s participation by offering a well-thought-out agenda, complete with time parameters for each section.
Timekeeping is not creating a false sense of urgency. Timekeeping is designating spaciousness for certain parts of the agenda to be more fully experienced. You may need to adjust things on the fly. Perhaps there are parts of the agenda you can sacrifice to bring the group closer to your goals.
Here are some tips for timekeeping:
Check-in with your group’s energy
We encourage you to ask how the group feels so you have an idea of whether or not participants need more time or are ready to move on in the agenda
- “How is everyone feeling on time?”
- “With the remaining time we have left, would folx rather stay in our brainstorming space or move on to the next activity?”
Assign a designated timekeeper
Frequently, it’s helpful to have another person on your support team minding the time so that you can focus on the content of your agenda
- “May I please ask for a time-check on this section?”
- “Can someone please volunteer to hold me accountable for a time by setting the timer for 10 minutes?”
Back up plans
Prepare a backup plan or activity in case you run out of time in any section.
- “Just in case we run out of time for brainstorming, we will share a link to a document where you can continue to add your own ideas after the event.”
- “Since we are having such an engaging discussion, I am suggesting that we skip the breakout group activity and give more time for our main group topic.”
Offer other ways to continue
Sometimes it's helpful to offer participants a way to continue the conversation or continue connecting, especially if you’ve run out of time during a particularly engaging discussion.
- “If you enjoyed connecting with others in this brainstorming space, we’ve created an optional contact sheet so you can continue sharing after the event.”
- “We will host a follow-up event where we can continue our group discussion and invite you to share this with any other KQTs who may be interested.”
