Plan Together

Roles and responsibilities

As when preparing for any group session, many tasks must be done to ensure that everything runs smoothly. Distributing these tasks among team and core group members helps to strengthen teamwork, build organizational skills, and foster accountability. When distributing responsibilities, ask first for volunteers. Some key functions that need to be carried out include session design, facilitation, logitics, and documentation. If some group members are interested in doing a particular task but are unsure as to whether they can—particularly if they have never done the task before—they may want to consider pairing up with someone who has some experience to boost their confidence.

In general, the program team should try to encourage the core group to take on as much responsibility for the planning session as the members can. Program team members are then free to work more as consultants or advisors than as organizers and facilitators. However, there may be times when it is better to have a more neutral, external facilitator conduct the planning process, such as when other participants initially perceive core group members negatively or when it is important for core group members to actively participate as equals with other participants. Core group members and the program team should openly discuss who should facilitate the session(s) to determine the pros and cons of various options.

The facilitator is clearly a key role. Here are some general criteria to consider as you determine who best to facilitate the planning process:

• Facilitation skills.
• Interpersonal skills.
• Technical expertise in health, group dynamics, planning.
• Language and communication skills.
• Cultural sensitivity and awareness.
• Gender equity.
• Representation and inclusion.