How to manage time?

This blog is one of a series of Facilitation Thoughts which look at various aspects of facilitation. 

"We did not have enough time.. "



One of the indicators that people are enjoying a session is the realisation that time has run out, and people agreeing to extend the time.

The facilitator is responsible for keeping time.

It is good to calculate the time for each activity during the planning. I use the following guides :-
  • Introductions - 10 minutes for any preparation/ice breaking activity and 30 to 40 seconds per person to speak.
  • Buzz Groups - 5 minutes with 2 minutes per group for feedback
  • Vignettes - 10 minutes  with 3 minutes per group for feedback
  • Case Study analysis - 15 minutes, with 3 to 5 minutes per group for feedback
  • Other group activity - 20 minutes to 30 minutes, with a 15 minutes for plenary
  • Role play simulations - 15 to 20 minutes to prepare,  5 minutes per group
  • Closing evaluation , verbal feedback - 1 minute per person
  • Specific presentations - 15 minutes, with time for discussion 
  • Breaks - 15 to 20 minutes for coffee and 30 to 45 minutes for lunch

Confirm that all participants understand the duration of the session. If the session is running for more than one day, confirm the start and end times for the next day(s). 

It is useful to have an agenda displayed with some visual aid to show progress.  I know one facilitator who puts the agenda on the wall and uses an arrow to move down each item. I have used a slide in a presentation which shows the completed agenda items in a different colour from the incomplete ones. This would be useless if there is a blackout.

Participants can volunteer to be time keepers . However, the facilitator is responsible for adjusting the schedule and managing the flow of the session. There might be times when the participants are actively interested in a particular discussion and the facilitator should be ready to adjust.

Some persons might ask for 'working lunch' or 'working break' . However,  I have  encouraged people to have their lunch away from the session so that there is a complete mental break.

If people have to leave early, ensure that they know how to collect any materials and how to give their input outside of the session.  Ask them to evaluate the part of the session which they attended.

Some persons might ask to leave early because the session is not satisfying their needs. Discuss how to adjust the session so they could stay.

If there is a need to extend the time, ask the participants for permission to do so and stay within the time limit.

How else can you manage the time allotted to the session?


Have a look at the other Facilitation blogs

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