How can you adapt your facilitation style to accommodate last-minute changes in the agenda?

I frequently have contingency activities in my notes so that I'm prepared in case the group goes sideways. Also, listen actively so that you hear where they are going. Being flexible is critical as I've had to alter, even slightly, almost every workshop agenda I've used over 40 years because the participants are people, not robots. Don't be afraid to change 'how' you execute a particular step. That can affect group dynamics in a very positive way if you are aware of the dynamics.

Adapting facilitation style to accommodate last-minute agenda or any other kind of changes is crucial for an effective meeting, workshop or whatever events, thus facilitators should be prepared accordingly, either within small or big changes having back-up plans and expanding different choices. In addition they should be flexible, open-minded and ready to adjust in alignment with the event/activity/meeting purpose, outcomes and group/team/ audience needs keeping heat, heads and hands approach to remain a pleasant and valuable experience. The outlined can make a difference in a well-facilitated journey

1. By harvesting expectations from the participants and using that to guide: Content and depth of content and Language. 2. Observing the Participants' age, connection etc to guide language, facilitation technique and methodology 3. Allowing self to perceive the mood in the room to inform the style and level of output 4. Overall you can only do the above and adjust accordingly if you are prepared for the session by reading wide and practicing more.

Understanding that even if it's your content or you are the subject matter expect, your presentation is about your audience not you. So flexibility on your part is critical, proper preparation makes such adjustments easy to navigate.

Preparedness is crucial for facilitation, even with last-minute agenda changes. Setting boundaries on how much the agenda can change helps manage discussions effectively. Knowing when to key off a discussion and continue versus changing the agenda is essential. Agile, on Purpose is a practical facilitation approach. Our primary objective is to be flexible enough to shift priorities when necessary. This means recognizing when an agenda change is warranted and when it's better to plan for continuances. Balancing immediate priorities with potential benefits or disruptions ensures effective and adaptive facilitation.

I have a priority ladder of topics and timings in my brain as a mental picture. Over the years I’ve learned to quickly recalibrate that ladder changing what the priorities are if necessary and tweaking the timings to get everything in. It’s crucial to announce any changes clearly so that everyone has that knowledge asap.

Setting up your meeting for success and to stay on point for each agenda item is important. Standing agenda items help to build an understanding of the meeting priorities and rhythm. Aim to consult with each of your workstream leads asking them directly if there is a topic they need on the agenda for this meeting. This provides an opportunity for you to discuss their rationale for the agenda item and for you to been seen and heard engaging with them in the process. This alleviates the issue of a left field issue being raised. If it is apparent that the topic must be covered then as meeting lead you can seek agreement from the meeting attendees to move through the agenda more quickly to accommodate this item.

A deep understanding of the subject matter and active listening are the key to being flexible as a facilitator. Having a repertoire of activities and stories can change the atmosphere in the training room when the trainees seem to be getting bored or inactive.

I've been a certified Master Facilitator for 20 years and one thing I can share is that changes will happen and last-minute changes happen so frequently. How do you handle it? Know your material. It will quell your nervousness and help you restrategize and refocus the agenda on what really matters. This is difficult to do if you're "winging it" or are simply ill-prepared. Think about this. What does the learner need to know? What does the learner need to do post your learning event? Now, restrategize the agenda to what's truly "need to know."

Ask - Why change - Assess the impact, processes and outcome - Are you or participants competently comfortable, knowledgeable, agreeable and believe in the change - What does it mean and how it will look like strategically, operationally and in terms of measurements - Any contingencies if sudden change failed to achieve it desire/deviate objects below par - who is going to be responsible for the change (if the facilitation styles needs to be changed, and sometimes along with contents and outcomes)

Flexibility acts as a test bed for professionals & facilitation is no different. Be malleable and ductile to immediately pivot, inbuilt these contingencies in your session which will test and empower the participants, along with infusing fun & enthusiasm of doing things differently.

I agree to this point as it brings immense peace and clarity at the same time in the facilitation. When one is rigid with the ways and means of conducting the session, it reflects the discomfort and disconnect in the debriefs also, the audience feels the same and at times reacts accordingly. By being open to the uncertainties one can still have a host of optional plans and be able to deliver seamlessly.

Un déroulé pédagogique de chaque intervention doit être réalisé systématiquement en amont avec les objectifs à atteindre, la durée prévisionnelle de chaque module, les outils pédagogiques utilisés, et les livrables à produire par les stagiaires au cours de la session. Ce "balisage" permet de faire glisser le curseur assez facilement pour s'adapter à un imprévu. Il peut également être intéressant d'avoir des supports papiers au cas où la technologie serait défaillante. Et surtout il convient d'écouter le groupe de stagiaires

I have found that informal discussions before a course or meeting starts allows you to assess participants’ knowledge and needs. This understanding could require a shift in the order material is delivered or added detail. Flexibility is key in well designed content.

We always use intuitive and dynamic facilitation with all of the training we deliver. Having absolute knowledge of all of the content you are delivering means that you can flex the program around the needs of the participants giving them more of what you intuitively feel they need rather than following a one size fits all guide. This way all of the participants walk away with the desired learning outputs, but delivered in a way that resonates with them personally and embeds the learning much more effectively.

In my experience facilitating teams particularly in the Scrum field, I have come to see that you either maintain/embrace the Agile mindset of flexibility or you'll break. Literally snap...well, maybe not literally. The point is, Adaptation is at the very centre of Agile and one needs to remain open to change, whether planned or unexpected, in order to succeed

Yes absolutely however if the agenda is “high jacked” with someone’s agenda then everyone needs to recognize the shift and the facilitator’s attention moves to helping the group spend time working through the change in order to: -agree what that means for the rest of the session -what can be parked -what expectations need to be clarified

Yes, embrace flexibility, but how exactly? Research on psychological flexibility reveals two predominant processes that help us remain flexible. 1. Framing or perspective-taking: Having quick, in the moment strategies to (a) look at alternative ways of viewing the scenario (b) challenge your immediate thoughts and (c) keep things in perspective if the facilitation gets a bit derailed. 2. Acceptance and committed action: Rather than trying to reframe thoughts/feelings, be prepared to allow them in and work with them. Once you're able to do that, then it's just about moving ahead in with the values you've already embedded into the session.

If you're the instructional designer or planner for the meeting or event, expect changes in advance. Rarely do things go exactly as planned. Make sure that you have minutes to spare by including some buffer times or segments that can be easily adjusted. This gives you some wiggle room if and when (more likely) you have changes.

Sometimes the discussion goes a place we didn’t expect it to. If you have a clear map for where you’re headed in this session or a future session, you can often thread the unexpected shift into a current or future topic. The ability to let a generative conversation flow and then tie it back to the topic at hand or a future conversation allows participants to fully, energetically participate, while still achieving the initial goal of the engagement.

More likely than not, the adults in your audience have experienced the "unexpected happening" that you are working through. Be honest. We're all adults. After 20 years of facilitating, I've learned that if we are more human in our approach and more transparent (yet professional) in our delivery, people will give us grace and understand. Being upfront about why the changes are happening and how they’ll affect the session will often draw out the empathy in your audience. We must be effective; we don't have to be perfect.

Transparency goes a long way here and can also serve as a pivot for a great learning experience for those in the room. It is important to be present and available to the audience, who may have lots of questions and concerns about the unexpected changes. Stay calm, and wherever possible, use the changes for the benefit of everyone. Thinking on your feet and always keeping the needs of the audience center stage are vital.

Clear communication means respect, when a facilitator positively engages his audience and clearly communicate everything transparently, audience automatically will be ready to help and understand the situation, allowing space for suggestions and ideas might help as well and will create a constructive discussion.

I have found transparency in communication helps when changes happen. It isn’t the changes that most people have issues with but not knowing they are happening or what changes are happening that causes issues.

Informar rápidamente a los participantes sobre los cambios y explicar las razones mantiene la confianza y evita confusiones. La claridad en la comunicación asegura que todos comprendan los ajustes, evitando que se sientan desprevenidos. Estar dispuesto a recibir comentarios y responder preguntas fomenta un ambiente de colaboración y comprensión. La comunicación efectiva reduce las interrupciones, permitiendo que la sesión fluya sin problemas. La comunicación clara y transparente es esencial para manejar cambios, mantener la confianza y asegurar una sesión sin contratiempos.

Quando surgem mudanças de última hora na agenda, adapto meu estilo de facilitação focando em comunicação clara e direta. Primeiro, informo todos os participantes sobre a alteração e ajusto as prioridades do conteúdo. Em seguida, faço ajustes dinâmicos ao plano original, garantindo que os objetivos principais sejam atendidos. Uso técnicas interativas para manter o engajamento e a fluidez, respondendo rapidamente às necessidades emergentes.

At my last presentation, the 20 minutes I thought I had turned into 15 minutes. I planned to facilitate an interactive session for a gathering of medical, educational, and parental professionals! 😳 So, I kept my minute-and-a-half story-telling video, the icebreaker, shortened the scientific information, and offered handouts at the end. And! I finished on time, too—I dared not go one minute over as it was the last session for the day. I read the audience and decided based on their energy and reactions to the previous speakers. Most importantly, I went with my gut feeling, which is the main ingredient for “on the fly.”

On a few occasions, I facilitated training sessions where the participants already knew the prepared content, or expected something different. In both cases, I switched to leading questions (i.e. "Let's talk about real challenges you're facing that relates to this topic. What are your desired outcomes?") and demonstrate how concepts from the prepared content can translate into practical applications. Other participants contributed new ideas/suggestions, and I incorporated them into the discussion. Towards the end of the session, I summarised by re-stating the challenges, highlighting key points discussed, and outlining the practical applications that would lead to the desired outcomes.

Being able to adjust on the fly can be a key factor sometimes for a facilitator. This requires self-belief, confidence and humility. The self-belief that you are making the right decision to deviate from your planned agenda, the confidence to be able to do it, and the humility to recognise you are doing it in order to achieve the outcome, but in a way that perhaps you had not first envisaged.

I have spent many days in a classroom where it was apparent the class wasn’t picking up the content. We adjusted on the fly. I added more time when needed. Shifted content to help reinforce tough topics. It means paying attention to the questions asked and not asked to assess how much they are getting. The more time facilitating the easier these changes on the fly get.

La habilidad de evaluar rápidamente la nueva situación permite determinar el mejor curso de acción ante cambios de última hora. Puede ser necesario modificar técnicas de facilitación existentes o improvisar nuevas, adaptándose a las circunstancias. La experiencia e intuición del facilitador son guías cruciales en momentos de cambio, ayudando a mantener el control de la sesión. Asegurar que, a pesar de los ajustes, la sesión siga orientada hacia los resultados deseados. La capacidad de ajustar sobre la marcha es vital para un facilitador, permitiendo manejar cambios eficientemente y mantener la sesión enfocada en los objetivos.

Eu me adapto em tempo real ajustando meu estilo de facilitação com flexibilidade e atenção às necessidades emergentes. Priorizo a comunicação clara e a escuta ativa para entender as novas direções. Reavalio rapidamente o plano e incorporo mudanças sem perder o foco nos objetivos principais. Uso ferramentas e técnicas variadas para manter a dinâmica e engajar todos os participantes. Dessa forma, garanto que a adaptação não comprometa a qualidade e eficácia do encontro.

I find a direct correlation between our ability as facilitators to adjust on the fly and our repertoire of facilitation tools/activities. So lets keep adding to our toolkits, remain relevant and versatile together !

This is when I know my improv skills come in handy! While it is wise to plan your meetings and sessions ahead, I always create a buffer for last minute contingencies. This can include conversations that may emerge that should be addressed "hot".

No plan is written in stone, working with people we often have to adapt, change the plan, go with the flow, deliver the needed information, guide the discussion so participants gain the most value. Facilitating is often combined with being very aware and delivering on the spot. It is ok to change the plan, to add or remove certain segments if the clients/participants require a different approach.

Digital tools allow you to quickly update agendas, share documents, and facilitate remote collaboration. This helps maintain organization and efficiency, even when plans shift unexpectedly. By integrating these technologies into your facilitation toolkit, adapting to changes becomes a smoother, more streamlined process.

Technology, particularly AI has been a crutch I leaned on heavily and often from preparation to review stages in my facilitation. Familiarity with such tools have frequently helped me adapt quickly and effectively in all situations.

l'utilisation d'outils de type Kahoot! peut être intéressante sur certains sujets et rendre l'animation plus interactive et plus vivante. Mais attention à ne pas trop en abuser

Take the time to discover, explore, play and experiment with technology. What's the worst that can happen? Too much fun? A more engaging session? Even if it doesn't go how you expect the first time, allow yourself an excellent opportunity to lean into the tech. We have to distinguish ourselves and keep getting better with every learning opportunity. Walk our talk - at least, this is what I tell the participants I work with. 🙂

Utilizar tecnología para actualizar agendas, compartir documentos y facilitar la colaboración remota es esencial para gestionar cambios de última hora. Estas herramientas ayudan a mantener la organización y la eficiencia, incluso cuando los planes cambian inesperadamente. Adoptar tecnologías digitales como parte del kit de herramientas de facilitación simplifica y agiliza el proceso de adaptación a cambios.

Using polling tools, like PollEverywhere, can help you assess the audience’s knowledge level. Based upon responses, you can determine whether to take a deep dive on content or whether to briefly mention something.

Aproveito a tecnologia usando ferramentas colaborativas online e aplicativos de gerenciamento de tempo para ajustar rapidamente qualquer mudança na agenda. Meu estilo de facilitação é flexível, permitindo adaptações instantâneas através de comunicação clara e recursos digitais. Essas práticas garantem uma resposta ágil e eficaz às alterações, mantendo todos os participantes informados e engajados.

Ensure engagement of participants by using Adult Learning Principles and involving them in decision-making would be right way to accommodate. For example, solicit their input on prioritizing topics. This respects their experience and ensures relevance, maintaining engagement and flexibility. This approach promotes active participation and ownership of the learning process.

A good session is 70% of participants engaging and 30% of me training/facilitating - depending on the topic and existing knowledge. Participation goes beyond the formal learning setting or class/meeting room. It also involves the application of what was learned and, if possible, report back sessions to reflect on what worked or didn't and how come.

As a facilitator, the core is to facilitate the input of participants. Capitalizing on the beauty of adults learning, peer learning is key. Using activities, coaching techniques, discussions, can highly enrich the flow of knowledge and experiences in the room specially with senior professionals and SMEs works wonders in the classroom, while endorsing the whole learning experience. Adults learn best when they come up with the practice.

En effet parfois c'est encore plus intéressant d'ingrérer le groupe de travail dans la résolution des problematiques qui se présentent, à plusieurs nous avons plus d'idées et des votes peuvent être fait pour choisir et faire l'unanimité sur l'option à mettre en oeuvre

The directive style is when you take charge of the facilitation process and provide clear instructions, guidance, and feedback to your audience with Collaborative style,delegative style.,Adaptive style.

Envolver os participantes de forma ativa e escutá-los é essencial. Adapto meu estilo de facilitação criando um ambiente flexível e aberto a sugestões. Mantenho uma comunicação clara sobre as mudanças e ajusto as atividades conforme necessário. Utilizo ferramentas interativas para garantir o engajamento. Faço pausas para revisar e realinhar a agenda com o grupo.

As a facilitator, sometimes we can think it’s on us to have every moment of a meeting planned in advance. But when we gather people, we’re also gathering their creativity and knowledge. Asking the group to prioritize agenda items or for their feedback on flow-either in 1:1 conversations prior to the meeting or during a quick pulse check at its start-ensures that the meeting is responsive to participants’ needs and usually ends up more productive, more enjoyable, and takes the pressure off the facilitator.

There are two collaborators in a group - you and the participants. What you bring to the session is only one half of the knowledge created. This is why it is imperative to incorporate interactive segments to hear how the knowledge shared can be applicable to the participants' work/experience.

The starting point in facilitating is the final outcome for client and participants. The facilitator is not there to guess solutions but to create a process that allows everyone present to contribute and collaborate, to say: holding a safe space (to create psychological safety), loyally safeguarding what is fragile to give voice to what otherwise would not have been given a voice and allowing the unlocking of knowledge for creating growth so that people or entities can either overcome or cut through challenges by their own strength. So there are so many things to take care when facilitating that a detailed roadmap is needed. Only a thorough prepared script allow you to make those changes needed to preserve the outcome and find the new road.

Keep some people on standby like the cricket and football teams. When there is a contingency, this extra manpower will help in sorting out the issues. Always carry extra manpower in your facilitation team. Every time this has helped me

For me, facilitation is about knowing what the group you’re working with needs, even when they might not. Getting a team to a point of a meaningful conversation or debate that would never have surfaced without you is a HUGE achievement. As a facilitator you are so much MORE than a timekeeper - never forget that it’s just as important to create the lightbulb moments as it is to understand and connect the group with the brief.

Stay in the moment and pivot to make the best impact. When you stay present and intentional, you may just facilitate an energy shifting breakthrough!

I have a toolbox of frameworks available thst setup or frame the conversation. A framework is a mental model that serves as guardrails to help shape the discussion. Then when the conversation changes direction you have a different set of guardrails available.

A facilitator is one who is always flexible and adaptable to any situation. Having a clear facilitator guide, using multiple examples and scenarios will help in any unexpected changes. Also making the participants involved in the discussion and acknowledge the knowledge shared appropriately. Integration of ideas and suggestions from the participants will make the session a great success.

When facilitation sessions do not go as planned, remember that we are here to help. It is important to bring Empathy to the table, and to keep things Real, leave Egos and Pre-judgements at the doorstep. - only when we can show empathy with their pain points would we be able to bridge the ice, and in turn earn their trust, and hopefully help them bridge their gaps.

É importante estar preparado para ser flexível, priorizando as necessidades mais urgentes e sendo capaz de reorganizar atividades de forma eficiente. Além disso, manter uma comunicação clara e aberta com o grupo ajuda a alinhar expectativas e a garantir que todos estejam cientes das alterações. Adaptabilidade é uma habilidade crucial para qualquer facilitador, permitindo transformar imprevistos em oportunidades de aprendizado e crescimento.

Know your topic. Come armed with the depth and breadth of information needed so you are able to pivot at any point needed. Capacity to critically reflect on the spot and accommodate multiple perspectives is a great supporting skill in the ability to pivot. Ask open ended questions or describe a point, rather than labelling a point, which can come across as a judgement. Curiosity keeps conversations and especially facilitation flowing.

We were given several senses: hearing, seeing, touching, etc. we were also given the gifts of patience, observation, awareness, etc. Adjusting our the fly as a facilitator to me means having tuned I. To all your senses and given gifts, pausing to think, then acting how it is best for those who called you to help them to serve their needs.