Giving Clear Instructions: A Simple Tool for Facilitators

As a workshop participant, have you ever found yourself frowning and wondering, “Wait—what exactly am I supposed to do now?” after the facilitator explained the next activity?

You’re not alone—and if you’ve ever been the one giving the instructions, you probably know how tricky it can be to make things clear. This is especially true in multilingual and multicultural settings, like those we work in at Inclusive Innovation.

During our last full team retreat in Mura, Spain, this challenge came into focus. Nearly every team member facilitated a small session, and the variety of facilitation styles showed just how much of a difference clear instructions can make.

Afterward, a few of us sat down to reflect: What makes instructions truly land? And could we design a simple tool to help us deliver them more clearly and consistently?

Here’s what we came up with.

CAPTURED

A simple guide for preparing and delivering clear activity instructions:

• Context – Why is this activity happening now? Offer a short explanation to anchor the purpose. You don’t have to reveal everything, but a little context helps people feel oriented and motivated.

• Actions – What are participants being asked to do? Break it into clear, concrete steps.

• Place – Where will the activity happen? Are they in groups? At the wall? Using which tools—Sharpies, post-its, templates? Bonus: move to the space yourself as you describe it.

• Time – How long will they have? Be specific and realistic.

• Unpack – Show what it looks like with an example to bring the task to life.

• Repeat – Go over the instructions again—it helps with clarity and confidence.

• Ensure clarity – Ask if it makes sense, and invite quick clarifying questions. Have participants show their understanding with their fingers: 1 means little understanding, 5 means complete understanding.

• Dive in! – Invite them to start—and step out of the way.

A Few Tips to Make It Even Smoother

• “Speak the language of slowly.” This means: articulate your words clearly, speak at a calm pace, and avoid jargon unless you pause to explain it.

• Use simple slides that summarize the task and steps. It gives participants a reference point if they lose track.

• Write a script—especially for activities you haven’t facilitated before. You don’t have to follow it exactly, but scripting helps clarify your thinking.

• Practice out loud. Even a quick run-through in a quiet space can make a big difference.

Clear facilitation doesn’t mean getting everything perfect. It means being intentional, prepared, and responsive.

We created CAPTURED as a tool we hope will help us—and others—give stronger, clearer instructions that support confident participation and smoother flow.

Does this resonate with your experience? Have you found other tricks or tools for giving clear instructions? We’d love to hear from you.