The 7 attributes of a superhero facilitator and how to rescue a workshop or meeting from a fate worse than death.

It’s Monday morning and you’ve donned your day job attire. You’re sitting in your cubicle, minding your own business, when suddenly a civilian colleague approaches. You chat about your respective weekends, then they pause and ask “Hey, what are you up to next Thursday morning? Can you facilitate our team meeting?”You feel surprised (and flattered) and accept. Moments after they walk away, you think to yourself “Why did they pick me? Why on earth did I say yes? I have no idea what to do!”Firstly, congratulations on saying yes! That’s a big win. Superhero facilitators are often caught off guard but are always up for the challenge. So it’s time to bust open the button-down shirt and reveal the proverbial multi-colour Lycra suit of Super Facilitator.For the purpose of this article, let’s define the responsibilities of a facilitator. A facilitator is there to:

• Guide people with different work styles, personalities and values through a process to reach the meeting objectives.
• Ensure active participation from all members of the group and draw out their opinions and ideas.
• Keep the group focused on the agenda and moving forward.

So, how does a facilitator carry out these responsibilities like a superhero (Lycra optional)?

1. A superhero might be able to see through walls, but they can’t see into the future. A superhero facilitator must predict and prepare for a number of possible outcomes.

Most skilled facilitators spend 2 to 3 times as long preparing than the amount of time they spend at the actual session. I think that’s a great ratio to work with, particularly if you’re just starting out.So, how on earth do you spend that preparation time? Superhero facilitators don’t leave any scenario unplanned for and they always have a plan B, C, D and E.

Who’s who in the zoo?

Dig into the details of the group, such as the individual personalities, their motivations, and the overall group dynamics. What’s the history of the group? Why are they seeking an external facilitator? Have they tried to achieve these meeting outcomes previously?

What does the successful superhero mission look like?

Examine the group’s objectives. What will it take from you to get them there? Do you think the allocated time is sufficient? What will you suggest as an option if an outcome can’t be reached in that time?

Is the space fit for purpose?

The environment and general climate of a meeting or planning session sets an important tone for participation. Is the site accessible to everyone? Is the space the right size? Is the audio-visual equipment a breeze to set up?

Make a checklist of everything you will need, down to the last minute detail.

I recently ran a session which required a deck of card to be cut in half. Ten minutes before the workshop commenced, I realised my laser vision was playing up and I didn’t have a pair of scissors handy. It was a stress that was neither necessary nor fun. Save yourself the drama and write down all of the resources that you’ll need.Even everyday facilitators should have a structure and an idea of the general direction the session should take. Superhero facilitators however, know that nothing ever goes to plan. Having plenty of options to draw on will provide you with flexibility and allow you to change things up based on the group’s needs.I have been leading one-day induction sessions where a variety of speakers deliver consecutive sessions. As you can imagine, over the course of the day, there are times where we gain or lose time against the loose schedule. The first time the session ran I had only planned one back-up activity, which we used before morning tea. Lesson learnt. The second and subsequent times, I had five games up my (Lycra) sleeve and associated resources. Having that flexibility is important, will give you confidence and your future self will thank you for it.

2. A superhero facilitator never underestimates their audience’s basic needs.

Civilians, I mean participants, get hungry and lose focus and enthusiasm. Catering is important. I can’t tell you the number of times I’ve read through feedback sheets and over 50% of the comments relate to food. I’m serious. From my experience, keep the hot savouries for morning tea and the sweets for afternoon tea. Grumbling stomachs take your participants’ minds off the meeting. Oh, and bad coffee is like kryptonite. Ensure good coffee, every time (or, at the very least point the participants in the direction of a great café and give them time to grab one). Sometimes this decision is out of your control, but a superhero facilitator will influence the decision.Speaking of distractions, you don’t need to use your x-ray vision to scan for non-verbal cues from the group. Hone in if someone appears to be disinterested and watch to see how that effects other members in a team. Are people shifting in their seats? Are they bored or looking confused? If they seem restless, either take a break, speed up or slow down the meeting pace.Sometimes you will need to match the activity you have in mind with the energy in the group (another reason to have a variety of them in your kit). Other times, you’ll need to find a new way to boost a low-energy group’s enthusiasm. Take care, notice your group’s energy levels and inject interest when it’s needed to help them operate at their best.

3. A superhero facilitator can segue like a boss.

Groups have a tendency to roam far from the original agenda and often need rescuing to bring them back to the core discussion. When you notice them wandering off, bring it to the group’s attention by saying something along the lines of “That’s interesting – perhaps we should get back to the original topic”. Bonus points if you can somehow segue the distraction into the next agenda item!Many groups will discuss an outcome for far longer than they need to unless you help them recognise that essentially, they’re agreeing on the point. If you pick this up, ask someone in the team to summarise the points of agreement.If one or two individuals disagree, state the situation as clearly as you can: “Lex and Lois seem to have other feelings on the matter, but everyone else thinks [insert statement here]. Perhaps we can decide to go in the direction that most of the group wants, and they can get back to us on other ways to accommodate their concerns.”Be wary when deciding where the meeting should go. Check back to see if there are questions and then summarise and provide the next steps or actions for the group.

4. A superhero facilitator has a sixth sense for group dynamics.

You need to find ways to ensure the entire group is on an equal playing field, and inclusivity is the name of the game. Sometimes you’ll need strategies to deal with disrupters, and like most potentially dangerous situations, I am of the firm belief that prevention is better than cure.At the beginning of the workshop, gain agreement on the agenda, ground rules and desired outcomes. Also cover what’s not in scope and highlight anything that’s not covered in the meeting. Building a relationship with a new group requires you to find some common goals and interests, shared values and outlooks. If power players are in the room, acknowledge their influence and role. Empower them by giving them a role to play during the meeting.Using this time at the start of the meeting will also allow you to get a feel for the individuals in the group; wall flowers who might need extra support and big hitters who may need to be managed.The ‘dominator’ is the most common workshop villain (aka disrupter). They try to steer the discussion away from what you’re meant to be talking about, have side conversations with the person sitting next to them, and attack others’ ideas. As a facilitator, your first step is to recognise that the floor needs to be shared around.

5. A superhero facilitator knows the right questions to pitch, at the right time.

Facilitators ask questions primarily to help participants clarify their thoughts and evaluate information. Use a combination of open-ended and closed questions. One framework you can employ is the APPLE technique:

• A – Ask the question.
• P – Pause to allow participants to comprehend the question and formulate an answer.
• P – Pick a member to provide an answer.
• L – Listen to the answer.
• E – Elaborate on the answers obtained.

Some good question-starters include:

• “Tell me about…”
• “What would happen if we…”
• “In your experience…”
• “What do you think about…”

6. A superhero facilitator draws on extraordinary interrogation tactics (Active Listening).

Mirroring, paraphrasing and tracking are three tools you can leverage to help you with active listening.  Mirroring is when you repeat back the speaker’s words verbatim. It helps the speaker hear what they just said, shows neutrality and can help to establish trust.Paraphrasing is a way to show the speaker and the group that their thoughts were heard and understood. Unlike mirroring, paraphrasing is using your own words to explain what you think the speaker said. For example “It sounds like you’re saying [insert paraphrased content]. Is that what you mean?”Lastly, tracking is when you’re keeping track of various lines of thought that are occurring  within a single discussion. It helps to summarise the different perspectives and show that multiple ideas are equally valid.

7. Superhero facilitators must bide their time – they have unwavering patience.

Like most missions worth embarking on, becoming an effective facilitator takes practice. The good thing is, you CAN learn all of these skills (and laser vision really isn’t essential).Remember, each group is different and as you sharpen your skillset, you’ll intuitively figure out what works best for the team, the meeting and the organisation.I’d love to hear your thoughts on this article. Do you think any superhero facilitator attributes are missing? Comment below.