Last updated on Jun 9, 2024

Here's how you can navigate unexpected challenges or disruptions during a facilitation session.

Navigating unexpected challenges during a facilitation session can be daunting, yet it's a critical skill for ensuring that your meetings are productive and effective. Whether you're leading a workshop, a training session, or a complex problem-solving meeting, disruptions can occur at any time. These can range from technological glitches to interpersonal conflicts or a sudden change in the session's scope. The key to managing these disruptions lies in preparation, adaptability, and maintaining a positive atmosphere. In this article, you'll discover strategies to handle such challenges gracefully and keep your session on track.

1 Stay Calm

When an unexpected issue arises, the most important thing you can do is to stay calm. Your reaction sets the tone for the rest of the group. Take a deep breath and assess the situation objectively. Remember, you are the facilitator, and participants will look to you for guidance. By remaining composed, you can think more clearly about the best course of action to address the disruption. It’s also helpful to acknowledge the issue to the group, which can alleviate tension and show that you are in control and working towards a solution.

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Gary Rush IAF Certified Professional Facilitator Master

Transforming your workforce by developing collaborative leadership capabilities that increase performance 'n engagement | 4X LinkedIn Top Voice - Facilitation, Team Facilitation, Team Leadership, Team Building
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Remember the workshop is about the participants, not you. Stay above the situation, take a break, and determine if the situation needs to be dealt with now - change your agenda - or dealt with later - make it a parking lot issue. Remember to take a moment to collect your thoughts before you act.

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Craig LaFargue

I help leaders, teams and organizations improve their effectiveness through customized coaching solutions
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I remember this bit of advice from Sandra Janoff when faced with a difficult facilitation: "Just don't do something, stand there." Meaning, take time to assess what is going on with the group and use your self as a way to diagnose the situation. Then speak to the group and let them know your feelings and observations about what is happening in the group. Oftentimes, at least one person will feel the same way which then offers an entry for you, the facilitator, and the group to discuss and correct the situation.

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Emilio Planas

Innovation, Sustainability, Circular Economy, Strategic Thinking , Strategic Planning ,Negotiation, Startups , International Trade, Supply Chain, Digital Business, Finance Managment, Business .
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During a facilitation session, when unexpected challenges or disruptions arise, staying calm is paramount. First, acknowledge the situation without allowing it to derail the session's focus. Utilize active listening to understand the disruption's root cause, showing empathy to those affected. Adapt your plan flexibly, making on-the-spot adjustments to accommodate the unforeseen issue while keeping the session objectives in view. Encourage participant engagement by soliciting their input on how to best proceed, making them part of the solution. Finally, maintain a positive demeanor, reassuring participants that disruptions are manageable and part of the learning process.

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2 Adapt Quickly

Flexibility is your ally in times of disruption. If the original plan is no longer viable, don’t hesitate to adapt. This might mean shifting the agenda, changing the focus of the discussion, or even taking a break if necessary. The ability to pivot quickly and smoothly will help maintain the momentum of the session. Engage with participants to find a consensus on the best way forward, which can also serve as a team-building exercise, reinforcing collaboration and adaptability within the group.

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Lowell Aplebaum, EdD, FASAE, CAE, CPF

Expert Facilitator, Vision & Strategy Catalyst, Building Board, Staff, & Volunteer Leaders
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Although every facilitation should have an intentionally designed plan in the preparation, it is really a draft until it all unfolds during the session. A strong facilitator listens to the needs of their cohort, leans on the partnership they have built with the sponsor of the facilitation, and adapts their approach to see progress - even if the final output needs to shift. Adaptability is not a lack of commitment - it is the ability to adjust as you experience moments where space is needed for understanding, questioning, dialogue, or reflection even if that space takes time and a different path. The original design is a guide, not a mandate.

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3 Engage Participants

Sometimes disruptions can lead to disengagement. To counteract this, actively involve participants in finding a resolution. This approach not only helps in crowd-sourcing solutions but also ensures that everyone remains invested in the session’s success. Encourage open communication and brainstorming. By turning the challenge into a collaborative problem-solving activity, you can transform a potential setback into an opportunity for collective growth and learning.

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4 Utilize Tools

Having a toolkit of resources can save you when faced with unexpected challenges. This could include backup materials, alternative activities, or even digital tools that can substitute for any technical difficulties. Be familiar with these resources and how to implement them swiftly. The more prepared you are with contingency plans, the less disruptive any challenge will be. Your toolkit should be diverse enough to handle a variety of situations, from technical failures to participant-related issues.

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5 Maintain Focus

Despite disruptions, it's crucial to keep the session's goals in sight. Redirect conversations that go off-track and gently steer participants back towards the main objectives. It's easy for groups to become sidetracked when an unexpected event occurs, but as a facilitator, you have the ability to refocus the group's energy. Use summarization techniques to remind everyone of what has been accomplished and what still needs to be addressed, reinforcing the session's purpose.

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Thea 🌞 Soehren, CSPO, 🛠️, LION

The BRAVE BA | 💡Top Business Analysis Voice | Purpose Driven Speaker & Thought Leader | IIBA Chapter President | Senior Business Analyst | Fractional Consultant - Problem Solver facilitating YOU to MOVE FORWARD!
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Starting every meeting reviewing the goal/purpose and rules of the meeting is the best way to set focus. Then, when someone seems to deviate, either ask how it lines up with the goal (they may know something you don’t) or document the raised topic or concern to cover in a different discussion.

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6 Build Resilience

Lastly, view each challenge as a learning opportunity to build resilience for future sessions. Reflect on what happened, why it was disruptive, and how it was resolved. This reflection will not only improve your facilitation skills but will also prepare you for similar situations in the future. Encourage feedback from participants on how the disruption was handled, as their insights can be invaluable in strengthening your approach to facilitation.

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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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Here's how you can navigate unexpected challenges or disruptions during a facilitation session.

1

2

3

4

5

6

7

1 Stay Calm

2 Adapt Quickly

3 Engage Participants

4 Utilize Tools

5 Maintain Focus

6 Build Resilience

7 Here’s what else to consider

Facilitation

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Here's how you can navigate unexpected challenges or disruptions during a facilitation session.

1

2

3

4

5

6

7

1 Stay Calm

2 Adapt Quickly

3 Engage Participants

4 Utilize Tools

5 Maintain Focus

6 Build Resilience

7 Here’s what else to consider

Facilitation

Rate this article

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