15 things for a table top exercise facilitator

Notes for New Tabletop Exercise Facilitators

I was recently asked for some advice on facilitating tabletop exercises. Below are some of my lessons learned — shared in hopes that they help new facilitators feel more confident and effective in leading meaningful discussions.

1. Prepare participants in advance. Send out discussion materials several days before the event. This gives participants time to familiarize themselves with the scenario and think through their positions. Some facilitators prefer to keep exercise questions a secret, but I’ve found that open and prepared dialogue leads to better results.

2. Start with welcomes and introductions. Encourage participants to share what they hope to accomplish in the discussion. This gives you insight into their priorities and allows you to draw them in when their issues arise. Writing major ideas on butcher paper and crossing them off as they’re covered helps everyone see progress.

3. Establish goals and objectives early. Make sure everyone understands the common objectives from the start. Clear goals keep the group focused and prevent detours down rabbit holes.

4. Respect participants’ time and responsibilities. Acknowledge that many are taking time away from other duties. Set clear expectations for phones and email — for example, texts and emails are fine, but phone calls should be taken outside the room.

5. Don’t take phones personally. If someone’s distracted, don’t assume disrespect — you never know what’s happening in their world. If it becomes a problem, address it privately during a break. If boredom seems to be the issue, call on them directly to re-engage.

6. Keep discussions at the policy level. Emergency response professionals often want to jump into tactical details. Acknowledge their expertise, but redirect toward the policies and procedures that drive those tactical choices.

7. Manage vague scenarios wisely. Scenario details are often intentionally limited. When participants want specifics, ask them where they would find that information and how they would share it. This turns uncertainty into a learning opportunity.

8. Encourage peer-to-peer dialogue. Facilitation isn’t about having all the answers — it’s about guiding the right questions. Encourage participants to engage with each other, especially when the group is cooperative.

9. Allow productive side conversations. Sometimes “diving into the weeds” is valuable if it aligns with the exercise goals. Let discussions run if the engagement is high and the content is useful — just keep them on track.

10. Deflect questions back to the group. If someone asks you a direct question, throw it back to the participants. This promotes ownership and collective problem-solving.

11. Engage the room intentionally. Experienced participants can spot facilitator “tricks.” Instead of scanning the room mechanically, spend a few seconds connecting with individuals. Make eye contact, smile, and acknowledge contributions genuinely.

12. Don’t fear silence. Periods of quiet often signal deep thinking or discomfort. Let the silence sit for a bit — then explore why no one is speaking up. Ask “why” a few times to dig into the root of the issue.

13. Guard against ‘MSU’ — Make Stuff Up. If someone introduces clearly fabricated information, challenge it respectfully and confirm facts from other participants or sources. Credibility matters.

14. Close with a hot wash. End every session with a short debrief to capture key takeaways and immediate feedback.

15. Collect written feedback. Include a simple feedback form in your participant packets. Ask people to complete it at the end — it’s one of the best tools for continuous improvement.