A Facilitator’s Rant (and Some Hard-earned Lessons)

I must fully acknowledge I may have been a little overtired, a little cranky, and may have consumed a glass of wine while I put my thoughts down on this.

Recently, I facilitated a workshop that quickly became a highlight reel of what not to do. It was the perfect storm of logistical nightmares, unmet expectations, and a hybrid meeting that felt more like running two separate marathons—without water stations.

Let’s break it down:

• A client and assistant that were 15 minutes late - and to top it off, the assistant was responsible for opening the virtual meeting and bringing the OWL camera. Just what you need when every minute counts!
• All those on-time attendees, stranded in virtual limbo, wondering if the meeting is even happening
• A mad scramble to get the sound set up – because what is a hybrid meeting without an extended period of “Can you hear me now?”
• A tragic catering situation – participants who didn’t specify their virtual attendance left my heart broken for the untouched sandwiches.
• Travel woes: cancelled flights, taxi madness, a hotel room hotter than the surface of the sun, and the distinct feeling of being a dog chasing my own tail.

Then came the real kicker: the materials! The client assured us they would provide everything (and turned down offers of assistance). And technically, they did. If by “materials”, they meant:

• A pair of flip chart stands that looked like they had been through several wars.
• No markers. The hotel’s “supplies” were as dried out as I felt after a sleepless night in that overheated room.
• And the client… oh, they came prepared with - highlighters. HIGHLIGHTERS. Perfect for the next time I need to emphasize something very faintly.
• When asked for markers, they proudly unveiled fine point Sharpies. Because nothing says “collaborative brainstorming” like microscopic, impossible-to-read writing.
• Flip chart paper so brown, crumpled, and dry it didn’t just resist ink—it drained it, like a thirsty vampire feasting on highlighters and fine-point Sharpies alike.

And finally, the pièce de résistance: a hybrid meeting that was theoretically in-person, but in reality, was an absolute mess. With 23 people in the room and 15 remote participants, it was two parallel meetings that never quite connected—like an awkward family gathering where Grandma is in the hot tub and everyone else is by the pool.

Lessons Learned

1.  Always bring your own materials. Forget trying to minimize your travel luggage (I know better, I really do!). Check an entire extra suitcase if it means you don’t have to write with a highlighter on paper from a 1970s supply closet.
2. Don’t leave Grandma in the hot tub. Firmly remind clients that hybrid meetings require real planning (I know this too! and yet…). On-the-fly simply doesn't work. Take control of the AV setup, insist on confirmed attendance, and assume the client is not prepared.

Photo by Ellen Qin on Unsplash