You’ve taken a facilitation course and are now preparing to meet with your first client. Excitement and a little nervousness might be setting in, but where do you start? What information do you need to gather to set the stage for a successful facilitation experience? For this month’s pro tip, we’re sharing a comprehensive intake form designed to guide you through your initial client meeting. This resource helps you uncover key details about your client’s current situation, goals, and facilitation needs.
An effective intake process is critical to understanding your client and designing a facilitation plan that meets their unique needs. The intake form serves as both a roadmap and a conversation starter, ensuring you address the right questions and lay the groundwork for a productive partnership. By engaging in this structured dialogue, you can identify what’s important, align expectations, and set the tone for collaboration.
The intake form is organized into six essential sections, each focusing on a critical aspect of the facilitation process. Here’s a closer look at how each section helps you gather vital information and plan for success:
Start by understanding the client’s present state. What issues, challenges, or opportunities are they facing? This step involves asking questions to uncover the context and dynamics of their current situation. Are there specific pain points within the team or organization? Are there external factors influencing their needs? By gathering this information, you establish a baseline that will inform the rest of your planning. For example, you might ask:
Facilitation often centers on change—whether it’s aligning a team, improving communication, or resolving conflict. This section focuses on understanding the nature of the change the client seeks. What is driving this need for change, and what outcomes do they envision? Some guiding questions include:
By clarifying the dynamics of change, you can ensure your facilitation approach aligns with their goals.
A successful facilitation session doesn’t end when the meeting is over—it creates momentum for the future. In this section, explore how the client plans to sustain progress beyond the facilitated session. Ask questions like:
Understanding their vision for the future allows you to design a facilitation that not only addresses immediate needs but also sets the stage for long-term success.
Clear goals are the cornerstone of any successful facilitation. Without defined objectives, it’s challenging to measure success or ensure alignment. Use this section to help the client articulate what they hope to accomplish. Examples of questions you might ask include:
This clarity will guide the design of your facilitation process and help you focus on what truly matters to the client.
Once you have a clear understanding of the client’s goals and needs, it’s time to think about the facilitation design. This section helps you collaborate with the client to create a process that engages participants and moves the group toward the desired outcomes. Consider discussing:
This collaborative approach ensures that the facilitation design reflects the client’s preferences and is tailored to their unique context.
The final section focuses on the practical details that will shape your session. These logistical elements are crucial for planning and execution. Ask questions such as:
By addressing these details upfront, you can avoid surprises and ensure a smooth facilitation experience.
Approaching your first client meeting with this structured intake form will give you the confidence and clarity you need to succeed. It ensures you’re asking the right questions and gathering the information necessary to design an effective and impactful facilitation session. As you build a partnership with your client, this process will not only help you deliver immediate value but also lay the foundation for long-term collaboration. With the right preparation and mindset, your facilitation skills will shine!