10 prompts for hosting the perfect co-design session

Congratulations, you have made it this far through our co-design guide which means you are finally ready for the exciting part—facilitating a co-design session!

There is no one-method-fits-all approach to co-design so we can’t tell you the exact steps you should take during your co-design facilitation BUT we can outline what you need to look out for and think about during your session.

Effective co-design facilitation equals better outcomes

When it comes to co-design sessions, there's a lot more at play than just bringing people into a room to hash out ideas. The key to a successful session is in the nuances: how you set the tone, manage time, and ensure everyone feels heard.

Whether you're a seasoned facilitator or stepping into this role for the first time, strategies exist to help you navigate these complexities and bring out the best in your collaborative efforts.

Facilitating a co-design session is an art to which facilitators apply their own styles. The tips outlined below aren't intended to be prescriptive but rather prompts for you to consider when next facilitating a co-design session.

10 tips for facilitating a co-design session that hits the mark

Tip #1 – set the tone up front

Kick-off with a warm welcome, clear objectives, and an inclusive atmosphere:

Acknowledge the country you are on and encourage others to do the same.
Begin with a welcoming introduction to set a positive atmosphere.
Leverage other key stakeholders to set the scene – as a facilitator it isn't all on you.
Stay on message with scripting, without reading it word by word.
Clearly state the objectives of the session.
Outline the agenda so participants know what to expect.
Find a way to get people into the conversation early without eating too much into the limited time that you have.
Introduce participant support mechanisms.

Tip #2 – manage time throughout

Make it clear that there are time constraints, prioritise critical topics, and have a plan to keep everyone on track:

State that part of your role is to keep the group on track and on time.
Consider allocating a timekeeper to give you updates so you can focus on facilitating.
Know when flexibility is needed to address 'big hairy questions' – sometimes it is best to stay put or finish early and reconvene later rather than pushing through.
Schedule the most critical conversations and activities first.
Keep an eye on the clock to ensure the session stays on schedule.
Have an avenue to redirect people's energy if they are spinning their wheels (post-session survey or similar).
Design the session with the ability to drop off conversations if time doesn't permit.
Be assertive but empathetic when moving people on to a new topic or activity.
Allocate specific time slots for different activities or discussion topics.

Tip #3 — foster participation

Use open questions and varied methods to make sure everyone feels comfortable speaking up:

Use open-ended questions to encourage dialogue.
Know your audience and use the right language.
Approach conversations with a learner's mindset and curiosity.
Use quick, non-intrusive prompts at the start of each activity to make people feel comfortable and get the conversation moving.
Direct questions to quieter participants to ensure everyone's voice is heard.
Even the playing field by using a mix of written and verbal participation methods to cater for varying engagement styles.
Acknowledge contributions and provide affirming feedback.

Tip #4 – manage power dynamics

Be upfront about power imbalances and actively work to level the playing field:

Overtly call out power dynamics at the start and throughout i.e. through 'power check-ins'.
Be aware of group dynamics and power imbalances, particularly between lived experience folks and professionals (clinicians, managers, etc.).
Actively manage dominant voices to ensure balanced participation. Every strong opinion from someone quick to give it should be an invitation for a counter view.
Separate or rearrange participants if certain dynamics stifle discussion – i.e. consider smaller group conversations.
Use facilitation techniques like 'silent brainstorming' or 'round-robin' discussions.
Lean into your role as 'facilitator' and direct conversation.

Tip #5 – utilising tools and materials

Choose visual aids and tech wisely, making sure everyone can engage with them:

Use visual aids like slides or boards for clarity, but don't over do it.
If using digital tools like Miro or Mural, ensure all participants are comfortable with the technology.
Offer a quick tutorial or guide on how to use digital tools that are being utilised.
Use analog options like paper and markers for those who might struggle with digital platforms.
Have a back up plan in case of technical issues.
Ensure all materials and tools are accessible to people with disabilities.

Tip #6 — facilitating activities

Clearly explain each activity, offer help as needed, and be ready to adapt on the fly:

Clearly explain the instructions or steps for any planned activities.
Provide examples or demonstrations to clarify activity objectives and instructions.
Offer real-time guidance and troubleshooting during activities.
Be prepared to adjust or skip activities based on how the session is progressing and participant feedback.
Have helpers or co-facilitators available to assist participants during activities, if possible.

Tip #7 – monitoring participant safety

Stay tuned to how everyone's doing, both physically and emotionally, and know when to pause:

Address the importance of creating a psychologically safe space for participants.
Keep an eye on participants' body language for signs of discomfort or fatigue.
Know when to take breaks or adapt the session flow to maintain engagement.
Perform regular well-being check-ins with participants.
Outline a clear escalation path for addressing safety concerns (such as how to access a support person either during or after the session).
Encourage participants to identify and act upon self-care strategies.

Tip #8 — capturing Inputs

Use visible means to record key points and check-in with your scribe to ensure nothing gets missed:

Use a visible method to capture key points, either digitally or on butchers paper.
If possible, share captured points in real-time with participants to confirm accuracy.
Utilise more than one method for capturing inputs to ensure completeness and clarity.
If a scribe is present, occasionally sync with them to ensure important points are captured.
If appropriate, use audio recording as a backup to ensure all points are captured.
Allow participants to review and amend captured inputs at the end of the session or shortly after.

Tip #9 – closing the Session

Wrap up by summarising key points and thanking everyone for their contributions:

Summarise key takeaways and next steps.
Thank participants for their time and contributions.
Offer a quick way for participants to give immediate feedback on the session.
Inform participants when and how they can expect a summary or report of the session's outcomes.
Allow time for any final questions or clarifications.
Provide a way for participants to reach out for further discussion or questions after the session.
Acknowledge the efforts of co-facilitators or other support staff.
Mention any additional resources or material that will be shared post-session.

Tip #10 – post-session

Gather immediate feedback and make sure participants know how to access further support and information:

Send a reminder that clearly lists resources or contacts for further support.
Share a written summary or minutes with all participants promptly after the session.
Provide options for participants to stay involved or engaged after the session.
Specify the timeline for implementing action items or any next steps.
Make yourself available for individual debriefs if possible.

And there you have it! We hope you can use these tips in your next co-design session for an effective and engaging process.

Tried this but still struggling to make your co-design sessions engaging? Or do you simply not have the capacity to carry out sessions? Head over to our co-design home page for more tips and support from Beacon Strategies. Click here to learn more.