You're leading a facilitation session with limited time. How do you decide which agenda items to prioritize?

Start by revisiting the primary objectives of the session. Which agenda items are most critical to achieving these goals? Focus on the items that will have the most significant impact on the outcomes you want to achieve. If an agenda item does not directly contribute to the session's goals, consider postponing or removing it. Focus on what will deliver the most value to participants within the time available.

To decide which agenda items to prioritize in a time-limited facilitation session, start by assessing the goals of the session. Determine the key objectives you need to achieve and align the agenda items with these goals. Focus on items that directly contribute to achieving the session’s primary objectives and address the most pressing needs of the participants. Consider the impact and relevance of each agenda item in relation to the overall goals. By prioritizing based on goals, you ensure that the session remains focused and effective, making the best use of the limited time available.

Ask yourself what is the purpose of the session, and what are the critical elements that ensure we deliver in the purpose. Start with the end in mind. "I will consider this session a success if ...........". The way you use the limited time you have to help you to achieve that success.

To prioritize agenda items effectively in a time-limited facilitation session, identify the urgency of each item. Determine which topics are time-sensitive or critical for immediate discussion. Address issues that have imminent deadlines or significant impact on the participants first. By focusing on urgent matters, you ensure that the most pressing concerns are addressed promptly, preventing any potential delays or complications. This approach helps in managing the session efficiently and ensures that crucial issues are resolved in a timely manner.

A lot of this is simply about managing time. Participants in a session will respond well to clear guidance on how much time you expect them to take on each task, or for each discussion. It can help to have a whiteboard (or similar tool) to place all discussion points that are out of scope for the limited time you have, and the objective you are trying to achieve. Whenever anyone focuses on issues that may distract from the goal, you can simply step in, and say "let's put that on the 'out of scope' board". This means that somewhat important discussion points aren't lost, but you can focus on the task immediately at hand.

Use the Eisenhower Matrix to categorize items based on their urgency and importance. Prioritize tasks that are both urgent and important, as these will likely have immediate implications or consequences if not addressed. Consider the impact each agenda item has on stakeholders. Prioritize discussions that will have the most significant effect on the participants or the broader organization.

To prioritize agenda items in a time-limited facilitation session, gauge the impact of each item. Evaluate which topics will have the most significant effect on the participants or the outcomes of the session. Focus on issues that will drive the most value or have the highest stakes for the group. Addressing high-impact items ensures that the session delivers meaningful results and addresses key concerns effectively, maximizing the benefits of the limited time available. Prioritizing based on impact helps ensure that your efforts are concentrated on what matters most.

Meetings aren't just about the agenda. The whole point is to make decisions and get things done so the team can move forward. If we don't get through everything on the agenda, no worries. But we gotta respect everyone's time and make sure everyone gets a chance to speak. That's what really matters when you're running a meeting or a workshop. It's all about the purpose, innit?

I enter a facilitation space with understanding about the background of participants, their challenges, client expectations & so on. Then it is to marry them with the expectations of the participants. Taking their challenges or expectations and prioritising helps. At the end of the session, I look through the list of expectations/challenges and take a feeling check to understand how the participants are feeling about getting their asks from the session.

If possible, gather input from participants before the session to understand their priorities. This can help ensure that the most relevant and valuable topics are addressed. Be aware of the group dynamics. Prioritize items that will engage the majority of participants and contribute to a positive and collaborative atmosphere.

For each agenda item I plan, I think about what I'll do if I need more or less time for completion of that item. That way, if I need to adapt in the moment if necessary. The other "trick" I've learned is to not put times on the version of the agenda I share with participants. I've found that adapting flexibly as I see fit is challenging when participants are acting as impromptu timekeepers.