Pre-Session Planning for Facilitators
A must-have guide for ensuring a smooth, intentional, and high-impact facilitation experience.
Listen to the Checklist
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🧠 1. Clarify the Purpose & Outcomes
- What is the goal of the session?
- What are the desired outcomes (decisions, ideas, alignment, learning)?
- Who requested the session, and what are their expectations?
- Is facilitation the right approach—or is it better served by training, consulting, or coaching?
👥 2. Know Your Participants
- Who will be attending? (roles, levels, size of group)
- What is their prior knowledge, context, and emotional climate?
- Are there any difficult dynamics or sensitivities to prepare for?
- Do you need to gather input beforehand (e.g. pre-surveys)?
🗺️ 3. Design the Session Flow
- Define a time-boxed agenda with clear transitions.
- Choose appropriate facilitation formats (e.g. Liberating Structures, breakout rooms, Miro boards).
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Build in time for:
- Check-in / Icebreaker
- Core discussion / work
- Reflection / wrap-up
- Prepare backup activities in case something doesn’t land.
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Learn More🧰 4. Prepare Materials & Tools
- Slides, sticky notes, markers, charts (for in-person).
- Miro, MURAL, Whiteboard, Zoom, breakout rooms (for online).
- Google Docs or Notion for collaborative notes.
- Timer, polls, and whiteboard tools.
- Printouts or pre-loaded documents (if needed).
🔊 5. Tech & Environment Check
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For Online:
- Test video, audio, screen share
- Set up breakout rooms in advance
- Check participant permissions (e.g. chat, annotation)
- Share Zoom/MSTeams links and backup plan
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For In-Person:
- Room layout: seating, whiteboards, AV setup
- Ventilation, lighting, signage
- Microphones or amplifiers (if group is large)
- Accessibility needs
🧭 6. Prepare Your Facilitation Toolkit
- Opening and closing phrases.
- Questions and prompts to use during tough spots.
- Ways to handle conflict or disengagement.
- List of roles (co-facilitator, host, tech buddy).
🤖 7. AI Co-Facilitator Setup (Optional)
- Enable Otter.ai, Fireflies or similar tool for transcription.
- Load ChatGPT prompt templates if needed.
- Pre-set AI templates for summarizing, brainstorming, and note capture.
📩 8. Communication & Confirmation
- Send out pre-work, context, or agendas.
- Confirm participation with attendees or key stakeholders.
- Provide pre-reading or thought-starters if required.
- Share ground rules or working agreements.
🔚 9. Mentally Prepare
- Revisit your facilitation stance: neutral, inclusive, supportive.
- Visualize the flow of the session.
- Acknowledge your nervousness and anchor into purpose.
- Set personal goals (e.g. “I will invite more silent voices today”).
💬 Optional: Final Check-In With Co-Facilitator / Host
- Roles and signals are agreed upon.
- Run-of-show script or facilitation map aligned.
- Emergency signals or tech handoffs clarified.
- Mutual encouragement shared (we’re in this together!).
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Pre-Session Planning Checklist
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