A Series of Communication Forums
The Situation
The Head of a Government Project wanted to bring together people from different agencies involved in the project to communicate some proposed changes and to get feedback on the progress of the project.
These communication forums needed to be held in different locations around the country to make attendance easy for the participants. The key challenges we faced in facilitating these forums were
- Each forum was only 5hrs
- The diversity of participants
- The exact numbers of participants was uncertain until the day of each event
The Results
Four Forums were held in four different locations around the UK. About 300 people participated in the forums. Key messages were communicated successfully through the meetings and questions, thoughts, ideas and concerns were shared amongst the participants, through group discussions. The outputs from all the forums were available within 24hrs of each meeting. These were then collated and common themes used to inform future policy decisions.
How We Did It
- Meeting Magic worked with the client to establish clear and specific outcomes from the Forums.
- The outcomes were used to drive consistency amongst the presenters, as there were different people in this role at each forum.
- Participation was enabled through discussions on table groups.
- These discussions were facilitated through the use of session briefs and graphic templates at the tables.
- This approach gave consistency across the different Forums. It also gave us the flexibility to scale up or down, depending on the final numbers in each group.
- Comparisons between the outputs from each forum were easily pulled together as the documentation from each forum was produced in the same format
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