Learn tips and techniques for successful large group facilitation in long meetings. Discover how to create a dynamic and collaborative meeting experience.

I often have packs of swets or chocs and often buy mini medals or chocolate coins. I give these out during the sessions to reinforce participation. I actually give them to people who have a go at an answer and it's wrong! Celebrate 'failure' too!

How can you maintain engagement during long meetings for Large Group Facilitation leaders?

Long meetings can be challenging for any leader, but especially for those who facilitate large groups of diverse and dynamic participants. How can you keep everyone engaged, focused, and productive without losing energy, momentum, or creativity? Here are some tips and techniques that can help you achieve successful large group facilitation in long meetings.

1 Set clear expectations

Before the meeting, communicate the purpose, agenda, and expected outcomes of the meeting to the participants. Explain the roles and responsibilities of the facilitator, the speakers, and the attendees. Establish some ground rules and norms for how the meeting will be conducted, such as time limits, participation modes, feedback methods, and decision-making processes. This will help everyone prepare for the meeting and align their expectations with the meeting objectives.

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Amanda Benbelaid

Learning Excellence and Personal Development
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If it's a longer duration such as a week or ongoing sessions, I take more time and turn this into a flip activity and get them to start with suggestions. During the debrief, I positively reinforce groups who listened well and got suggestions from quieter people, etc. I tell them that they are already halfway there, so keep it up!

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2 Use interactive methods

During the meeting, use a variety of interactive methods to engage the participants and stimulate their thinking. For example, you can use polls, quizzes, surveys, or games to gather feedback, test knowledge, or generate ideas. You can also use breakout rooms, chat functions, or online platforms to facilitate small group discussions, brainstorming, or problem-solving. These methods can help you create a more dynamic and collaborative atmosphere, as well as cater to different learning styles and preferences.

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Nicole A. Harris, MSIDT

Learning Strategist | nicoleharrislearningsolutions.com 🔸Future Folklorist🔸Training Facilitator🔸eLearning Creative🔸Arts Programmer🔸African Diaspora Educator
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Great large group facilitation is best when participants are in the act of DOING. The benefit is that an adult audience comes to a session with a myriad of talents, gifts, and skills. You can use that to your advantage and leverage this. The benefit is that it taps into the power of experiential learning, allowing participants to actively apply their skills and knowledge, enhancing retention and understanding. Experiential learning fosters the deep connection between theory and practice. This approach encourages participants grapple with real-world challenges to ultimately preparing them for future situations they may encounter.

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Amanda Benbelaid

Learning Excellence and Personal Development
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Think VARK - visual, auditory, read/write and kinesthetic mix of delivery. Some say it's bee debunked but I'll fight the case for a mix of above to the end! Also take into account those who need more time to think. Miro is great for online involvement or jam board. Musical flips gets them moving round a room. Get them to share reflections in a group flip drawing. So many things you can do and only limits are your imagination, time and resources!

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3 Check in regularly

Throughout the meeting, check in with the participants to gauge their level of engagement, understanding, and satisfaction. You can use verbal or non-verbal cues, such as asking questions, requesting thumbs up or down, or using emoticons or reactions. You can also use formal or informal feedback tools, such as surveys, polls, or evaluations. These check-ins can help you monitor the progress of the meeting, address any issues or concerns, and adjust your facilitation style or strategy accordingly.

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4 Take breaks

One of the most important ways to maintain engagement during long meetings is to take breaks. Breaks can help the participants refresh their minds, recharge their energy, and relax their bodies. Breaks can also help you avoid fatigue, boredom, or frustration that can affect the quality of the meeting. You can schedule regular breaks throughout the meeting, such as every hour or after a major topic. You can also encourage the participants to take micro-breaks, such as stretching, breathing, or drinking water.

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5 Celebrate achievements

Another way to maintain engagement during long meetings is to celebrate the achievements and successes of the participants and the group. You can acknowledge and appreciate the contributions, insights, or ideas of the individuals or teams. You can also highlight and celebrate the outcomes, results, or decisions of the group. These celebrations can help you create a positive and supportive environment, as well as motivate and inspire the participants to continue their efforts.

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Amanda Benbelaid

Learning Excellence and Personal Development
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I often have packs of swets or chocs and often buy mini medals or chocolate coins. I give these out during the sessions to reinforce participation. I actually give them to people who have a go at an answer and it's wrong! Celebrate 'failure' too!

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6 Follow up

After the meeting, follow up with the participants to reinforce the learning, action, and commitment of the group. You can send a summary of the meeting, including the key points, takeaways, or next steps. You can also solicit feedback from the participants, such as their opinions, suggestions, or questions. You can also provide additional resources, support, or guidance for the participants to implement their plans or tasks. These follow-ups can help you sustain the engagement, momentum, and impact of the meeting.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Martin Thomas

General Manager / Strategic Facilitation Specialist / Consultant
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Choose a pleasant venue in a pleasant environment for the facilitation. It is essential to have rooms with lots of natural light, but not direct sunlight. An outlook into greenery is ideal, as is elevation, especially for break times. Serve only light finger-foods for lunch. Heavy, seated meals should be avoided, otherwise participants will be sluggish while the meal digests (and the afternoon will become inefficient). Include some sessions of movement throughout the day, and mixing of group participants. Have energy drinks available in the afternoon. Rooms with artificial light sap everyone's energy in no time at all. If it is a multi-day facilitation ensure relaxing socializing space is available nearby e.g. a lounge bar / restaurants.

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How can you maintain engagement during long meetings for Large Group Facilitation leaders?

1

2

3

4

5

6

7

1 Set clear expectations

2 Use interactive methods

3 Check in regularly

4 Take breaks

5 Celebrate achievements

6 Follow up

7 Here’s what else to consider

Large Group Facilitation

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How can you maintain engagement during long meetings for Large Group Facilitation leaders?

1

2

3

4

5

6

7

1 Set clear expectations

2 Use interactive methods

3 Check in regularly

4 Take breaks

5 Celebrate achievements

6 Follow up

7 Here’s what else to consider

Large Group Facilitation

Rate this article

Thanks for your feedback

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