Facilitation… making space for those not in the room

It happens more often than we’d like.

You design a strategic planning session. The date is set. The room is ready.

And then key board or staff members cannot attend.

I facilitated two in-person strategic planning sessions for a nonprofit where this happened.

Session 1 was a full day. Nine board and senior leaders attended; unexpectedly, seven could not. Using the Technology of Participation Strategic Planning process, we developed five-year goals, identified key challenges and strengths, and drafted initial strategies. The group left energized and aligned. One member said, “I am amazed at how much we accomplished and with such unity in such a short time.”

 Three weeks later, Session 2 brought together seven people from the first session and seven who had not attended. The purpose: affirm the goals and finalize strategies and a one-year action plan.

 It could have unraveled.

It didn’t.

Why? Because we intentionally designed for the voices that were absent.

 Here is what made the difference:

1. Name who needs to be involved.
   At Session 1, we asked: Who needs to be part of the next conversation? Who will reach out?

2. Personally connect.
   A few key members and I contacted absent members and walked them through the key discussions and decisions.

3. Send a clear session report.
   No surprises. No vague summaries.

4. Provide structured reflection questions.
   Using the ORID framework:
   • What questions do you have?
   • What stood out?
   • What are you pleased about?
   • What concerns you?
   • What do you agree with?
   • What needs to change?

5. Open Session 2 with equal voice.
   We began by inviting all participants, new and returning, to respond to the report.

6. Frame absent members as offering “second thoughts.”
   Not critics. Not disruptors. Contributors.

7. Take the time.
   We spent 2.5 hours discussing the previous decisions; an hour longer than planned. It was worth every minute.

The result?
Most goals were affirmed. A few were refined. Some wording shifted.
And the group quickly created a one-year action plan because they were genuinely aligned.

You can involve absent board or team members.
But it does not happen by accident.

Design for it as intentionally as you design the original workshop.

• When you do, people feel heard.

• Work feels honoured.

• And decisions hold.

 How have you handled “not everyone was in the room” moments?