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Facilitator

What is a Facilitator? Discover the skills and responsibilities required for this role.

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What does a Facilitator do?

Imagine a career where you can make a real difference, where your work helps teams to collaborate effectively, identify issues, solve problems, and achieve their goals at an operational and strategic level. That’s the role of a facilitator.

As a facilitator, you’ll be at the heart of team dynamics, guiding discussions, and fostering an environment of mutual respect and open communication alleviating conflicts. This role is perfect for those who are passionate about helping others achieve outcomes and enjoy working in a group environment. You get to ensure every team member’s voice is heard. Plus, the skills you’ll develop - such as active listening, clear communication, and leadership - are highly transferable and will be invaluable throughout your career.

In today’s fast-paced, collaborative work environments, facilitators are in high demand. So, not only will you be doing meaningful work, but you’ll also have excellent career prospects. Start your journey towards becoming a professional facilitator today and empower others to do their best work. Your previous experience will give you a unique perspective and understanding of team dynamics, which is invaluable in this role.

The Role of Facilitator

A facilitator plans, guides and manages a group meeting, workshop or event to deliver their goals or objective. If a task leader is faced with a challenging issue, they may consider asking an external facilitator to facilitate the event. The facilitator is NOT part of the team/group, rather they operate from outside looking in.

In all situations, a facilitator needs to consider and ensure a balance between:

Why are they here – what are they trying to achieve?

  • What are the objectives we trying to achieve – can we define it?
  • What is causing blockages to mis-diagnose the issues?
  • What does success look like?
  • How will the group measure success?

How can this team maximise its attributes?

  • How will they best work with each other?
  • How can a collaborative and trusting environment be built?
  • How can the different roles and specialisms be balanced to get the best from each person?

How will we work together?

  • They are all different, so they will need to accommodate introverts and extroverts.
  • They will need to balance big picture and detailed orientated people.
  • How will they reach consensus and make decisions?
  • What tools or processes will be best for the task at hand and for the team?

What should not be expected of a facilitator

Importantly a facilitator should NOT be expected to:

  • Understand the content, and it will often help if they don’t understand the jargon, because the likelihood is that others don’t really understand other specialists’ technical language.
  • Offer solutions - as that is the role of the assembled team.

Why use a facilitator

Using a trained facilitator could help bring a meeting/workshop to life where:

  • Ideas can be heard, even when louder voices would normally dominate the room. Facilitators ensure every voice is valued.
  • They’re connecting remotely as a team and need to develop on a personal level. Facilitators use tools and techniques to bridge the barriers between different perspectives.
  • Conflicts could be resolved constructively, not destructively. Facilitators are skilled in managing conflict, turning heated disagreements into opportunities for new perspectives.
  • They could have a moment to share their thoughts without interruption. Facilitators create a space where everyone is heard and problems are understood, ideas developed, and solutions created through the dynamic interaction of people using tools and techniques rather than just their voice.

What is the difference between an internal and external facilitator?

Few people experience the power of effective facilitation. To transform meetings, workshops and events into productive, inclusive, and enjoyable experiences you may need to use an external facilitator.

The benefits of external facilitators are linked to the complexity, scale and importance of the challenge. It is worth considering an external facilitator if:

  • A large number of people are involved (25 plus).
  • Where the outcome has immense significance for the organisation.
  • The group is very diverse, with participants from different cultures and with a range of expertise or seniority.
  • Conflict between participants is expected.
  • The challenge is VUCA (volatile, uncertain, complex or ambiguous).

There are pros and cons for using either an internal or an external facilitator, so the decision on what is best for you is very context specific.

Internal Facilitators

Pros Cons
In-depth Knowledge: About the organisation, its culture, and the specific issues being discussed. Potential Bias: They may have biases or untested assumptions about the issue or participants.
Context Awareness: They understand the history and context of the situation. Perceived Bias: Group members might perceive them as biased towards certain stakeholders or decisions.
Established Relationships: With participants, which can facilitate smoother interactions. Reluctance to Challenge: They may be hesitant to ask difficult questions or challenge people in positions of power.
Cost-Effective: No external costs. Risk of Retribution: They might avoid controversial topics to protect their position within the organisation. 
Availability: Probably available at short notice. Dual Role Stress: Balancing the role of facilitator and group member can be challenging and may affect their effectiveness.

External Facilitators

Pros Cons
Objectivity: They bring a neutral, unbiased perspective to the discussion. They will need time to understand and appreciate the culture.
Fresh Perspective: They can introduce new ways of tackling the task and introduce different tools and techniques which challenge existing assumptions. Time-Consuming: It may take time for them to understand the organisation’s context and issues.
Expertise: They often have a wide range of skills and experience in facilitation. One-Size-Fits-All: Some external facilitators may use a generic approach rather than tailoring their methods to the specific needs of the group.
Focus on Process: They can focus solely on the facilitation process without the distraction of internal politics. Resistance to Change: Participants might be less likely to embrace changes suggested by an outsider.
Encourages Participation: Their presence can encourage more open and honest participation from group members. Dependency: Over-reliance on external facilitators can prevent the development of internal facilitation skills.
Lost Time Costs: They are not being taken away from their own job/role. Cost: Hiring an external facilitator can be expensive.

Is there any difference between facilitating a virtual meeting and a physical meeting?

Factor Virtual Meeting Physical Meeting
Location Participants join from their preferred locations using internet-enabled devices like computers or mobile devices. Require a specific location where all participants gather.
Communication Facilitated through various technological tools, such as video conferencing software, webinars, and messaging platforms. Face-to-face.
Non-verbal cues These cues can be harder to interpret, depending on the quality of the video feed. Cues, such as body language and facial expressions, are more easily observed.
Global Accessibility Overcome geographical barriers and facilitate international collaborations without traveling. May require travel and accommodation arrangements.
Cost Can result in significant cost savings as they eliminate travel, accommodation, and other associated expenses. Can incur significant revenue and lost time costs.
Time Efficiency Allow participants to connect quickly without travel time, enabling more efficient use of everyone’s schedule. May require travel time and can be more time-consuming.
Flexibility Allow participants to join at their convenience without the constraints of travel time. Require participants to be present at the same location at the same time.
Networking Networking opportunities can be more structured and may require specific virtual networking tools. Can be more spontaneous and personal.
Atmosphere and Energy Levels Organisers must work to create an atmosphere of inclusiveness. Also, looking at a computer screen and being stuck in a chair in a confined space can be energy draining. The audience attention is different because they are ensconced within the environment.
Structure and Delivery Require careful structuring to allow audience members to enjoy the experience and to engage. It can be easier to engage everyone in a face-to-face setting.

Tips for Facilitating a Virtual meeting

The likelihood of online virtual meetings has become a staple in today’s work environment, making effective facilitation techniques more important than ever. Some key strategies for facilitating virtual meetings effectively are:

  • Preparation is crucial. Facilitators should ensure that the agenda is clear and shared in advance, and that all participants have the necessary technology and materials. This helps to set expectations and allows participants to prepare their contributions ahead of the meeting.
  • Active engagement is another essential technique. Facilitators can use interactive tools like polls, breakout rooms, and whiteboards to encourage participation. They can also ask open-ended questions to stimulate discussion and ensure that everyone’s voice is heard.
  • Time management is critical in virtual meetings. Facilitators should keep the meeting on track and ensure that all agenda items are covered. They should also allocate time for breaks, especially in longer meetings.
  • Clear communication is key. Facilitators should speak clearly, summarize discussions, and confirm understanding to ensure that everyone is on the same page.
  • Lastly, follow-up is important. Facilitators should ensure the group leaves with clear action points and deadlines.

Both virtual and physical meetings have their own advantages and challenges. The choice between the two often depends on the specific needs and circumstances of the meeting. Effective facilitation can make virtual meetings more productive and engaging, leading to better outcomes for all participants.

Key Responsibilities of a Facilitator

Some core responsibilities of a facilitator are:

  • Agenda setting: Getting the team leader and group to understand the purpose and task outcomes of the session or workshop is key to facilitating an effective process.
  • Guidance: Though agendas set the structure, a facilitator's role is  to guide the process, which means it is possible for participants to go off track.
  • Task management: Facilitators (in collaboration with the team/task leader) are responsible for ensuring that the group stays on task and achieves its goals.
  • Motivating learners: They inspire and motivate learners and encourage participants to engage fully in the process.
  • Managing the emotional culture of the group: Facilitators create a safe and supportive environment that encourages open communication and mutual respect.

What Skills Does a Facilitator Need?

Whether you are facilitating a workshop or meeting you will need a range of skills including:

  • Clear Communication: The ability to express ideas and instructions in a way that’s easy to understand is crucial.
  • Active Listening: Facilitators should listen to understand, not just to respond.
  • Getting to the Right Questions: Knowing when and how to use tools and techniques that can stimulate discussion and encourage critical thinking.
  • Utilise different tools and techniques: They use various techniques to engage the group and achieve progress. A simple example is creating breakout groups, dividing larger groups into smaller ones for more focused discussions or activities and using different formats to elicit data.
  • Objectivity: Facilitators should be able to suspend their judgment and remain neutral, encourage people to explore and discover new insights on their own.
  • Focus: Facilitators should always be moving towards the end goal.
  • Keeping an Open Mind: Being open to new ideas and perspectives is crucial.
  • Adaptability and Flexibility: Good facilitators can adjust to unexpected situations and bring in different tools as required.
  • Bold and Brave: Being comfortable making proposals that change the dynamics of the group activity.
  • Creative Skills: Facilitators often need to guide a group, perhaps offering a very different tool to help the group achieve its goals.
  • Problem-Solving Skills: Facilitators should be able to help the other group members overcome obstacles and find solutions.
  • Collaboration Skills: Facilitators should be able to foster a collaborative environment and encourage participation, ensuring that everyone in the group has an opportunity to participate.
  • Time Management: Facilitators should be able to keep the meeting on track and ensure that all agenda items are covered.
  • Preparation: This includes creating a meeting agenda with the appropriate process to achieve the required outcomes
  • Engagement: Facilitators should be able to engage the team, so as to be trusted when they make process proposals.
  • Handle disruptive behaviour and conflict: Facilitators manage any disruptive behaviour to maintain a positive working environment and help resolve any conflicts that arise.
  • Feedback: Requesting feedback after the event is also an important skill for continuous improvement.

These skills make facilitation a critical function in both business (and educational settings). They help make teamwork more effective, break communication barriers, give focus to the desired outcomes and ultimately help groups realize more ambitious goals.

How Much Does a Facilitator Get Paid?

The salary of a facilitator can vary widely depending on the industry, location, and level of experience. In the United Kingdom, the average salary for a facilitator is around £31,774 per year. Sources show the salary range is between £30,025 and £45,000.

As for career prospects, facilitation is a growing field with a wide range of opportunities. According to the U.S. Bureau of Labor Statistics (BLS), job opportunities in community and social service occupations, which include the role of a facilitator, are projected to grow faster than average from 2022 to 2032. This indicates the significant role facilitators play in various sectors.

Facilitators can work in almost any industry, including education, business, healthcare, and community services.

How to Become a Facilitator

If you’re looking for a career change that leverages your wealth of experience and people skills, and want to create events designed to achieve outcomes, then consider becoming a facilitator.

In today’s dynamic work environments, the role of a facilitator is indispensable. Facilitators plan, guide, and manage group meetings, workshops, and events to help teams collaborate effectively, address challenges, solve problems, and achieve their goals at both operational and strategic levels.

By fostering an atmosphere of mutual respect and open communication, facilitators ensure every team member's voice is heard, helping to resolve conflicts and enhance team dynamics. The skills developed in this role—such as active listening, clear communication, and leadership—are highly transferable and invaluable across diverse career paths.

Research by the University of North Carolina highlights the importance of facilitation skills, even for those not pursuing facilitation as a full-time career. The study revealed that 71% of senior managers across various industries consider meetings unproductive and inefficient. Knowing how to facilitate a meeting can play a crucial role in addressing these inefficiencies. But how many managers do you know who have facilitation training?

In fast-paced, collaborative workplaces, facilitators are increasingly in demand. Pursuing a career in facilitation not only provides meaningful and impactful work but also offers strong career prospects.

Steps to take

Becoming a facilitator involves developing a specific set of skills and gaining experience in group dynamics. Here are some steps you can take to become a facilitator:

  1. Understand the Role: Learn what a facilitator does and what facilitation isn’t. A good facilitator guides a team through a process, helping them, do their best work, and avoid the usual pitfalls of group think and achieve collaboration.
  2. Develop Essential Skills: Master the facilitation mindset, which is to be the guide, not the hero. Other essential skills include clear communication, active listening, asking the right questions, objectivity, focus, keeping an open mind, adaptability and flexibility, public speaking skills, leadership skills, problem-solving skills, and collaboration skills.
  3. Practice: Gain experience by facilitating small group discussions or meetings. This will help you understand group dynamics and improve your facilitation techniques.
  4. Learn from Others: Engage with the community, learn from other practitioners, and be curious. This is an important aspect of improving your own practice and learning how others facilitate.
  5. Continuous Learning: Keep learning new methods, tools, and techniques. There are many resources available online, including articles, blogs, webinars, and courses.
  6. Get Certified: Gaining a certification from a recognized organisation will enhance your credibility as a facilitator and demonstrate your commitment to the role.

You may like to ask your Boss for help:-

“I hope this message finds you well. I am writing to express my interest in receiving training to become a facilitator. I believe that this training will not only enhance my personal skills but also bring significant benefits to our team and the organisation as a whole.

Facilitation skills are crucial in today’s collaborative work environment. They help in guiding discussions, ensuring that everyone’s voice is heard, and fostering a sense of teamwork. As a skilled facilitator, I can help our team make the most of our meetings and brainstorming sessions, leading to more innovative ideas and effective solutions.

Moreover, facilitation skills are particularly beneficial in the context of remote work, which has become increasingly prevalent. They can help overcome the challenges of virtual collaboration, such as miscommunication and disengagement, making our remote meetings more productive and inclusive.

Investing in facilitation training for me will, in turn, be an investment in our team’s efficiency and effectiveness. It will empower me to guide our team towards achieving our goals more smoothly and successfully. Many people have found that facilitation skills enhance the individual’s suitability for promotion and deployment into other roles.

Thank you for considering my request. I am confident that with facilitation training, I can contribute even more to our team and our organisation”.