Successful facilitation of the workshops is essential for effective library co-design. It creates an inclusive environment that values participants and encourages meaningful contributions. High-quality facilitation improves engagement, idea generation, and how well final designs reflect community views. Below are some important ways in which facilitators achieve these goals.
Tips for facilitators
1. Setting the stage
Before any co-design activity begins, participants need to understand why they are there and how their contributions will matter. Clarity at the outset builds confidence and engagement.
Start each session by:
explaining the workshop’s purpose within the broader design project
identifying which design phase participants are in (e.g., ideation, prototyping)
clarifying expected outcomes (e.g., floor plans, spatial layout decisions, aesthetic choices).
Provide a visual or verbal design process roadmap so participants:
know where they are in the overall co-design process
see how their input will be used
feel a sense of ownership over the project.
2. Creating inclusive spaces for participation
Participants will arrive with different levels of confidence and familiarity with collaborative design work. Facilitators must actively support equity of voices and contributions.
Recognise that participants have varied confidence and experience in collaboration.
Facilitate balanced participation by:
encouraging quieter voices
using small group activities to reduce pressure
modelling active listening and respectful behaviour.
Promote open debate and integration of diverse perspectives into design ideas.
3. Using examples to spark ideas and focus creativity
Creative tasks can feel abstract or intimidating. Examples and visual materials help to inspire, clarify, and guide participants’ thinking.
Provide visual materials such as:
sample mood boards
floor plans
photographs of other libraries or relevant design outcomes.
Use these to:
ground abstract ideas
inspire creativity.
When introducing creative tools (e.g., mood boards or floor planning software):
explain the purpose of the activity
show examples of expected outputs
connect creative outputs to real design implications.
4. Fostering collaboration and managing group dynamics
Collaboration is at the heart of co-design, but it doesn’t happen automatically. Workshop activities should be carefully planned to help groups work together effectively and respectfully.
Structure activities to naturally promote collaboration through:
group discussions
shared tasks
iterative development of ideas.
Use small teams to:
prevent any one person from dominating
allow everyone to contribute meaningfully.
Provide:
clear instructions
defined tasks
time limits to maintain focus and momentum.
When ideas conflict:
acknowledge all contributions
guide the group towards consensus or flexible solutions where multiple options can coexist.
5. Time management and pacing
A well-paced workshop allows time for both deep thinking and meaningful interactions. Poor pacing can leave people feeling rushed or disengaged.
Design each session to include:
a mix of creative and reflective activities
adequate time for both idea generation and group discussion.
Avoid rushing, and allow:
time for individual thought
processing of others’ ideas.
Schedule breaks to:
sustain energy
maintain focus.
Be flexible, adjust the pace as needed to support deeper engagement.
6. Managing expectations and communicating outcomes
Participants will be more satisfied with the process when they understand its limits and can see how their input contributes to the final design. Transparency is vital.
Be upfront about:
the project’s scope, constraints, budget, and timeline
the impact participants’ ideas will realistically have.
Clearly explain:
how ideas will be considered in the final design
how and when feedback will be provided.
Follow up to show how participants’ contributions were used.
7. The role of the facilitator
Facilitators shape the entire workshop experience. Their skills, neutrality, and ability to support the group have a significant impact on the workshop’s success.
More than just a timekeeper, effective facilitators are:
guides
coaches
bridges between community and the design process.
Ideal facilitators:
have co-design experience
understand spatial planning
are not responsible for final design decisions.
Neutrality is key to:
building participant trust
supporting balanced, open conversations
achieving positive outcomes.
If an external facilitator isn’t available:
library staff with community engagement or adult education experience can step in, as long as they are not directly involved in the design decisions.