Recently a workshop grad from our Facilitating with Ease workshop emailed to ask a simple way to rotate meeting participants. This can be a tricky meeting moment where the meeting design can appear too complex or pervasive for participants, so keeping instructions simple is crucial.
Typically groups are rotated around a room for purposes of:
- Getting them to input on multiple issues/topics
- Bringing some physical movement to the meeting process so people aren't just sitting all the time
- Get a chance to discuss ideas amongst a smaller, sub-group of the larger group so that shyer people may feel more open to be candid
Method One: The Clock Rotation
People are divided into sub-groups by numbering them off according to the number of topics being discussed. So if the group must brainstorm or debate five different issues I create 5 sub-groups. Each sub-group is assigned to a flipchart with the written issue or topic. The sub-group is given 10 - 20 minutes to discuss and jot down their ideas. Following this I begin to rotate the groups clockwise from one flipchart to the next. The first rotation is always given less time as the original group probably captured most of the common ideas. The second rotation gets a little less time and so on to jot down their ideas. Rules when arriving to the next flipchart are as follows:
- when arriving to the new flipchart please review all current ideas. If you have questions about anything written go to the previous group and have them provide clarity
- you cannot eliminate another group's ideas but rather embellish on their ideas or add new ideas below theirs
Sometimes if the ideas are complex I'll have one person stay back from the previous group during a rotation. This person overviews what was written on the flipchart and addresses any questions for clarification. They then move ahead to join their group at the new flipchart. When they arrive, one of their team mates quickly debriefs them.
Method Two: I Choose
Instead of Method One where we tell people the group they're going to be in, with this method people choose which flipchart they go to. The only catch is that only a specific number of people are allowed per topic group. For example, if there are 10 topics and 40 people, I only allow a max of 5 - 6 people per topic group. If people arrive at their topic group and the it's maxed out I then ask them what their second choice would have been and to go there. People are asked to choose their topic group by these criteria. You either...
- have a lot of expertise with this topic and understanding of what's required and/or
- you're passionate about this topic and/or
- you're interested in this topic
People go to their chosen topic and are given 10 - 20 minutes to discuss ideas. Following this I then ask the group to now to another topic which meets the criteria. We continue to do this for 3 - 4 rounds. The same rules apply when arriving at the new topic flipchart:
- when arriving to the new flipchart please review all current ideas. If you have questions about anything written go to the previous group and have them provide clarity
- you cannot eliminate another group's ideas but rather embellish on their ideas or add new ideas below theirs
Hope this helps everyone who has trouble with group rotation!
