Facilitation Tips

Finally, here are some key tips for facilitating an in-person and virtual TTX:

• • Be Prepared-know your audience and their roles, utility plans and procedures, regulations, etc. Overall, doing your homework and being prepared will set you up for success!
• • The Venue-it is important to have the right venue for hosting the TTX. This includes choosing one that is easy to get to, has good parking, is close to food, etc. The overall quality of the room and how you set it up is also important. The right room set-up will be dependent on the number of participants (e.g., horseshoe design for tables, classroom style). Consider the location of presentations screens as well and make sure to have name cards/name tents!
• • Communication-make sure to communicate clear guidelines and instructions for the TTX including those that are outlined in the SitMan and presentation. Review the objectives, the guidelines (e.g., this exercise will be held in an open, low-stress, no-fault environment. Varying viewpoints, even disagreements, are expected), and the assumptions and artificialities (e.g., the exercise scenario is plausible, and events occur as they are presented).
• • Create an Inclusive and Informal Environment-make the participants feel comfortable! Start off with introductions to get everyone speaking. State that this will be an informal exercise right at the beginning so that participants feel more relaxed and are willing to discuss the issues.
• • Listen and be Patient-don’t interrupt or show frustration with participants. Make sure to take turns by having participants raise their hands or turn up their name tents. Note though that you will also need to be mindful of time and make sure to know when to move on by recapping or summarizing this issue(s) (see below for more information).
• • Watch and Observe-visual cues from participants are very important. Observe when participants may be bored or are wanting to say something. Nodding heads are also a good indication that participants are following along with the discussion.
• • Engage all Participants-try to get everyone involved in the discussion to the best of your ability (e.g., Mary, we have not heard from you, what do you believe your agency’s role would be?)
• • Summarize and Recap the Issues-this brings participants back to the main topic if the discussion goes off track. Try to focus on possible ways to move on to the next subject if you get caught up on side issues.
• • Make it Fun-bring some type of gift for participation (e.g., candy). You would be surprised at how well this works to keep participants involved!