As a facilitator, my job is to support a group of people through a collaborative decision-making process. I ask questions, they respond to each other, and a decision is reached.
At least on the surface.
A major aspect of Technology of Participation (ToP) methodology is the curation and preparation of a welcoming facilitation space where the group works. As ToP practitioner R. Brian Stanfield puts it “the space should communicate, ‘we mean business: what is going on here is important’” (The Workshop Book, p. 131).
A key belief of ToP and my facilitation practice is that every voice in the room adds to and is respected by the final product. A welcoming facilitation space ensures that all voices feel welcomed equally and equitably and share their knowledge and perspectives. Let’s take a look at what goes into creating a welcoming space.
Our first priority in a welcoming space is intentionality. By doing this, the facilitator tells the group: “Your time and energy are respected.” Intentional space looks like:
- Sufficient chairs and tables that accommodate wide ranges of body sizes, shapes, and abilities
- Wall space that allows for the Sticky Wall to be seen clearly by all
- Dark colored markers and light paper for high contrast
- Visuals and participant packets created for the group; using symbols, colors, and metaphors appropriate for their work and culture
- Participant nametags or tents with names spelled correctly
Next, is an efficient space. In efficiency, the facilitator tells the group: “You can trust me to lead you through this process; we are moving forward.” Efficient space looks like:
- Snacks and beverages (accounting for all dietary needs!) placed in the back of the room rather than a separate space
- A chime, bell, gong, or other attention grabber to bring the group back together after individual and small group work
- Sufficient materials for the entire workshop placed on tables, with backups within easy reach
- Posted agendas with frequent callbacks to remind the group of the workshop goal as well as the next steps
Lastly, the facilitator needs to make an open space. In doing so, the facilitator tells the group: “You are safe to be creative and vulnerable here.” Open space looks like:
- Group “ground rules” created at the beginning of the workshop and displayed for the remainder. “How do we want to interact with each other in this space?”
- Fidgets placed on tables for kinetic learners to play with during their deep work
- The facilitator’s radical acceptance and neutrality towards all ideas brought forward
- Owning mistakes and misspellings with humility and humor, demonstrating safety for others.
While facilitation space seems like an easy or simple part of the planning process, much more is communicated than initially meets the eye. By creating a welcoming facilitation space with intentionality, efficiency, and openness in mind, a facilitator allows the group to harness their full potential and see the greatest possible outcomes of a ToP workshop.
If you’re interested in seeing a room in action, reach out to me directly to see how a ToP workshop with Madeline Kvale Consulting could support your organization’s next collaborative decision-making process.