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Generic intro to facilitation presentation

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This presentation addresses the business need for corporate facilitation in any large Middle Eastern organization as a mechanism to improve communication, ease problem solving, increase mgmt. ...

This presentation addresses the business need for corporate facilitation in any large Middle Eastern organization as a mechanism to improve communication, ease problem solving, increase mgmt. effectiveness , improve project management.

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    Generic intro to  facilitation presentation Generic intro to facilitation presentation Presentation Transcript

    • Why do we need it within “Your Organization” environment? Ashraf Osman July 2012
    •  This is a general intro about the need for qualified Facilitators in any organization in the Middle East.  To join SMCI/FNS Foundation Facilitation Workshop in Dubai Oct. 2-4, 2012 pls contact Ashraf.osman@smc-i.com
    •  Facilitation refers to the early observation that performance was enhanced when others were present(Triplett, 1890). Cyclists racing against each other performed better than racing against a pace setter or against the clock. Triplett Conclusion From the above facts regarding the laboratory races we infer that the bodily presence of another contestant participating simultaneously in the race serves to liberate latent energy not ordinarily available
    • Origins of Facilitation An experiment in 1920 was conducted where word association and generation of arguments were used. Conclusion; People in group situation made a higher number of associations and generated a higher number of arguments. The phenomenon was called “social facilitation”. First facilitation tool (Brainstorming) was popularized by Alex Osborne, 1953 in his book “Applied Imagination”, ever since it has been used in almost any meeting.
    •  Have you ever been in a meeting that was a complete waste of time? Meeting time overrun. Dominating personalities. Quite participants. A person hijacks the meeting to his advantage. Lobbying. Opposing POV, no consensus. Contradicting emails after the meeting.
    •  Ideas presented poorly do not get noticed: ◦ Slow / halting (stop-resume) ◦ Shy ◦ Offensive / emotional ◦ Repetitious ◦ Unfounded assumptions ◦ Exaggeration / distortion ◦ Unrelated points ◦ Tangent
    • Acceptance Group Dynamics and behavior Torn Committed Golden Triangle apart Rebellious Opposing Grouchy Passive Antagonism
    • Halting Help the speaker relax by drawing him outSlow or repetitious Paraphrase to help that person summarize his thinking.Unfounded assumptions Validate the central point without quarreling over its accuracy.Unrelated points Ask the person to help everyone see how his or her point connects with the broader context.Tangent Ask the person to help everyone see how his or her point connects with the broader context.Offensive Acknowledge the emotion, then paraphrase the thought to avoid the group’s reactions to the feelings.
    • • Paraphrasing • Acknowledging the feelings• Drawing people out • Intentional Silence• Mirroring • Empathizing• Gathering Ideas • Linking• Stacking & Tracking • Listening for common ground• Making place for quite persons • Summarizing• Encouraging• Balancing• Validating
    • New DecisionTopic point Idea Flow of thoughts
    • ?New ?Topic Decision point X ? ?
    • Flow of thought IdeaNew DecisionTopic point
    • Diversity of ideas New Topic Time
    • Diversity of ideas Not practical !NewTopic Bad ! ? Not the way we do things! No ! • Familiar opinions • Comfortable thoughts • Management eclipse Time
    • Diversity of ideasNewTopic Decision point • Familiar opinions • Comfortable thoughts • Management eclipse Time
    • Diversity of ideas New Topic Time
    • Misunderstanding Struggle ZoneNew Topic Decision point
    • Convergent Zone Divergent ZoneNew Topic Consensus Zone
    • Convergent Zone Divergent Zone New Topic Consensus ZoneFamiliar opinions
    •  Facilitators design and lead a wide variety of meetings: ◦ A strategic planning session ◦ A session to clarify objectives and create detailed results indicators ◦ A priority-setting meeting ◦ Team-building sessions ◦ A program review/evaluation session ◦ A communications/liaison meeting ◦ A meeting to negotiate team roles and responsibilities ◦ A problem-solving meeting ◦ A meeting to share feedback and improve performance ◦ A focus group to gather input on a new program or product
    •  An important issue has been detected: ◦ Inefficient process, compliance, project exceeding its budget, merger/acquisition The solution to the issue is not readily apparent Buy-in it needed for the solution to be successful: ◦ Buy-in= Acceptance = change of behavior ◦ W/O acceptance even best solutions fail.
    • An Effective Decision = the Right Decision X Commitment to the Decision. ≡A decision that is created, understood, and accepted by all participants.
    •  A facilitated session is a highly structured meeting in which the meeting leader (the facilitator) guides the participants through a series of predefined steps to arrive at a result that is created, understood, and accepted by all participants.
    •  Professionals are increasingly working as members of groups. Facilitation helps focus the energy and thoughts of the various members on the task at hand, without bias & leverages on collective knowledge and experiences of the group. The tools and processes applied in facilitation encourage participants to use their diverse background, values, interests and capabilities to make higher quality decisions. Enhance motivation to support decisions made. Encourage teamwork and joint responsibility for implementation.
    •  When everyone of the team says: ◦ “ I believe everyone understand my POV” ◦ “I believe I understand everyone’s POV” ◦ Even if the decision reached is not my optimum one , but since it was reached by the team openly and fairly then I will support it”. ◦ “I believe it is the best decision for the team”
    • ‫اإلجماع هوعندما يقول كل حاضر في الفريق اآلتي:‬ ‫‪‬‬ ‫◦ أعتقد أن كل الحاضرين قد فهموا وجهة نظري.‬ ‫◦ وأعتقد أنني فهمت وجهة نظر الحاضرين.‬ ‫◦ قد يكون القرار الذي وصلنا اليه كفريق ليس بالضروره هو ما‬‫أفضله شخصيا , لكن ألننا وصلنا الى القرار باسلوب عادل ومتفتح‬ ‫, فإني سأدعمه.‬ ‫◦ لذلك أعتقد أنه القرار األفضل لنا كفريق.‬
    • Source :Facilitators Network of Singapore
    • • How things are being• The verbal discussed portion of the • The methods, meeting procedures,• What is being format and discussed tools used.• The task at • The style of hand the• The subjects interaction, dealt with • The group• The problems dynamics and being solved. • The established climate consumes the attention of the members unseen and often ignored Source :Facilitators Network of Singapore
    •  Develop written Group Norms ◦ All ideas are equally great and will be listened to carefully . ◦ All discussions will be held strictly confidential. ◦ Both people and issues will be handled with respect and sincerity. ◦ There will be no retaliation on the basis of anything that is said in this meeting. ◦
    •  All ideas are equally great and will be listened to carefully . All discussions will be held strictly confidential. Both people and issues will be handled with respect and sincerity. There will be no retaliation on the basis of anything that is said in this meeting. Both people and issues will be handled with respect and sincerity . Instead of arguing personal points, we will listen to and acknowledge each others ideas first. No one will personally attack another person. All feedback must be phrased in a constructive manner. Anyone who feels emotionally stressed can call time out or request a change in how a topic is being handled.
    •  Purpose ◦ Why are we holding this session? ◦ What are the key objectives? Product. ◦ What do we want to have produced once we are done? ◦ How will we know we have been successful? Participants. ◦ Who needs to be involved, and what are their perspectives? Probable issues. ◦ What are the concerns that will likely arise? ◦ What are the factors that could prevent us from creating the product and achieving the purpose? Process. ◦ What steps should we take during the meeting to achieve the purpose, given the product desired, the participants, and the probable issues we will face?
    •  Staying neutral Listening actively Asking questions Paraphrasing Synthesizing ideas (new from old) Staying on track Giving and receiving feedback Testing assumptions Collecting ideas Providing summaries
    •  Divergence Tools: ◦ Brainstorming ◦ Brain Writing ◦ Force Field Analysis ◦ Needs and Offers ◦ Visioning ◦ Gap Analysis ◦ Wandering Flip Chart ◦ Entry/Exit Survey Source :Facilitators Network of Singapore
    •  Convergence Tools: ◦ Dot Voting ◦ Points Voting ◦ Affinity Diagram/Clustering ◦ 2X2 Decision Grid/Matrix ◦ Criteria based Decision Grid ◦ Ambassadorial Sharing Source :Facilitators Network of Singapore
    • Criteria Based Needs & Offers Gap Analysis 2X2 Matrix Force Field Visioning AffinityCreating Mission Statement & Objectives X XWork Planning Roles & Responsibilities X X XagreementsInter-Group negotiation X XFinding & Solving Problems (of a failed X Xprocess)Process Improvement (of a good working X Xprocess)New Leader or Member Integration X XCreating Specification for a new Product X X X Source :Facilitators Network of Singapore
    •  Facilitators design and lead a wide variety of meetings: ◦ A strategic planning session ◦ A session to clarify objectives and create detailed results indicators ◦ A priority-setting meeting ◦ Team-building sessions ◦ A program review/evaluation session ◦ A communications/liaison meeting ◦ A meeting to negotiate team roles and responsibilities ◦ A problem-solving meeting ◦ A meeting to share feedback and improve performance ◦ A focus group to gather input on a new program or product
    • 1. The Middle East market has profound need for Process Facilitation skills : I. Government sector mergers and restructuring. II. Privatization. III. Commercial sector mergers and acquisitions. IV. Competitive pressures (business model tuning).2. Building the required skills takes time and effort and should start ASAP.3. Facilitation benefits are realized in a short time.4. Large Middle East organizations should have a “Facilitation Center of Competence FCC” that contains a team of qualified Saudi Process facilitators.5. Quick win (hire qualified facilitators to do OJT until your local facilitators get up to speed).
    •  SMCI has strong IT governance practice since 2003. SMCI is the Middle East Gold partner of Clarity (leading project portfolio management tools) SMCI is the Middle East partner of “Facilitator Network of Singapore (FNS) which has 2,300 members in Asia Pacific. Lead facilitators in FNS are Prabu Naidu, Janice Lua, and Noel Tan who have facilitated international sessions with attendees ranging from tens to hundreds of delegates (sample list of facilitated session follows. SMCI is the Middle East representative of Quota Sales Performance system ( leading sales Gamification training provider) Mr. Ashraf Osman is senior bilingual facilitative trainer (Wilson Learning partner, certified Quota sales performance training consultant).
    • 1. Board Members Corporate Planning for Business China, Muscular Dystrophy Association & Disabled People’s Association in 20112. MSIG Team Building, 2010, Singapore;3. Building Construction Authority Corporate Retreat, 2010, Singapore4. Facilitated World Café for 8th Workshop of the Inter-Parliamentary Forum on Security Sector Governance on “Towards an ASEAN Political-Security Community: What Role for Parliaments?”, 2010, Jakarta, Indonesia;5. 7th Asia-Europe Roundtable ‘Early Warning Systems in Minority Conflicts’ May 2010, Singapore;6. World Café on Security Governance at 6th Inter-Parliamentary Forum on Security Sector Governance 2009;7. Asia-Pacific Broadcasting Union General Assembly in Bali 2008; Kota Kinabalu;8. Asia-Europe Media Dialogue in Bonn 2007, Asia Media Summit KL 2007;9. Facilitated ASEAN Secretariat Symposium on Stakeholder Engagement 2009, Jakarta;10. Facilitated workshops in team building, ideas generation, organizational core values development and core values internalization and team/division retreats for more than 20 client organizations11. Lead facilitator @ World Café & Open Space: An ASEAN Community for All: Exploring the Scope for Civil Society Engagement12. Stakeholder Workshop. Jakarta 201113. World Café & Open Space - Bio fuels In Southeast Asia: Challenge To Social Sustainability. Jakarta 201014. OXFAM’s global meeting on Disaster Risk Reduction held in New Delhi. 200715. Open Space - Asia Media Summit, Asia-Pacific Institute for Broadcasting Development. Kuala Lumpur, Malaysia, 200716. International Forum on Water and Food. Vientiane, Laos. 200617. Annual Roundtables on Sustainable Palm Oil (RSPO). 2005, 2006 & 2007
    • 1. Nominate a division inside Your Organizationvto adopt Process Facilitation initiative.2. Nominate candidates who will be the foundation of FCC (Facilitation Center of Competence).3. Hold Foundational Facilitation Workshop locally in Saudi Arabia, or regionally in Dubai.4. Assess the competence level of attendees after the workshops.5. Certify “lead facilitators” to work towards CAMF via the FNS CAMF level.6. Hire a certified facilitator on board to provide coaching and OJT training for Your Organization FCC personnel.7. Hold awareness sessions with other divisions about the value of facilitation to SEC.
    •  IAF (International Association of Facilitation) ◦ Grants Certified Professional Facilitator professional qualification. INIFAC (International Institute of Facilitators) ◦ Distinguished as achieving the highest designation available in the industry ◦ Grants Certified Master Facilitator professional qualification. FNS is affiliated with INIFAC and has the right to assess and issue INIFAC endorsed Certified Associate Facilitator certification.