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Meetings and workshops always have an objective to attain and to realize that, everyone must participate actively and share his or her knowledge and skills. But there are times when some don't get the chance to talk or refuse to participate. The facilitator then has to make an extra effort to make the most out of the sessions.

Here are simple tried-and-tested techniques that can help a facilitator engage participants during meetings and workshops:

Avoid physical barriers. Some facilitators neglect this part but certainly, a good setting can improve the flow of the discussion. As much as possible, avoid physical barriers between you and the participants. If it's not necessary for you to use a podium, then you should not use it. Don't hide behind chairs and tables. Talking with participants without physical barriers can make them more comfortable.

Check the seating arrangement. Seats arranged in circles or semi-circles provide a better atmosphere for discussion and sharing than the classroom type wherein participants barely see one another face-to-face. In case this isn't possible just like when the seats are screwed on the floor, you as the facilitator will have to move a lot and should not stay in one location during the sessions.

Knowing the participants beforehand would be an advantage as you would be able to come up with a good seat plan. This way, you can avoid seating together participants who are shy in one corner and the "talkers" in another.

Be friendly. Yes, this is part of the whole thing. In fact, an important one and it begins even before you start the meeting. As facilitator, you have to try as much as possible to memorize their names. There's probably no sweeter thing for a person than his name. Always smile and be courteous and polite.

Dress appropriately. Don't be too formal when the workshop calls for an outdoor activity. In the same way, don't be too informal when you're supposed to facilitate a business meeting in a formal setting. Be careful with those sunglasses as they keep you from establishing an eye contact with participants, which is essential to good communication.

Set an appropriate time. As much as possible, set the meeting or workshop in the morning or any other time when participants are most active. Having a meeting after lunch when people usually need to take a nap might only lead to a boring and unproductive discussion.

Use appropriate language. If participants don't understand your language, you can't expect them to participate. Don't use specialized language or jargons unless your participants can understand them.

Be straightforward. Don't beat around the bush. Use simple, clear, and concise words. Ask open-ended questions but try to paraphrase them if they don't get your point and give examples, if necessary.

Know how to respond. Avoid routine answers like, "that's good", "very well said". Instead, pick up interesting points from a participant's response and use it as a reference for further discussion. You may also ask other participants to add their opinions or react to what others have said. Avoid interrupting a participant unless it is extremely necessary. People want to be heard. Be polite. If you respond with sarcasm or ridicule, participants will not be comfortable to speak.

Integrate some fun. You can inject appropriate games and activities that will break the monotony of the discussions. Think of activities that will not only challenge them to think but also require them to move around a certain area or location. You can also give small tokens or prizes to winners. Even at the start of the session, the getting-to-know-you portion can be made into a game. There are endless possibilities. Just let your creative juices flow.

Learn more about this author, Kathleen Solis.
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