Categorizing

One of the tasks of a facilitator is to help the group manage long lists. Being able to put lists into categories is the most common way of doing this. While this might seem like a simple task, many things can go wrong as the following example quoted in Facilitator's Guide to Participatory Decision Making illustrates.

"A group of front-line supervisors brainstormed a list of 'Ways to Get More Training.' They decided to categorize the list. First they created four categories: Workshops; Apprenticeships; Readings; and Finding Mentors. Then they began to sort each item into the four categories.

"Soon someone suggested that some of the items might better fit into a new category, Going Back to School. This elicited a debate on whether or not Going Back to School was the same as Workshops. The discussion ended with an agreement to add the new category. Then the group immediately got caught in a disagreement over where to place the item 'Take classes on computer skills.' Should it be placed in Workshops or in Going Back to School? After a brief squabble, the members decided to put it in both places. But people were starting to get that feeling of "hey I don't care, let's just get on with it."

"Then someone pointed out that many of their ideas for apprenticeships involved mentors. "Don't all apprenticeships," he asked, "require mentoring? I don't know if mentoring should even be a separate category." . . .

". . .forty minutes into what was expected to be a quick-and-easy sorting task, someone said, "Hey folks, we're making this way too hard. Let's just do it and get it over with. And many heads nodded desperately. From that point on, everyone agreed to anything." (p. 105)

If you have ever had this type of nightmare experience trying to put a list into categories, remember the following guidelines:

• Don't get caught in the trap of getting the "right" categories. The purpose of the task is to make the list manageable, not get the categories "right"
• Treat the suggestions of the group lightly and agree to most suggestions. Don't spend time debating the categories.
• If needed, remind the group of the reason for categorizing so that they take the task more lightly
• Try to avoid having the large group come up with categories. Be thinking of some categories you can suggest ahead of time. When planning the agenda you might even pre-selected some categories to use.
• Consider taking a break and having a few participants come up with categories during that time. Participants will enjoy the break.
• If the group still wants to spend time debating the categories, use your authority as a facilitator to move them on. Most participants will appreciate it even if a vocal few want to come up with the "best" categories.

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