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Teamship insights

The Ultimate Guide for Workshop Facilitation for Managers

Introduction

Engaging and effective facilitating of the discussions arising from the Teamship survey is pivotal. The goal of these sessions is to foster better understanding and cooperation within the team, and there should be a designated guide to secure this process. The discussions can be conducted as a full-day workshop, spread over a longer period, or in any combination that suits your team's needs. The facilitator can be the team leader, a team member, an HR person or an external coach - depending on your needs and resources. 


Remember, while AI can add substantial value in summarizing and identifying patterns in qualitative data, human intervention is necessary for contextual understanding, empathy, and nuanced decision-making. So, these insights provided by the AI model is most useful when combined with a human-led discussion and interpretation.


Choosing the Format for the Discussions

Different teams have different preferences and possibilities for how to engage in these types of discussions. Teamship works just as well in either of the scenarios below, but you should reflect on what best aligns with your team and context. The structure of your discussions can significantly impact their effectiveness. Here is both a list of format for discussions and some tips for facilitating in the various formats:


  1. Full-Day Workshop: If you choose a full-day workshop, ensure it is well structured with ample breaks to prevent fatigue. Divide the day into dedicated sections, and we suggested the following order; team dynamics, individual analysis, and 1:1 pairings.

  2. Spread Over Time: If you choose to spread the discussions over a period of time, ensure that each session has a specific focus (e.g. one session for team dynamics, another for individual analysis, etc.). This allows deeper focus on each aspect and gives team members time to reflect between sessions.

  3. Your Own Combination: We see many teams choose a combination of the two above that suit their needs. In such a scenario, you might conduct a half-day workshop focusing on team dynamics and individual analysis, followed by scheduled 1:1 pairings over a longer period of time.


Remember that these formats are just suggestions. You should design a format that takes your team's needs, availability, and preferences into account.


The Role of the Facilitator

Whether you decide to facilitate the discussions yourself, assign the role to an HR representative, or bring in an external coach, the role of the facilitator is crucial. The facilitator's responsibilities include:


  1. Guiding the discussion: The facilitator should lead the discussions, ensuring they stay focused and productive. They are responsible for summarizing key points and facilitating the Q&A and feedback sessions.

  2. Ensuring participation: The facilitator should encourage active participation from all team members and ensure that everyone's voice is heard.

  3. Promoting a safe and respectful environment: It's essential that the facilitator promotes a safe and respectful space where team members feel comfortable sharing their thoughts and feedback.



Preparing for the Discussions

  1. Review the Team Report: Start by familiarizing yourself with the Teamship report and dashboard. Note any surprising findings, potential discussion points, and areas of concern that you deem relevant to bring up in the team discussions.

  2. Set a Clear Agenda: Depending on how you wish to structure the discussions (e.g. over one day or multiple sessions), prepare a detailed agenda. Include time for introductions, open discussions, breaks, and the summarization of conclusions and action points.

  3. Communicate Expectations: Prior to the discussions, inform the team about what to expect from these sessions, the objectives, and how the discussions will be conducted. Encourage them to review the report independently and come prepared with their own observations.


Facilitating the Discussions

  1. Set Ground Rules: At the start of the discussions, establish a few ground rules such as respecting each other's opinions, giving everyone a chance to speak, and maintaining confidentiality. We recommend using our Teamship “Ten Commandments” (but you are free to choose your own approach. 

  2. Team Dynamics: Act as a facilitator in this section, summarizing key points and leading the discussion on each proposed question. Ensure every team member has the chance to voice their thoughts.

  3. Individual Analysis: Encourage team members to share their insights and reflections about their own personality test results. Promote a safe and respectful environment where everyone feels comfortable sharing.

  4. 1:1 Pairings: Plan these sessions separately, giving each pair enough time to discuss their dynamics without the pressure of the larger group. The pair should compare their personality test results, discuss similarities and differences, and identify areas for improvement.


Wrapping Up and Next Steps

  1. Conclusions and Action Points: As a facilitator, summarize key findings from the discussions, and lead a brainstorming session on potential action points. Prioritize these points as a team and assign responsibilities to ensure their implementation. Help the team prioritize, because a common pitfall is too many findings and action points leaving the team unable to create the change they are looking for. 

  2. Follow-Up: Keep the momentum going by checking in on the action points' progress regularly. Recognize the efforts and improvements made by the team and individual members - and reflect on and celebrate progress together. 


Remember, your role as a facilitator is to guide the discussions, ensuring they stay constructive and focused. Encourage openness and respect among team members, promote active participation, and ensure that the sessions lead to actionable insights and improvements.


These guidelines should serve as a flexible framework that can be adapted to your specific team size, dynamics, and needs.


Happy facilitating!

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