How to Handle Facilitating a Workshop You Didn’t Design
Should you take over someone else’s workshop?
It’s 4 PM. Your phone buzzes. “Our facilitator can’t make it tomorrow. Can you run the workshop instead?”
If you’re a facilitator, this probably sounds familiar. Being asked to step in last minute is both exciting and nerve-wracking. It signals trust in your skills, but also throws you into the deep end.
So, what should you do? Let’s break down the challenges, how to address them, and when it’s actually worth saying yes.
The Challenges of Running Someone Else’s Workshop
Lack of Context
You may not know the bigger picture: What are the goals? Who’s in the room? How is success defined?Unfamiliar Design
The flow and tools might not be ones you use or feel comfortable with.Stakeholder Expectations
The client may expect you to follow the design exactly, leaving little flexibility.Mismatch With Participants
The workshop may have been created for a different group dynamic, knowledge level, or culture.Your Own Confidence
Facilitating someone else’s script can feel inauthentic if it doesn’t match your voice or style.
How to Handle It
1. Get the Essentials Clear
Before saying yes, ask:
What are the objectives?
Who are the participants?
How will success be measured?
2. Focus on Outcomes, Not Scripts
Your role is to guide the group toward outcomes, not to deliver a perfect imitation of another facilitator.
3. Make It Yours
Adapt your language, tweak timings, and use instructions that feel natural for you. Keep the structure, but bring your own facilitation style.
4. Carry Backup Tools
Always have a few reliable methods in your back pocket — icebreakers, brainstorming formats, decision-making tools. These save you if part of the design falls flat.
5. Lead With Confidence
Don’t announce: “I just got this yesterday.” Instead, reassure the group that they’re in good hands. Confidence builds trust, even if you’re improvising behind the scenes.
Is It Worth It?
The honest answer: sometimes yes, sometimes no.
Say Yes When:
You trust the client and want to strengthen the relationship.
You’re confident you can deliver value with little prep.
The topic is close to your expertise.
Say No When:
You’re forced to stick rigidly to a script you don’t understand.
The subject is far outside your knowledge.
The risk of failure is higher than the potential benefit.
Final Thought
Taking over someone else’s workshop at the last minute is like stepping onto a moving train, you need balance, adaptability, and courage.
If you can focus on outcomes rather than scripts, lean on your facilitation style, and keep backup tools ready, it can become an opportunity to shine. But remember: the power of “no” is just as important as the bravery of “yes.”
Golden rule: Don’t just deliver the workshop. Deliver the outcomes.
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