Collectors & scribes

Updated September 23, 2020

 

Every workshop requires someone to facilitate activities and conversations and someone else to collect the outcomes of those discussions. Each of these roles, the facilitation and collection, are full-time jobs. One person cannot do both, no matter how small or easy the workshop seems to be.

 
 

The Collector's only job is to document workshop outputs. That's it.

Although sometimes referred to as a scribe or note taker, the collector is NOT a notetaker. Instead, the collector captures workshop outputs using the same worksheets and canvases the facilitator uses to guide the activities.

Traditional note taking captures each speakers comments and questions as conversation progresses. In my experience, the collector is unable to both take notes as well as capture output. However, focusing on workshop outputs makes notes irrelevant.

Workshop outputs represent the group's decisions. Collecting the output from each activity records how the group made the decision. The workshop experience brings a shared vision to each of the participants. Explicit notes about the conversation are less useful in these contexts.

If you must have a note taker, it won't distract from the workshop. However, the collector cannot both collect and take notes, so someone else will have to take notes.

Do these things

  • Collect workshop outputs

Don't do these things

  • Introduce workshop modules

    1. Frame and manage discussions

    2. Ask follow-up questions

    3. Demonstrate activities

    4. Generate and manage participation

    5. Participate

 
 

How each role compares to the others

To achieve the good, collaborative environments that workshops provide, each role must play their part. There are five responsibilities each role can be accountable for (table 1).

 
Table 1: Workshop responsibilities for each role
FacilitatorCo-facilitatorCollectorParticipantListener
Owns the clock Yes
Manages participants Yes Yes
Collects findings Yes Yes Yes
Asks questions Yes Yes Yes
Answers questions Yes Yes Yes
 

Learn more about workshops and collaboration

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