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SayPro Event Facilitation: On the event day, ensure smooth execution of the icebreaker activities on the SayPro website, including managing time slots, facilitating discussions, and guiding employees through activities.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
On the day of the SayPro Event, ensuring the smooth execution of icebreaker activities is key to creating an engaging and welcoming environment for employees. Here’s a comprehensive plan to facilitate icebreakers efficiently, focusing on time management, facilitating discussions, and guiding employees through the activities. This plan assumes that the icebreakers are hosted on the SayPro website (or an integrated platform like Zoom, Teams, etc.) and that employees are participating virtually or in a hybrid format.
1. Preparation Before the Event
A. Set Up the Icebreaker Activities Page
- Create a Dedicated Event Page on the SayPro Website:
- The page should feature a clear outline of the icebreaker activities and their schedules.
- Include clear instructions for each activity and a timeline that indicates when each activity starts and ends.
B. Pre-Event Communication
- Pre-Event Email: Send an email before the event with an overview of the icebreaker activities, timing, and expectations.
- Example: “Join us for an exciting and interactive icebreaker session at [insert time]. Be ready to meet your colleagues and have fun!”
- Reminder Messages: On the day of the event, send a final reminder 30 minutes before the activity starts to ensure participants are ready.
C. Assign Facilitators
- Facilitators for Icebreakers: Assign one or more team members to guide the icebreaker activities. Facilitators will help with the following:
- Time Management: Ensure that activities stay on schedule.
- Facilitating Discussions: Guide and prompt conversations where necessary to ensure that all participants are engaged.
- Technical Support: Be available to assist with any technical difficulties participants might experience.
2. Execution on the Day of the Event
A. Onboarding Participants
- Log In Early: Ensure that the event page is live and accessible at least 30 minutes before the scheduled start time. This gives participants a chance to familiarize themselves with the layout and ask any questions before the activities begin.
- Welcome Message: As participants enter the event platform (website or virtual meeting platform), display a welcome message:
- “Welcome to the SayPro Event! We are excited to start with some fun icebreaker activities. Please take a moment to introduce yourself in the chat!”
B. Icebreaker Activity Execution
1. Activity 1: “Two Truths and a Lie”
- Time Slot: 10-15 minutes
- Instructions:
- Participants take turns sharing two truths and one lie about themselves.
- The rest of the group guesses which statement is the lie.
- Facilitator’s Role:
- Introduce the game with an engaging and enthusiastic tone.
- Manage the flow of participation to ensure everyone has a chance to speak.
- Example Prompt: “Let’s kick off with some fun! Who would like to share their two truths and one lie first?”
- Timing Management: After every 3-4 participants, remind the group to keep it brief and keep track of the time to ensure the game doesn’t run over.
2. Activity 2: “Virtual Bingo”
- Time Slot: 15-20 minutes
- Instructions:
- Create a custom virtual bingo card with personal or work-related categories (e.g., “Has worked at SayPro for 5+ years,” “Likes hiking,” “Has met the CEO,” etc.).
- Participants need to ask each other questions to mark off squares on their bingo cards.
- Facilitator’s Role:
- Share the bingo cards on the event website or through a shared document.
- Encourage participants to interact and get to know each other.
- Provide time warnings (e.g., “You have 10 minutes left to finish your card!”).
- Timing Management: Ensure that after a set amount of time, the activity is wrapped up, and the facilitator checks if anyone has completed their bingo card.
3. Activity 3: “Speed Networking”
- Time Slot: 20-30 minutes (depending on the number of participants)
- Instructions:
- Participants are placed in random, virtual breakout rooms (via Zoom/Teams if applicable) for 5-minute one-on-one conversations.
- Provide conversation starters: “What’s your favorite project you’ve worked on at SayPro?” or “What’s one thing you’ve learned recently?”
- Facilitator’s Role:
- Monitor Breakout Rooms: Ensure that rooms are moving smoothly and that conversations remain on track.
- Time Alerts: Inform participants when to switch rooms (e.g., after 5 minutes).
- Moderate the Transition: After each session, give a quick reminder of the next activity and encourage people to move to their next room.
- Example Prompt for Transition:
“Time’s up! Thank you for your great conversation. Now, please click the link to join your next networking partner in another room!”
3. Managing the Icebreaker Discussions
A. Engaging Participants
- Encourage Participation: For each icebreaker, the facilitator should prompt employees to interact and share their thoughts. Ask open-ended questions to make sure everyone feels included.
- Example: “What’s the most surprising thing you’ve learned about your colleague during this game?”
- Monitor Participation: If a participant is hesitant to speak up, gently encourage them by saying, “It’s great to hear everyone’s thoughts, feel free to join in anytime!”
B. Keeping the Energy Up
- Use enthusiastic and positive language to keep the mood light and fun.
- Example: “Great job, everyone! It’s so nice to learn more about each of you. Let’s keep it rolling!”
- Introduce short interactive polls or quizzes in between activities if there’s a lag time or if some participants are not actively involved. For instance, ask questions like “What’s your favorite project management tool?” to keep energy levels high.
4. Time Management and Transitioning Between Activities
A. Time Keeping
- Time Alerts: Keep an eye on the clock and give participants 2-minute warnings before activities end.
- Example: “You’ve got 2 minutes left to finish your bingo card—let’s wrap it up and get ready for the next activity!”
- Facilitators: Have a co-facilitator or a timer function to help manage time effectively.
B. Smooth Transitions
- Ensure there’s clear communication between activities:
- Example: “That was fantastic! Now that we’ve learned more about each other, let’s get ready for our next activity, ‘Speed Networking!’”
- Allow a short break between activities (e.g., 5 minutes) for participants to stretch, grab a drink, or refresh themselves.
5. Post-Icebreaker Activity Reflection
- Wrap-Up Message: At the end of the icebreaker activities, thank everyone for participating.
- Example: “Thank you all for being such great sports! It’s been so much fun getting to know each other better. Now, let’s dive into the next session!”
- Feedback: Consider incorporating a brief feedback poll at the end of the event to gauge how participants felt about the icebreakers and if they have suggestions for improvement for future events.
6. Troubleshooting
- Technical Support: Make sure the facilitators have a backup plan if there are technical issues (e.g., if breakout rooms aren’t working or there are issues with the registration system). Have someone available to provide assistance quickly.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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