Delivery Team Roles#

Tags roles facilitation production delivery team coordination

Using this pattern#

This pattern describes how we structure and coordinate delivery team roles to ensure smooth session flow and quality outcomes. It addresses key delivery challenges:

  • How to coordinate team members effectively during live sessions

  • How to transition between roles smoothly

  • How to maintain consistent quality across sessions

  • Ways to support each other during delivery

  • Methods for handling unexpected situations

The pattern is most effective when:

  • Delivering live online sessions

  • Working with new team members

  • Managing larger groups

  • Coordinating multiple roles

  • Ensuring quality delivery

Flow#

The delivery process follows three main phases:

Pre-session preparation

  1. Team coordination meeting

  2. Role assignments and confirmation

  3. Technical setup verification

  4. Material preparation review

  5. Communication channel setup

During session delivery

  1. Opening coordination

  2. Role transitions

  3. Support protocols

  4. Issue resolution

  5. Quality monitoring

Post-session review

  1. Team debrief

  2. Feedback collection

  3. Documentation updates

  4. Improvement planning

Delivery roles#

Facilitators: Lead the learning experience through:

  • Guiding participants through the learning journey

  • Managing group dynamics and energy

  • Adapting delivery to meet participant needs

  • Ensuring learning objectives are met

  • Maintaining session energy

We often work with two facilitators to:

  • Provide mutual support and coverage

  • Enable development of new facilitators

  • Offer different perspectives and styles

  • Handle larger groups effectively

Producers:

Manage the technical environment to ensure smooth delivery:

  • Running the virtual platform (e.g., Zoom)

  • Managing breakout rooms and technical setup

  • Supporting participants with technical issues

  • Monitoring chat and engagement

  • Coordinating with facilitators

Observers:

Support quality and development through:

  • Documenting session delivery

  • Providing structured feedback

  • Learning delivery approaches

  • Training for future roles

  • Contributing to improvement

Participants:

Active learners who:

  • Engage in the learning experience

  • Contribute to discussions

  • Provide feedback

  • Apply learning in context

Sponsor:

  • Supports the delivery team

  • Provides feedback at the end of the session (after participants have left)

  • Ensures alignment with organizational goals

Examples and resources#

Delivery Materials#

  • Role checklists

  • Handover protocols

  • Communication templates

  • Issue resolution guides

  • Quality assurance frameworks

Practical Examples#

  • Case studies of effective teams

  • Lessons from challenging sessions

  • Successful role transitions

  • Team coordination examples

Implementation#

Technical requirements:

  • Communication tools

  • Session platforms

  • Backup systems

  • Monitoring tools

Preparation steps:

  • Team coordination meeting

  • Role clarity confirmation

  • Technical environment check

  • Material readiness verification

Communication channels: - Team coordination methods - Handover protocols - Support channels - Issue escalation

Evaluation#

Success indicators:

  • Smooth role transitions

  • Effective team coordination

  • Clear communication

  • Quality session delivery

  • Positive participant feedback

Quality checks:

  • Role effectiveness monitoring

  • Session flow management

  • Learning objective achievement

  • Team coordination assessment

  • Participant engagement levels

Additional delivery factors#

Team configurations:

  • Single vs dual facilitator formats

  • Producer support levels

  • Observer involvement

  • Team size adaptations

Common challenges:

  • Role boundary confusion

  • Communication breakdowns

  • Technical issues

  • Time management

  • Quality consistency

Risk management:

  • Technical backup plans

  • Role coverage strategies

  • Communication fallbacks

  • Quality monitoring approaches

Improvement process#

We improve our delivery roles through systematic review:

  1. Collect and analyze

    • Session feedback

    • Team observations

    • Technical issues

    • Success patterns

  2. Plan and prioritize

    • Role adjustments

    • Process improvements

    • Training needs

  3. Implement and validate

    • Test changes

    • Monitor results

    • Refine approach

References#

Related Patterns: