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Workshop Facilitation Checklist

Medium 14 items · 1 hour
testuser's avatar
testuser Published 1 month ago
Productivity

This checklist guides facilitators through planning and running a focused one-hour workshop or training. It’s for trainers, team leads, and workshop hosts who want reliable steps for objectives, engagement, tech setup, and follow-up.

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  1. Define clear learning objectives — Write 1–3 measurable outcomes participants should achieve by session end.
  2. Identify participant needs and prior knowledge — Use registration info or a quick pre-survey to tailor examples and pace.
  3. Draft a timed agenda with a 10% buffer — Allocate time for intro, activities, Q&A, and transitions; add a short buffer.
  4. Choose a warm-up or icebreaker — Pick a short activity that builds safety and relates to the session goal.
  5. Design 2–3 interactive activities — Include purpose, step-by-step instructions, materials, roles, and timing.
  6. Prepare slides and handouts — Keep visuals simple; create editable files and one-shareable PDF for participants.
  7. Write facilitator prompts and transitions — Draft guiding questions, segues, and key messages for smooth flow.
  8. Assign facilitator roles (timekeeper, notetaker, tech support) — Clarify responsibilities and backup plans before the session.
  9. Test all tech and platform features — Check audio, video, screen sharing, recordings, breakout rooms, and links.
  10. Set up the room or virtual space 15–30 minutes before start — Arrange seating, test microphones/cameras, and open the meeting link early.
  11. Send pre-session materials and reminder — Share agenda, pre-reads, access links, and a 24–48 hour start-time reminder.
  12. Plan Q&A flow and a 'parking lot' for off-topic items — Decide when to take questions and how to capture side discussions for later.
  13. Collect participant feedback and share resources within 48 hours — Send recording, slides, key notes, and a short feedback survey link.
  14. Review outcomes and update materials — Debrief with co-facilitators and revise slides/activities based on feedback.
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