Roles and Responsibilities

Ensure the facilitator and support staff understand their roles in advance of the session.
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Resource Type:
Guideline
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In advance of your session, it is important to clarify the role of the facilitator and staff supporting the session. Suggestions below can apply to both in–person and virtual facilitations: 

Facilitator  
  • Identify and record the names of each participant that will be in attendance of the session 
  • Design a detailed agenda that outlines key information (i.e., date, location, topics)  
  • Create presentation slides, speaker’s notes, and review relevant preparatory documents, if applicable  
  • Design and plan the group process, including consideration of essential tools to promote engagement
  • Lead the group facilitation in a manner that promotes participation, idea generation, decision-making, and other objectives of the session  
  • Review summary reporting or notes of  session outcomes, questions, and action items  
Support Staff  
  • Schedule session(s) with the facilitator and participants 
  • Circulate agenda, preparatory readings, and logistical details  
  • Coordinating logistics (e.g., book room, set up and distribute virtual room details, ensure files are compatible with projection system, etc.)
  • If virtual, ensure the technological aspects of the session are prepared  
  • Take comprehensive notes during the facilitation  
  • Synthesize key conclusions from the facilitation in a report and share back with the participants 

Tips

Helpful tips to maximize notetaking include:

  • Sequence notes with the topics included in the agenda
  • Utilize transcription software (e.g., Otter.ai)
Last Updated:  March 23, 2021

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