How to maximize the impact of hiring a facilitator
Navigating the terrain of offsites, retreats, or team sessions can feel like traversing a complex labyrinth. With the myriad of responsibilities already on your plate, the decision to bring in an external facilitator for these gatherings can either be a seamless solution or an added layer of complexity. So, how can you ensure that this investment not only pays off but elevates your team's performance?
In this blog post, we'll explore the value of facilitation, how to hire the right facilitator, and key considerations to maximize the impact of their expertise.
Why facilitation matters
Facilitation, when done right, is more than just orchestrating activities or leading discussions; it's about sculpting an experience that catalyzes growth, fosters collaboration, and drives tangible results. A skilled facilitator isn't just a guide; they're an architect, crafting the blueprint for success tailored to your team's unique needs and challenges.
Unfortunately, when we receive the request to “hire an external facilitator,” the request is often vague.
The first question to assess is whether or not a true external facilitator is needed. Sometimes when an executive asks for a facilitator, what they want is either:
A motivational or keynote speaker
A trainer
The difference between a facilitator and a speaker or trainer
A motivational or keynote speaker (think an author or a successful athlete) is a great way to pump up a team and get them excited.
Good motivational speakers bring a WOW factor and will leave attendees saying, “That was cool and fun.”
At their best, motivational speakers can also set the right energy and tone for the rest of the event.
A trainer often brings a plug-and-play curriculum. A trainer could offer a workshop on a topic like negotiation or feedback skills.
The trainer’s pre-made agenda brings a high level of certainty. There’s no question about what content will be covered.
While the content can be valuable for your team, the pre-made nature of these workshops can sometimes lack the context required to break through the unique, complex challenges of your specific team.
However, a skilled facilitator can use this content as a starting point for larger discussions, breakthroughs, and applications to your team and/or company's ways of working.
Just like other investments, it’s important to clarify your desired outcome before selecting your tool of choice.
If you need an external partner for your event that brings a more bespoke, consultative approach than that offered by a speaker or trainer, then you need a facilitator.
A facilitator (sometimes called an experience designer) can co-create the offsite – alongside leadership – to achieve very specific outcomes.
What facilitators can learn from Jimmy Fallon
How do you establish trust and safety when addressing a room?
Take a cue from Jimmy Fallon's debut as The Tonight Show host. While hosting and facilitating differ, Fallon's approach offers valuable lessons:
Making intentions clear: Fallon openly shared his show's structure and what to expect each night, fostering familiarity and routine.
Personal connection: Fallon's autobiographical disclosure—introducing himself, his team, and sharing personal anecdotes—built rapport and authenticity.
These techniques, akin to those used by effective facilitators, create a safe and engaging learning environment. As Dr. Stephen Brookfield suggests, autobiographical disclosure can expedite the connection with learners, easing them into the learning process.
Reflect on moments of comfort in learning environments; chances are, facilitators employed similar strategies.
The value of a facilitator
The true value of a facilitator lies not just in their ability to deliver content but in their capacity to orchestrate meaningful dialogue, spark innovation, and foster lasting connections.
A good facilitator is a consultant who can dig deep into your team’s dynamic and uncover the root causes of challenges to help overcome them.
They are a neutral third-party observer who can spot, speak, and surface issues and ideas through thoughtful questioning and skilled debriefing (often removing this burden from someone in an internal role).
Unlike speakers and trainers who often bring their fully-baked content, facilitators work with internal partners to build out the unique mix of content and conversation to take you from Point A to Point B.
A facilitator does more than provide content. They offer a unique and valuable set of skills, often serving as the producer, actor, director, and writer for your team retreats and off-sites. While a true facilitator requires significant partnership from internal leaders, the impact they can have on your business can be transformational.
Lindsey Caplan is a screenwriter turned organizational psychologist who helps HR & business leaders create experiences that boost motivation, engagement, and performance