# 2/3

Learning point from last session
- how to intervene when we have people disturbing a session and how to facilitate to ensure everyone feels included and contributes

What I'd like to learn today?
- manage conflictual discussions to turn them into constructive debates

Self portrait
:face_with_spiral_eyes:

First thoughts on how to create a session facilitation plan

# Anchor Facilitation Briefs

1. Session aim: together with colleagues from the transformation programme you are building an internal session for colleagues from different directorates; focussing on new ways of working/process creation, to break down siloed working within the Turing. The long-term output will be a report outlining challenges, opportunities and changes needed to optimise collaborative/or cross-directorate working at the Turing. Note that the session will be attended by senior members of the Turing and will be held face-to-face.

2. Session aim: a face-to-face external session (mid-sized-to-large attendance), your objective is to bring people together to focus on a landscape mapping and training needs analysis for one of the communities associated with the grand challenges. The workshop is by prior registration but free to attend. The long-term output of this session will be a report that will be the basis of community engagement and capacity building plan for the Grand Challenge area.

3. Session aim: you have been asked to run a virtual session with 20-30 internal and external participants for a project that Turing is involved in. One of the project deliverables is behind schedule due to a lack of leadership and conflicting priorities within the project partners. The deliverable is meant to provide best practise guidance (10 simple rules) for a community and illustrate though a set of case studies how this has been applied within the project. The half day virtual session is meant to review existing work on the best practise guidance, resolve remaining discussion points and flesh out the skeleton for the case studies. The project is under time pressure to get this deliverable submitted before the project review in 3 weeks.

Ground rules
Qs
1. Opening q's
2. Opp to navigate & explore the prb
3. Find alignment
4. Opening the ?
5. What's feasible / what can we do immediately

**Group activity on brief no 2: Mishka Charlie & Jules**
* brainstrorming
* community focus
* strategy
* long term vision
* market analysis
* bespoke learning interventions
* working together to make the context to create a rough sketch plan, using the brainstorm
* community
* activities
* crowd control
* focus
* market analysis
* Structure
* facilitation plan needs to manage mid to large group -> crowd control
* run activities in smaller groups/ sub-communities
* pre-reg to ask paricipants to provide data to allow the group facilitators to divide the audeince in smaller groups -> each subgroup to tackle a specific or focused aspect of the grand challenge
* persentation: present a rough outline to another group

Chat Gpt says:
Facilitation Plan: Managing Mid to Large Group, Crowd Control, and Activity Facilitation

**Objective:** To facilitate a productive and engaging session for a mid to large group, ensuring crowd control and effective division into smaller groups to address specific aspects of a grand challenge.

**Pre-Event Preparation:**
1. **Define Event Goals:** Clearly outline the objectives of the event and the expected outcomes from smaller group discussions.

2. **Participant Registration:**
- Encourage pre-registration to collect participant data.
- Request information about participants' background, interests, and expertise.
- Use this data to strategically divide participants into smaller groups.

3. **Venue Selection:**
- Choose a spacious venue that accommodates the entire group comfortably.
- Set up separate areas or rooms for smaller group activities.

4. **Facilitator Selection:**
- Recruit experienced facilitators who can manage both large groups and smaller subgroups effectively.
- Ensure that facilitators have a clear understanding of the event's goals and objectives.

**Onsite Logistics:**
5. **Registration Desk:**
- Set up a registration desk for last-minute registrations and check-ins.
- Distribute name tags, agenda schedules, and any necessary materials.

6. **Crowd Control:**
- Implement a designated seating arrangement for the main session.
- Assign ushers or volunteers to guide participants to their seats.
- Clearly communicate expectations for behavior and participation.

**Event Flow:**
7. **Opening Session:**
- Begin with an engaging opening session to set the tone.
- Welcome participants and explain the event's purpose and structure.
- Highlight the importance of smaller group discussions.

8. **Data-Driven Group Formation:**
- Utilize the pre-registration data to divide participants into smaller groups.
- Ensure diversity in each subgroup to promote a range of perspectives.
- Notify participants of their subgroup assignments.

9. **Smaller Group Activities:**
- Provide clear instructions for each smaller group activity.
- Assign a facilitator to each subgroup to guide discussions.
- Allocate a specific time frame for each activity and set clear objectives.

**Intermission:**
10. **Breaks and Networking:**
- Schedule regular breaks to allow participants to recharge and network.
- Provide refreshments and opportunities for informal discussions.

**Reporting and Sharing:**
11. **Group Reporting:**
- Allocate time for each subgroup to present their findings or solutions to the main audience.
- Facilitators should summarize the key points from their respective groups.

12. **Plenary Discussion:**
- Engage the entire group in a plenary discussion to synthesize ideas from smaller groups.
- Encourage open dialogue and identify common themes or solutions.

**Closing Session:**
13. **Wrap-Up and Next Steps:**
- Summarize the main takeaways from the event.
- Outline next steps, such as follow-up discussions, action plans, or further engagement opportunities.

**Post-Event Follow-up:**
14. **Feedback Collection:**
- Solicit feedback from participants to assess the event's effectiveness.
- Use feedback to improve future facilitation plans.
- Ask participants specific questions that require more input / thinking in an async & focused way *(complete the picture re workshop aims & objectives)*

15. **Documentation:**
- Document key insights, ideas, and outcomes from the event.
- Share this documentation with participants and stakeholders.

By following this facilitation plan, you can effectively manage a mid to large group, ensure crowd control, and create a structured environment for smaller group activities to tackle specific aspects of the grand challenge. Adapt the plan as needed to suit the unique requirements of your event.

**Brainstormed postit notes**
-

Q1 (5 min): with the presentations delivered to you, did you have any novel ideas to build some flexibility in the session plan?
Q2: did anyone think how they would mitigate any unhelpful behaviours?