Training on Conference Facilitation and Documentation

Conferences serve as crucial platforms for idea exchange, collaboration, and decision-making across various industries and sectors. However, the success of a conference greatly depends on effective facilitation and documentation. Facilitators play a pivotal role in guiding discussions, managing diverse participants, and ensuring productive outcomes. Likewise, comprehensive documentation ensures that key insights, decisions, and action items are captured and communicated effectively.

Training on Conference Facilitation and Documentation is designed to equip participants with the skills and knowledge necessary to effectively facilitate conferences and document proceedings. Participants will learn the essential techniques for guiding productive discussions, managing diverse groups, and capturing key information through documentation.

Target Participants

This Training on Conference Facilitation and Documentation course is designed for professionals involved in organizing, facilitating, or participating in conferences, workshops, and meetings. This includes conference facilitators and moderators seeking to enhance their skills, event organizers responsible for planning and executing conferences and professionals tasked with documenting conference proceedings, such as note-takers, secretaries, or administrative staff.

What You Will Learn

By the end of this course the participants will be able to:

• Understand the role and responsibilities of a conference facilitator and the importance of effective facilitation in achieving conference objectives
• Develop essential communication and interpersonal skills necessary for successful facilitation, including active listening, assertiveness, and conflict resolution
• Learn facilitation techniques and strategies for managing group dynamics, stimulating discussions, and reaching consensus
• Master the art of documentation, including note-taking, summarizing discussions, documenting decisions, and drafting actionable follow-up items
• Design conference sessions, structuring agendas, and incorporating interactive elements to enhance participant engagement
• Understand techniques for post-conference evaluation, gathering feedback, and implementing improvements for future conferences

Course Duration

Classroom Based – 5 Days

Online – 7 Days

Course Outline

Fundamentals of Conference Facilitation

• Role of a facilitator in a conference setting
• Key responsibilities and expectations
• Facilitator vs Leader
• 3p’s of Effective Facilitation

Understanding Group Dynamics

• Group stages and power dynamics
• Identifying and managing different personalities
• Techniques for building rapport and fostering collaboration

Effective Communication Skills

• Active listening and questioning techniques
• Non-verbal communication cues
• Assertiveness and diplomacy in communication
• Clarity

Conference Facilitation Techniques

• Setting ground rules
• Preparation and Planning
• Managing Time and maintaining Agenda
• Handling Conflicts

Designing Conference Sessions

• Identifying session objectives and outcomes
• Structuring agendas for different session types (e.g., panel discussions, workshops, brainstorming sessions)
• Incorporating interactive elements and engagement techniques

Facilitating Discussions

• Active Listening
• Techniques for stimulating discussion and participation
• Managing group dynamics during discussions
• Handling challenging participants and divergent viewpoints
• Sensing the energy level in the room

Decision Making and Consensus Building

• Strategies for reaching consensus
• Facilitating decision-making processes
• Balancing inclusivity with efficiency

Utilizing Technology in Facilitation

• Overview of relevant technological tools (e.g., virtual conferencing platforms, collaborative document sharing)
• Best practices for integrating technology into conference facilitation
• Audience Response Systems
• Chat and Messaging Platforms
• Addressing technical challenges and ensuring accessibility

Importance of Documentation

• Role of documentation in conferences
• Types of documents (e.g., meeting minutes, action plans, reports)
• Ensuring accuracy and completeness in documentation

Note-taking and Summarizing

• Effective note-taking techniques
• Summarizing discussions and key points
• Creating actionable follow-up items

Documenting Decisions and Action Plans

• Capturing decisions made during conferences
• Drafting action plans with clear responsibilities and timelines
• Communicating outcomes effectively to stakeholders

Post-Conference Evaluation and Follow-up

• Gathering feedback from participants
• Evaluating the success of the conference and facilitation efforts
• Implementing improvements for future conferences

Training Approach

This Training on Conference Facilitation and Documentation is delivered by our seasoned trainers who have vast experience as expert professionals in their respective fields of practice. The course is taught through a mix of practical activities, presentations, group work, and case studies.

Training notes and additional reference materials are provided to the participants.

Certification

Upon successful completion of this course, participants will be issued a certificate accredited by the National Industrial Training Authority (NITA).

Tailor-Made Course

We can also do this as a tailor-made course to meet organization-wide needs.