Facilitation Fundamentals

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Facilitators help people work together more effectively. Facilitation skills are invaluable in the workplace. In this course, you will learn:
-What is facilitation and when is it needed?
-What is the role of a facilitator?
-Quick tips on preparing and executing facilitated sessions
-Activity: ‘Truthful Communication’

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Facilitation Fundamentals

  1. 1. Facilitation Fundamentals An Introduction (or Refresher) on Facilitation Must-Dos
  2. 2. Today’s Discussion •  What is facilitation and when is it needed? •  What is the role of a facilitator? •  Quick tips on preparing and executing facilitated sessions •  Activity: ‘Truthful Communication’
  3. 3. Line of Sight – Our Message Our expertise and authenticity builds trusted partner relationships. We don’t simply impose a solution. Instead, our facilitative approach unlocks the best solution for our clients.
  4. 4. Facilitation Fundamentals UNDERSTANDING FACILITATION
  5. 5. What is Facilitation? Facilitation -  The act of making easy or easier Facilitation refers to the process of running meetings efficiently and helping people to work together effectively.
  6. 6. When is Facilitation Needed? When You See: –  Unsolved problem despite multiple attempts –  Unaware of the root cause of a problem –  Disagreement on right solution –  Conflict between individuals or groups –  Significant organization change When You Want: –  Full participation –  Empowerment –  Better teamwork –  New perspective –  Change –  Neutral third party
  7. 7. What Do Facilitators Do? •  Design and structure the group process, and select the tools that best help the group progress towards that outcome •  Guide and control the group process to ensure that: –  There is effective participation –  Participants achieve a mutual understanding –  Their contributions are considered and included in the ideas, solutions or decisions that emerge –  Participants take shared responsibility for the outcome •  Ensure that outcomes, actions and questions are properly recorded and actioned, and appropriately dealt with afterwards
  8. 8. Functions of a Facilitator Content –  Identifying themes or common threads in the discussion –  Clarifying unclear statements –  Summarize and organize ideas –  Testing for consensus Process –  Decision-making –  Problem-solving –  Idea generation –  Conflict resolution –  Time-keeping –  Listening –  Documenting –  Planning
  9. 9. Facilitation Fundamentals THE FACILITATED MEETING
  10. 10. The Meeting - Design & Structure The meeting objective is the meeting goal. Just think of agenda topics as the steps that help you reach your objective. Structure: –  Group Interview •  Round Robin •  Open Dialogue –  Small Groups •  Pair & Share •  Consensus-Building •  Triads –  Individual Thinking •  Write & Share
  11. 11. The Meeting - Setting & Logistics Setting –  Will people feel comfortable? –  Is the meeting accessible to everyone? –  Is the space the right size? Logistics –  Chair arrangements (U, Circle or Small Groups) –  Space to hang newsprint –  A/V Equipment –  Table for refreshments and sign-in sheet
  12. 12. The Meeting - The Right Start •  •  •  •  •  Start on time Welcome everyone Make introductions Review agenda and objectives Establish ground rules
  13. 13. The Meeting – Guide & Control 1.  Follow the agenda. 2.  Seek commitments and bring each agenda item to a close. 3.  Summarize meeting results and action items. 4.  Distribute feedback form, if needed. 5.  Thank the participants and close meeting. 6.  Document the meeting and distribute.
  14. 14. The Meeting – Record & Action Confirm understanding, gain consensus and formally note: •  •  •  •  •  •  Problem / Situation Solutions / Ideas Issues & Risks Actions Decisions Important Data •  Decision Log •  Issues Log •  Task / Action List •  Risk Register •  SWOT
  15. 15. The Meeting – Facilitator’s Role •  Stay neutral on content •  Listen actively and objectively •  Paraphrase to clarity •  Ask questions •  Encourage participation •  Synthesize ideas •  Stay on track
  16. 16. Dealing with Disruptors Preventions –  Get agreement on agenda, ground rules and outcomes –  Delegate roles to engage participation –  Listen carefully and confirm understanding –  Show respect for experience –  Stay in your role Interventions –  Refer back to your agenda and ground rules –  Acknowledge the point –  Parking lot / Table –  Have the group decide –  Take a break –  Be honest; say what’s going on –  Use body language –  Use humor with caution
  17. 17. Facilitation Fundamentals TRUTH IN COMMUNICATION
  18. 18. Truth Option •  If I choose to tell you what I am aware of, I am being honest. •  If I choose to tell you something contrary to my awareness, I am lying. •  If I choose not to tell you something I am aware of, I am withholding. (Source: Will Schutz, The Truth Option, 1984)
  19. 19. Activity: Truthful Communication Group 1 Group 2 •  Telling the truth - impacts on trust and open communication within the team •  NOT telling the truth - impacts on trust and open communication within the team •  Appropriate and inappropriate ways in which people can tell the truth in teams •  Ways to identify dishonesty or withholding and methods to address it
  20. 20. Need help from an experienced facilitator? Line of Sight delivers a wide range of project-related services designed to help organizations maximize the investments made into projects. We’ll unlock your potential and capabilities through our collaborative and facilitative approach. Call us at 1-800-434-7126 or visit our website at line-of-sight.com. Projects Done Right, Right Projects Done.

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