Effective facilitation is all about meeting people where they are. At Trepwise, this means adapting our approach to fit a variety of audiences—from state leaders co-creating strategic plans to local residents sharing their thoughts at a library listening session. Whether you’re engaging with those deeply familiar with your work or introducing new concepts to fresh faces, your goal should be the same: to create a space where everyone feels valued, heard, and leaves with a meaningful takeaway.
1. Co-Create Norms with Participants
Kick off the day by inviting participants to co-create group norms, or “Community Agreements,” for how they’ll engage. Start with a few foundational examples—like “Take Space, Make Space”, which encourages vocal participants to share the floor and quieter voices to step forward. This approach fosters buy-in and ensures the guidelines reflect everyone’s perspectives.
2. Break the Ice
Icebreakers often get a bad rap, and it’s true—they can feel awkward or forced. But when done right, they’re a powerful tool to build trust and set the tone for a productive session. The key is to tailor your approach to your audience and keep it authentic. Whether it’s a light-hearted question or a quick interactive activity, an engaging icebreaker can help participants feel comfortable, open up, and connect—not just with you, but with each other. Don’t be afraid to get creative, or even a bit silly (rocks, paper, scissors competitions, anyone?). The right start can turn a room of strangers into a collaborative group ready to dive in.
3. Utilize Adaptive Facilitation Styles
Different participants may respond better to different styles. Offer multiple ways for people to engage—such as speaking, writing, individual/group responses, and using digital tools like Mentimeter polls—to accommodate various comfort levels. Rotate between more structured and flexible approaches to keep the energy inclusive.
4. Know Your Audience
Knowing your audience is crucial when it comes to effective communication. It’s easy to fall into the trap of using industry jargon, but the goal isn’t to showcase expertise—it’s to make sure your message lands. For example, while terms like “KPIs” or “ecosystem mapping” might be clear to some, they could alienate others. Adapting your language to match the familiarity level of the room ensures everyone is on the same page and engaged. The best facilitators strike a balance: they simplify without being condescending, making complex ideas accessible without losing their nuance.
5. Set Time for Reflection and Pausing
Build in moments for quiet reflection after key questions or discussions. This can allow people who process information more slowly or prefer not to engage immediately a chance to participate fully. For example, you can engage in a “think-pair-share” style discussion, where you ask folks to reflect on a question individually, then turn to the person next to them to share their thoughts before having the option for sharing in a large group. This allows for personal reflection first, then small-group discussion, creating a more gradual entry into the larger group conversation. Alternatively, you can ask people to write their individual responses on a sticky note and then collect and read them outloud, so that answers are shared anonymously.
6. Distribute Power through Group Facilitation
Instead of holding sole control over the facilitation, empower participants by rotating leadership roles during the session. Participants could take turns facilitating breakout groups or summarizing discussions, reinforcing that everyone is both a contributor and a leader.
7. Address and Interrupt Bias in Real-Time
If you notice biased behavior, microaggressions, or inequities occurring during a session, address it immediately and constructively. As the facilitator, you have authority and power in the room to acknowledge what happened and steer the group back to the agreed-upon inclusive norms.
8. Accessibility as Standard Practice
Ensure accessibility is built into your sessions by providing materials in multiple formats (large print, digital copies), offering translation services, and making spaces physically accessible. Consider neurodiverse needs by offering breaks, clear instructions, and sensory accommodations. Being mindful of accessibility needs—such as ensuring that presentations are readable for colorblind individuals or providing captions for video content—is a cornerstone of inclusive facilitation.
To learn more about how Trepwise can support you in your next facilitation, go to www.trepwise.com.
