Planning a dynamic, productive, face-to-face meeting presents myriad challenges, starting with defining a clear purpose for the event. In addition, the leader and/or organizing team need to consider the needs and interests of those being invited, the constraints and possibilities of the venue, and the expected results of the group interaction. As professional facilitators, we can help you reflect on these issues and design a program that will justify the investment in bringing the group together.
Our skills can be applied to a wide variety of complex contexts including:
- Multi-sectorial, multi-disciplinary and /or culturally diverse groups
- Convening networks, program partners or geographically dispersed teams
- Strategic planning
- Addressing conflicts
- Newly forming groups or existing groups that are stuck
Outcome-Oriented Facilitation Packages
|Option 1||Option 2||Option 3|
|Initial Consultation only for an outcome-oriented meeting or event.||Detailed event planning for an outcome-oriented meeting or event.||Complete facilitation support for an outcome-oriented meeting or event.|
|Who Needs This||Who Needs This||Who Needs This|
|Leaders or planning teams who are responsible for convening a meeting or event and need help clarifying the intended outcomes.||Leaders or organizing teams who need professional help in clarifying high-level objectives and development of an agenda or program they can implement.||Leaders or organizing teams who want a professional consultant to help them design and facilitate the outcome-oriented program.|
|An initial planning document that specifies the purpose and duration of the meeting or event, the profile of the participants and the desired outcomes; serves the organizers as a guide to development of the program.||The initial planning document described in Option 1, plus a detailed facilitation agenda specifying how the time will be spent, and the expected outcome for each segment and a simpler version of the agenda for participants. Also a detailed list of logistical requirements for each segment of the program; Definition of the role of each member of the organizing team and other support personnel during the event. (Note: Does not include IIFAC facilitation of the live event.)||Same as Options 1 and 2 plus on-site supervision of room set up, briefing of presenters and support personnel, consultation with organizers regarding mid-course corrections in the program (as needed) and final evaluation and facilitation report.|
|Delivery Method||Delivery Method||Delivery Method|
|Up to 3 conference calls with the organizing team to clarify their high-level objectives.||Up to 6 conference calls with the organizing team to define the objectives, develop the agenda and logistical requirements.||As many conference calls as needed (as described) to plan the program; on-site presence one day before the event and during the entire event and a post-event evaluation meeting with the organizing team. See full description of the process below.|
“I have collaborated with Beatrice Briggs several times over the past few years and am always impressed by her ability to enter into complex issues, create dynamic processes adapted to the culture of the group, and produce useful results. Her skillful facilitation frees me to participate fully in the discussion, confident that Beatrice will optimize the use of the group’s time, document the results, and produce a timely, complete, and well-organized summary of the work we accomplished.”
-Yacine Khelladi, Director Fundación Taigüey. República Dominicana
“From our first conversation, IIFAC helped us to clarify the purpose and outcomes desired from an all-day meeting with some of our program partners. The participatory dynamics that they proposed created a space that fostered trust and generated dialogue and discussion that ensured that all voices were heard and taken into account in the conclusions; it was a very productive day that was also a lot of fun!”
-Sonia Bozzi Anderson, Former Executive Director, United Way Mexico / Currently National Director, ChildFund Mexico
“It was a pleasure to work with IIFAC at the beginning of the process of planning the Water Forest initiative. Together we created a consultation that was open, participatory, verifiable, and transparent. We were able to draw out the best from a diverse range of participants and distill the results into a master document that served as a useful compass for navigating a map of possibilities…and pitfalls.
I wholeheartedly recommend the services of the IIFAC team that helped us to create the conditions for establishing the basis for any collaboration dream. “
Jurgen Hoth, Director de Proyecto Bosque de Agua. Conservación Internacional México, Cuernavaca, México
IIFAC´s proven four-step process for delivering outcome-oriented meetings
This four-step process allows us to craft an event that will meet —or exceed— your expectations. Having organized meetings and conferences all over the world, we know that it works!
Step 1 – Preliminary Assessment, Contracting and Definition of Objectives
We talk to you —and usually others involved in the event planning— to get to know each other and determine whether our skills meet your needs. If we agree to work together, we jointly draft a contract and preliminary budget, which may be refined as we continue to deepen our understanding of the context in which your upcoming meeting or conference will take place. We study background information and often conduct additional interviews. Based on this data, we work with you to define objectives and expected results. This provides a firm footing on which to design the rest of the program.
Step 2 – Collaborative Development of Program
We work with you to develop a detailed program, including roles, timing, use of physical space, and appropriate tools and techniques needed to achieve your objectives.
Step 3 – On-site Facilitation
We arrive at the site a day before the event to make sure that the preparations are in order. Then we facilitate the program, consulting with you during the course of the event to discuss unexpected developments and make last-minute adjustments. We coordinate with other members of the support team, such as translators, minute-takers, audio-visual personnel and others to make sure that these elements go smoothly.
Step 4 – Final Facilitation Report
We create a final facilitation report that includes a complete record of the planning process, any materials we created for your event, the meeting/conference final program, a summary of the results, including participant evaluations, and our feedback on what went well and what could be improved in future events from the facilitation perspective.
You tell us WHAT you want to discuss. We suggest HOW to structure the conversation to achieve the results you hope for.
Focus on Participation
We specialize in participatory processes. This means that we suggest methods for engaging those invited to your meeting or event so that they can contribute to the outcomes and feel part of a dynamic collaboration. No more passive observers, checking their smartphones, suffering from “Death by PowerPoint” or other sources of terminal boredom!
We also carefully consider other potential barriers to participation, including cultural and languages differences, age and gender differences, pre-existing conflicts within the group and prior experience with outside facilitation.
Tools We Love
Every facilitation is custom-made to meet the specific needs of the sponsoring organization or group. Here are some of the tools that we frequently recommend:
Technology that stimulates the contribution of ideas, opinions, concerns and proposals by participants and automatically compiles these responses into electronic reports, making the documentation and analysis of the outputs much easier.
Costs depend on a variety of factors, including:
- Duration of the event
- Location of the event (does it require travel?)
- Number of facilitators needed
- Methods employed.
What we can say with confidence is that the investment in our professional facilitation services will be returned in the form of
- Peace of mind for the conveners who, freed from process worries, can focus on being hosts and leaders
- Satisfaction on the part of the participants because they feel that their time was well spent
- Outcomes that meet or exceed the client´s expectations