Facilitation skills for workshops and trainings
Practical facilitation skills for NGO staff: what a facilitator does, how to plan a session, ask good questions, manage quiet and loud voices, and close well.
Short answer
Facilitation means guiding a group so that everyone can think, decide and learn together, without steering the result yourself. Good facilitators plan a clear agenda, set ground rules, ask open questions, listen, summarise, draw out quiet people, keep time, and make sure decisions and actions are written down before the group leaves.
Key points
- A facilitator guides the process. The group owns the content and the decisions.
- Plan the purpose, agenda and timing before the day, and keep some time free.
- Agree ground rules with the group, not for the group.
- Open questions, listening and summarising are the three core skills.
- End every session with decisions and actions written down.
What does a facilitator do?
A facilitator helps a group reach its own goal. The goal may be to share information, solve a problem, make a decision or learn a skill. UNICEF describes facilitation as supporting a group to solve problems, make decisions and learn together.
This is different from chairing a meeting. A chair often directs the discussion. A facilitator stays neutral on the issues and looks after the process: who speaks, how long, and whether the group is moving toward its aim. The success of the session belongs to the whole group.
In NGO work you may facilitate a staff meeting, a community consultation, a partner review or a training day. The skills are the same in each case.
How do you plan a session?
Good facilitation starts before anyone arrives. Use these steps.
- Write the purpose in one sentence. "By 4 pm, the team will agree three priorities for next quarter." If you cannot write this, the session is not ready.
- Learn about the participants. Who are they? What do they already know? Are there differences in power, language or literacy in the room?
- Build a realistic agenda. If you have one hour, plan one hour of items. Put hard topics after a warm-up but before people are tired. Alternate short and long items.
- Choose a method for each item. Pairs, small groups, voting with dots, drawing, or open discussion. Match the method to the aim.
- Prepare materials and the room. Flip charts, markers, name cards, seating in a circle or in groups.
- Plan a fall-back. Have a simpler exercise ready if the first one does not work.
Leave some time free. Sessions almost always run slower than the plan.
Which skills matter most?
Three skills do most of the work.
| Skill | What it means | Simple example |
|---|---|---|
| Open questions | Questions that cannot be answered yes or no | "What worries you most about this plan?" |
| Active listening | Giving full attention and checking you understood | "So you are saying the road access is the main risk, is that right?" |
| Summarising | Repeating the key points so the group agrees what was said | "We have heard three options. Let us look at each one." |
Seeds for Change adds one more: synthesising, which means drawing different views together into one proposal the group can support. Use it when the discussion has produced many ideas and the group needs to move toward a decision.
How do you set ground rules?
Ground rules protect the group's time and safety. Ask the group to suggest them, write them on a flip chart and keep them visible. Common rules are: one person speaks at a time, phones on silent, respect different views, and what is shared here stays here.
Ask participants how they want you to behave, too. This builds trust and shows you are not above the group.
Think about context. The ICRC participatory techniques guide reminds facilitators to check that exercises suit participants' literacy, culture and abilities, and to have a referral path ready if someone raises a personal issue that a group activity cannot deal with. In Myanmar, where teams may include people from different regions, languages and experiences, this check matters. If you are not sure an exercise is suitable, run it past a colleague who knows the group.
How do you handle quiet and dominant voices?
Most groups have both. Try these steps.
- For quiet people: use think-alone, pair, then share. Invite them by name, gently, after they have had time to prepare. Offer writing or drawing as another way to take part.
- For dominant people: thank them, then say, "Let us hear from someone who has not spoken yet." Use small groups so that one voice cannot fill the room. Agree a time limit for each speaker.
- For conflict: slow down. Summarise each position fairly. Ask about interests: "What does each side need?" Then look for options that meet those needs.
- For lost focus: return to the purpose on the flip chart and ask, "Does this help us reach our aim?"
How do you close a session well?
Many sessions end with a rush and no record. Keep ten minutes at the end.
- Read out the decisions the group made.
- List the actions: what, who and by when.
- Ask each person for one word or sentence about how they feel.
- Thank the group and confirm when notes will be shared.
Use a simple template for the notes. Our guide to writing meeting notes that make reporting easier shows a five-part format that works for workshops too. If your session needs energy in the middle, see energizers that work in trainings and meetings.
How do you get better at facilitation?
Facilitation improves with practice. After each session, write down one thing that worked and one thing to change. Ask a colleague to observe you and give feedback. Co-facilitate with someone more experienced. Rotate the role in your own team meetings so that everyone gets practice in a low-risk setting.
How EMPO can help
EMPO is a trusted, Yangon-based training and consultancy provider and one of Myanmar's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. Facilitation Skills is one of our training topics, delivered online over Zoom or in person across Myanmar, in English and Burmese. See our training services or contact us to plan a session for your team.
Sources
- Meeting Facilitation — UNICEF Knowledge Management, 2024
- Facilitating meetings: a guide to making your meetings effective, inclusive and enjoyable — Seeds for Change
Questions people ask
What is the difference between a facilitator and a trainer?
A trainer mainly shares knowledge or skills. A facilitator mainly guides the group's own discussion and decisions. Many NGO staff do both in the same session, so it helps to know which role you are in at each moment.
How do I facilitate a group that does not talk?
Ask people to think alone for one minute, then talk in pairs, then share with the room. Small groups feel safer than plenary. Prepare a simpler back-up exercise in case people stay silent.
Can I facilitate a topic I have strong opinions about?
It is harder. A facilitator must stay neutral on the issues. If you hold a strong view or a senior role, ask a colleague to facilitate and join as a participant.