Collaborative Session Planning Template
Session Overview
Session Title: [Name of the collaborative problem-solving session]
Date and Time: [When the session will take place]
Duration: [How long the session will last]
Location: [Physical location or virtual platform]
Facilitator(s): [Who will lead the session]
Session Objectives: - [Specific goal 1] - [Specific goal 2] - [Specific goal 3]
Participant Information
Target Participants: [Who should attend and why]
Number of Participants: [Ideal number range]
Required Expertise/Perspectives: [What knowledge or viewpoints are needed]
Pre-Session Preparation for Participants: [What participants should do or read beforehand]
Psychological Safety Planning
Ground Rules: - [Rule 1] - [Rule 2] - [Rule 3] - [etc.]
Safety-Building Activities: [Specific exercises to create psychological safety]
Addressing Dominant Voices Strategy: [How to ensure balanced participation]
Conflict Management Approach: [How disagreements will be handled constructively]
Physical/Virtual Environment Setup
Room/Platform Requirements: [Specific needs for the space]
Seating/Breakout Arrangement: [How participants will be organized]
Materials Needed: - [Material 1] - [Material 2] - [Material 3] - [etc.]
Technology Requirements: - [Technology 1] - [Technology 2] - [Technology 3] - [etc.]
Visual Aids: [What will be displayed/shared]
Remote/Hybrid Considerations (if applicable)
Platform Selection: [Which tools will be used]
Technical Setup: [How to ensure all participants can engage equally]
Engagement Strategies for Remote Participants: [How to keep remote participants involved]
Contingency Plans for Technical Issues: [What to do if technology fails]
Detailed Session Agenda
Opening (__ minutes)
- Welcome and Introduction: [Details]
- Agenda Overview: [Details]
- Ground Rules Establishment: [Details]
- Icebreaker Activity: [Details]
Problem Definition (__ minutes)
- Problem Statement Presentation: [Details]
- Clarification Questions: [Details]
- Shared Understanding Check: [Details]
Collaborative Technique 1: [Name] (__ minutes)
- Technique Introduction: [Details]
- Process Steps: [Details]
- Expected Outputs: [Details]
- Facilitation Notes: [Details]
Collaborative Technique 2: [Name] (__ minutes)
- Technique Introduction: [Details]
- Process Steps: [Details]
- Expected Outputs: [Details]
- Facilitation Notes: [Details]
Collaborative Technique 3: [Name] (__ minutes)
- Technique Introduction: [Details]
- Process Steps: [Details]
- Expected Outputs: [Details]
- Facilitation Notes: [Details]
Integration and Synthesis (__ minutes)
- Consolidation Approach: [Details]
- Prioritization Method: [Details]
- Decision-Making Process: [Details]
Action Planning (__ minutes)
- Next Steps Development: [Details]
- Responsibility Assignment: [Details]
- Timeline Creation: [Details]
Closing (__ minutes)
- Session Summary: [Details]
- Participant Reflection: [Details]
- Appreciation and Recognition: [Details]
- Follow-up Expectations: [Details]
Energy Management Planning
Session Pacing Notes: [How to maintain appropriate energy throughout]
Planned Breaks: [When breaks will occur and for how long]
Energizer Activities: [Quick activities to boost energy if needed]
Attention Span Considerations: [How to adapt if focus is waning]
Facilitation Strategies
Key Facilitation Challenges: [Anticipated difficulties and how to address them]
Divergent Thinking Techniques: [How to encourage broad exploration]
Convergent Thinking Techniques: [How to focus and make decisions]
Balancing Advocacy and Inquiry: [How to ensure both sharing and listening]
Handling Difficult Dynamics: [Strategies for common group challenges]
Documentation Plan
Real-Time Documentation Approach: [How ideas will be captured during the session]
Documentation Responsibilities: [Who will record what]
Output Format and Organization: [How documentation will be structured]
Distribution Plan: [How and when documentation will be shared]
Follow-Up Plan
Post-Session Communication: [What will be sent to participants afterward]
Action Item Tracking: [How progress will be monitored]
Feedback Collection Method: [How session effectiveness will be evaluated]
Subsequent Session Planning: [If applicable, how this feeds into future sessions]
Facilitator Preparation Checklist
Before the Session: - [ ] [Task 1] - [ ] [Task 2] - [ ] [Task 3] - [ ] [etc.]
Day of the Session: - [ ] [Task 1] - [ ] [Task 2] - [ ] [Task 3] - [ ] [etc.]
After the Session: - [ ] [Task 1] - [ ] [Task 2] - [ ] [Task 3] - [ ] [etc.]
Contingency Planning
If There’s Not Enough Time: [How to adapt if running behind]
If There Are Too Few Participants: [How to adapt for smaller groups]
If Conflict Arises: [Specific strategies for managing tension]
If Objectives Aren’t Being Met: [How to pivot if the session isn’t productive]
Remember: Effective collaborative sessions require thorough planning but also flexibility to adapt to the group’s needs in the moment. The facilitator’s role is to create the conditions for productive collaboration, not to control every aspect of the process.