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An Introduction to Facilitating Groups - Handout An Introduction to Facilitating Groups - Handout Document Transcript

  • Introduction toFacilitating GroupsAdapted from The Effective Facilitator 4-day course Remember to complete the brief survey at the end of the session and you’ll receive: • A free copy of the “Seven Separators” article written by Michael Wilkinson, Certified Master Facilitator. To Access Audio: Listen via VoIP or Phone Dial in Number: 773-945-1010 Access Code: “541-181-101” then press “#” www.leadstrat.com 800.824.2850
  • 2 Webinar: Introduction to F acilitating G roups Copyright © Leadership Strategies, Inc. 2010All rights reserved. This document is adapted from The Effective Facilitator training manual andother proprietary materials of Leadership Strategies, Inc. – a Georgia Corporation. LeadershipStrategies grants recipient right to copy materials for personal use and enjoyment. Copies ofThe Effective Facilitator manual and other products may be purchased directly from Leadership Strategies, Inc. or from our website, www.leadstrat.com. 56 Perimeter Center East, #103 Atlanta, Georgia 30346 800.824.2850 www.leadstrat.com
  • 3I. GETTING STARTED Webinar: Introduction to F acilitating G roupsA. Who is Leadership StrategiesB. Session ObjectivesC. SurveyD. Session AgendaE. Handling QuestionsF. Our Session Facilitator Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 4A. Who is Leadership Strategies Webinar: Introduction to F acilitating G roups• The leading provider of professional meeting facilitators and facilitation training in the U.S.• Over 400 facilitators under contract through the National Facilitator Database• Over 12,000 trained in facilitation skills and through The Effective Facilitator• Headquartered in Atlanta, GA• Public classes in Atlanta, Boston, Chicago, Dallas, DC, Denver, LA, New York, San Francisco, Sydney, Toronto.B. Webinar Objectives• Outline a comprehensive methodology for facilitating groups• Provide over a dozen techniques you can begin using immediately• Provide next steps for those who would like to learn more Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 5D. Webinar Agenda Webinar: Introduction to F acilitating G roups I. Getting StartedII. Overview of the Principles of FacilitationIII. Tools and TechniquesIV. Next StepsE. Handling Questions• If you have a question, type it into the Question Panel.• Because of our limited time, we won’t be able to answer all questions, but we will try to get to as many as we can.• From time to time, we will ask you a question. You will have about a minute to respond and we will show you the results. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 6f. Our SESSION Facilitator Webinar: Introduction to F acilitating G roups Wayne Pendle Leadership Strategies Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 7THE PRINCIPLES SUMMARIZED Webinar: Introduction to F acilitating G roupsPrinciple 1. PREPARING FOR SUCCESS Cover all the basesPrinciple 2. GETTING THE SESSION STARTED Inform, excite, involve, empowerPrinciple 3. FOCUSING THE GROUP Establish the course; avoid detoursPrinciple 4. THE POWER OF THE PEN Use it, don’t abuse it, make it theirsPrinciple 5. INFORMATION GATHERING TECHNIQUES Know your tools and how to use themPrinciple 6. DYSFUNCTIONAL BEHAVIOR Conscious prevention, early detection, clean resolutionPrinciple 7. CONSENSUS BUILDING Create and maintain a consensus-focused process Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 8THE PRINCIPLES SUMMARIZED Webinar: Introduction to F acilitating G roupsPrinciple 8. KEEPING THE ENERGY HIGH Set the pace, anticipate the lulls, react accordinglyPrinciple 9. CLOSING THE SESSION Review, evaluate, close, debriefPrinciple 10. AGENDA SETTING Adapt your agenda to address the need Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 9The Facilitator’s Methodology™ Webinar: Introduction to F acilitating G roupsThe Leadership Strategies Approach ForStructuring Successful Group Sessions Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 10 PRINCIPLE 1 - PREPARING FOR SUCCESS Webinar: Introduction to F acilitating G roups Cover All the Bases A. Interview the Sponsor B. Identify Key Roles in the Session C. Define the Purpose and Agenda D. Prepare Sample Deliverables E. Know the Process Cold F. Educate the Planning Team G. Prepare for the Hat Technique H. Interview the Participants I. Get Oriented on the Business Area J. Prepare the Room K. Prepare Your Opening***The bolded sections above are covered in this free webinar. All other listed sections are coveredin our full, 3 or 4-day Effective Facilitator workshop. For information about attending a public orscheduling a customizable, private Effective Facilitator class, email us at etraining@leadstrat.comor call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • The 5 Ps of Preparation 11 Webinar: Introduction to F acilitating G roups Why are we having the meeting? What should be produced as a result of the meeting? The Three H’s: __________________________________ __________________________________ __________________________________ Who should attend the meeting? What are the topics that will need to be dis- cussed? What steps should be taken in the meeting to achieve the purpose? Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • PRINCIPLE 2. GETTING 12 THE SESSION STARTED Webinar: Introduction to F acilitating G roups Inform, Excite, Empower, Involve A. Set-up with 30 Minutes to Spare B. Optimize Your Set-up C. Utilize the Gathering Period D. Kick-off Promptly E. Set the Stage with Your Opening: I-E-E-I F. Memorize Your Opening G. Effectively Deliver Your Opening H. Request Participants’ Objectives I. Review the Agenda J. Establish Ground Rules K. Define the Parking Boards L. Define Consensus M. Open “On the Fly”***The bolded sections above are covered in this free webinar. All other listed sections are coveredin our full, 3 or 4-day Effective Facilitator workshop. For information about attending a public orscheduling a customizable, private Effective Facilitator class, email us at etraining@leadstrat.comor call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Set the Stage with Your Opening: I-E-E-I 13 Webinar: Introduction to F acilitating G roups …about the purpose and product …about the benefits to them …by discussing the important role they play in the process …through personal objectives and participation Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 14 PRINCIPLE 3. FOCUSING THE GROUP Webinar: Introduction to F acilitating G roups Establish the Course, Avoid detours A. Set the Course with Checkpoints B. Restart with Extended Checkpoints C. Warm-up the Group D. Use Your PEDEQS E. Label Charts to Improve Focus F. Redirect Side Issues G. Use Extended Prompt Questions H. Summarize Results I. Be Conscious of Time J. Use Breakout Sessions K. Know When to Regroup***The bolded sections above are covered in this free webinar. All other listed sections are coveredin our full, 3 or 4-day Effective Facilitator workshop. For information about attending a public orscheduling a customizable, private Effective Facilitator class, email us at etraining@leadstrat.comor call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Set the Course with Checkpoints 15 Webinar: Introduction to F acilitating G roups … quickly what has been done to date … briefly what the group is about to do Explain how the previewed agenda item fits into the overall objectiveRedirect Side IssuesIf the group begins to detour off on an unrelated discussion,bring them back on course by using a redirection question. “That’s a ____________________ _________________. Can we put it on the ______________ _____________ so we don’t forget it?” Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • PRINCIPLE 4. RESPECTING 16 THE POWER OF THE PEN Webinar: Introduction to F acilitating G roups Use It, Don’t Abuse It, Make It Theirs A. Write First; Discuss Second B. Write What Is Said C. Add Your Own Words Discriminately D. Ask; Don’t Tell E. Write So the Group Can Read It F. Use Additive Editing G. Avoid Lulls While Writing H. Assign an Order to Your Speakers I. Use Multiple Flip Charts J. Employ the Right Recording Tool K. Post According to Your Wall Plan***The bolded sections above are covered in this free webinar. All other listed sections are coveredin our full, 3 or 4-day Effective Facilitator workshop. For information about attending a public orscheduling a customizable, private Effective Facilitator class, email us at etraining@leadstrat.comor call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Write First; Discuss Second 17• Once you have asked a question, it is your job as the Webinar: Introduction to F acilitating G roups facilitator to record the answers, without regard to the value or completeness.• If what is said is incomplete, _________ ________ it.• If what is said can be improved upon, ________ _______ it.• If what is said is not the answer you were looking for, _________ ________ it.• If what is said is obviously wrong, _________ ________ it.Write What Is Said; Not What You Heard• Record as many of the speaker’s words as is necessary to ensure that what you write is clear, complete and can stand alone. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • • It is not necessary that you record all of the speaker’s words; 18 in fact, given the way most of us speak, recording all the words may reduce clarity. Webinar: Introduction to F acilitating G roups• If you are not sure what was said, playback what you think you heard and check for confirmation. • Or, ask for the _________________________________.PRINCIPLE 5. INFORMATIONGATHERINGKnow Your Tools and How to Use ThemA. Ask Great Starting QuestionsB. Guide with Reacting QuestionsC. Floats Ideas If NecessaryD. List to Gather DetailsE. Brainstorm to Generate IdeasF. Group to CategorizeG. Prioritize to Identify Key ItemsH. Lobby to Gain Buy-In Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Ask Great Starting Questions 19 You are interviewing a group of school registrars to talk with Webinar: Introduction to F acilitating G roups them about the scheduling process. Which is the better question?Question Type A Question Type BThe first thing we want to talk If you were about to developabout are inputs. What are the school schedule, what isthe inputs to the scheduling the information you wouldprocess? need to have close by? Creating Starting Questions • Begin with an ____________ __________________ phrase (“think about”, “imagine”, “consider”, “if”) • Extend the image to the _____________________________ (at least two phrases) • Ask the __________________ ________________________ (Type A) Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • PRINCIPLE 6. MANAGING 20DYSFUNCTION Webinar: Introduction to F acilitating G roupsKnow Your Tools and How to Use ThemA. Understand Dysfunctional BehaviorB. Separate Symptom from Root CauseC. Focus on PreventionD. Detect Non-Verbal CuesE. Address Dysfunction EffectivelyF. Inform the Group When AppropriateG. Reward Functional BehaviorH. Respond Appropriately When ChallengedDysfunctionDysfunctional behavior is any activity by a participant which isconsciously or unconsciously a ________________________ forexpressing displeasure with the session ___________________,the facilitation ______________, or an outside _____________. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Address Dysfunction Effectively 21 • Approach privately or __________________________. Webinar: Introduction to F acilitating G roups • Empathize with the __________________________. • Address the _________________ _________________. • Get agreement on the __________________________.Drop-out Employ a __________ - ____________Nay-sayer How can you make it _______________?Whisperer Remind of the ____________ _______. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 22 PRINCIPLE 7. CONSENSUS BUILDING Webinar: Introduction to F acilitating G roups Generate A Consensus-Focused Process A. Understand Disagreement B. Start with Consensus C. Decide If Agreement Is Necessary D. Let Participants Seek Agreement E. Take Control As Necessary F. Delineate Alternatives G. Identify Strengths and Weaknesses H. Merge Alternatives I. Use Ranking Techniques J. Converge on a Solution K. If All Else Fails, Move On***The bolded sections above are covered in this free webinar. All other listed sections are coveredin our full, 3 or 4-day Effective Facilitator workshop. For information about attending a public orscheduling a customizable, private Effective Facilitator class, email us at etraining@leadstrat.comor call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Understand Disagreement 23 Webinar: Introduction to F acilitating G roups Each has not clearlyLevel 1 ___________ and _______________ Different _______________ orLevel 2 _______________ ________________, past history, orLevel 3 ________________ factors How to Solve • Level 3 – Take it to a ___________________ ____________. • Level 1 – Direct ______________ ____________________. • Level 2 – Identify ______________ and __________________ and then __________________ to identify a new alternative. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • PRINCIPLE 8. KEEPING 24 THE ENERGY HIGH Webinar: Introduction to F acilitating G roups Set the Pace, Anticipate Lulls, React Accordingly A. Set an Energetic Pace B. Reset the Energy Level Following Every Break C. Adjust to Lull Times D. Establish a Recharge Activity E. Use Brainteasers F. Get People Involved and Moving G. Encourage Team Building H. Break If Necessary***The bolded sections above are covered in this free webinar. All other listed sections are coveredin our full, 3 or 4-day Effective Facilitator workshop. For information about attending a public orscheduling a customizable, private Effective Facilitator class, email us at etraining@leadstrat.comor call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Establish and maintain a high energy level 25Your opening words establish the energy level. Start it high! Webinar: Introduction to F acilitating G roups Awake AsleepReset the Energy LevelFollowing each break, you must start the next session at leastat the same energy level you started the day. Awake Asleep Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 26 PRINCIPLE 9. CLOSING THE SESSION Webinar: Introduction to F acilitating G roups Review, Evaluate, Close, Debrief A. Request Time Extensions if Needed B. Review the Activities Performed C. Review Session purpose D. Review Personal Objectives E. Review Parking Boards F. Ask Participants to Evaluate G. Close and Set the Stage H. Use Partial Close As Needed I. Debrief with the Planning Team J. Debrief with Sponsor K. Document Session Results***The bolded sections above are covered in this free webinar. All other listed sections are coveredin our full, 3 or 4-day Effective Facilitator workshop. For information about attending a public orscheduling a customizable, private Effective Facilitator class, email us at etraining@leadstrat.comor call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Review the Parking Boards 27 Webinar: Introduction to F acilitating G roups Items relevant to the session that require a decision but will be discussed later or___________ List outside the session Decisions that are made by the___________ List participants during the session. Actions to be performed sometime after___________ List the completion of the session. Questions to Clear the Issues List • Have we _________________ it? • Do we _______________ to cover it? • Do we need to cover it __________________? Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 28 PRINCIPLE 10. AGENDA SETTING Webinar: Introduction to F acilitating G roups Adapt Your Agenda to Address the Need A. Choose an Agenda based on Objectives B. Tailor the Agenda to the Specific Need C. Incorporate Consensus-Building Principles D. Construct a New Agenda as Needed E. Confirm the Agenda with the Planning Team F. Prepare a Detailed Agenda G. Track Performance Against the Agenda H. Record Process Notes I. Incorporate Recommendations into the Agenda Model***The bolded sections above are covered in this free webinar. All other listed sections are coveredin our full, 3 or 4-day Effective Facilitator workshop. For information about attending a public orscheduling a customizable, private Effective Facilitator class, email us at etraining@leadstrat.comor call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Construct a New Agenda as Needed 29 Webinar: Introduction to F acilitating G roups• Determine the _________________ question. What is the key question that must be answered when the facilitated session is completed?• Determine the _________________ questions. What are the questions that should be answered first in order to prepare the participants to answer the critical question?• Determine the logical _________________ of the preparation questions.• Transform into _________________ items.• Prepare your detailed _________________. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 30Done! – Objectives Review Webinar: Introduction to F acilitating G roups• Outline a comprehensive methodology for facilitating groups• Provide over a dozen techniques you can begin using immediately• Provide next steps for those who would like to learn more Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 31 What’s Next? Webinar: Introduction to F acilitating G roupsIf you would like to learn more: • Public Class: The Effective Facilitator Atlanta, Boston, Chicago, Dallas, DC, Denver, LA, New York, San Francisco, Sydney, Toronto. No Facilitation Class Offers You More! • Give us 4 days and learn 101+ techniques, with six practices, feedback and videotaping! • Give us 5 days and we will prepare you for professional or master level facilitator certification! • Private Class: On Your Site Most cost-effective for 8 or more • Other Helpful Books & Guides »» The Secrets of Facilitation »» The Secrets to Masterful Meetings »» Facilitator Meeting Guides (200+ pages) »» Visit http://www.leadstrat.com/shop Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • Answers to 32the Fill-in-the-Blank Webinar: Introduction to F acilitating G roupsPage Fill-in-the-blank Information Purpose Product: Hands, Heads, Heart 11 Participants Probable Issues Process 13 Inform, Excite, Empower, Involve Review, Preview, Big View 15 That’s a good point. Can we put it on the issues list so we don’t forget it? If what is said is incomplete, still record it (4 times) 18 Or, ask for the headline Begin with an image building phrase 19 Extend the image to the answers Ask the direct question Dysfunctional behavior is any activity by a participant which is consciously or unconsciously a substitution for expressing displeasure with the session content, the facilitation process, 21 or an outside factor. Employ a round-robin How can you make it better? Remind of the ground rules Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 33Page Fill-in-the-blank Information Webinar: Introduction to F acilitating G roups Each has not clearly heard and understood Different values or experiences Personality, past history or other outside factors 23 • Level 3 – Take it to a higher source. • Level 1 – Direct specific questions. • Level 2 – Identify strengths and weaknesses and then merge to identify a new alternative. 25 Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 34 Page Fill-in-the-blank Information Webinar: Introduction to F acilitating G roups Issues List Decisions List Actions List Have we covered it? 27 Do we need to cover it? Do we need to cover it now? • Determine the critical question. • Determine the preparation questions. • Determine the logical order of the preparation 29 questions. • Transform into agenda items. • Prepare your detailed agenda.LEARN MORE!If you enjoyed this free webinar and want to expand your facilitation skills even further, considerattending a public or scheduling a customizable, private Effective Facilitator workshop. Wefocus on critical skills such as consensus building, keeping the group focused, generating energy,managing dysfunction and gaining agreement. To date, over 95% of attendees have rated thiscourse as THE BEST or ONE OF THE BEST courses they’ve ever taken. No facilitation training courseoffers you more: • 300-page workbook • 10 principles, over 100 techniques • 10 detailed agendas • 10 detailed facilitator session guides (170+ pages) • 6 practice sessions • Videotaping* • Spring Forward - We encourage you to implement your learning by providing a 60-day check-in to confirm your progress. • We reinforce your learning by sending you The Maximizer, a monthly refresher on one of the course techniques • You also receive 2 copies of The Secrets to Masterful Meetings, written by our CEO and Certified Master Facilitator, Michael Wilkinson.For more information, email us at etraining@leadstrat.com or call 1.800.824.2850. Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com
  • 35 Webinar: Introduction to F acilitating G roupsLeadership Strategies - The Facilitation Company has rapidly become one of the national leadersin meeting facilitation services and training. We provide companies with professional facilitatorswho facilitate executive teams and task forces in topics such as strategic planning, issue resolution,requirements analysis, process improvement and conference forums.Professional Facilitation Leadership Training Meeting Facilitation Facilitation Series Management Series The Effective Facilitator Management to Leadership Strategic Planning Systems Analysis Facilitating IT Sessions The Facilitative Consultant Making Meetings Work! The Effective Communicator Issue Resolution Team Building Effective Teams Work! Effective Presentation Skills Conference Facilitation Planning Series IT Series Strategic Planning Project Leadership Process Improvement Project Planning Managing User RelationshipsAlong with being expert facilitators, we also train people in facilitation skills, leadership, team building,presentations and consulting skills. We offer public classes in Atlanta, Chicago, Dallas, Denver, LosAngeles and Washington, DC, and on-site private classes for clients around the nation and the world.We make it our business to research the best practices used by successful organizations, compilethese best practices into practical workshops and guide organizations in implementing these practicesin their environments. 56 Perimeter Center East, #103 Atlanta, Georgia 30346 800.824.2850 www.leadstrat.com Duplication prohibited without prior written consent of Leadership Strategies, Inc. Copyright © 2010 Leadership Strategies, Inc. | 800.824.2850 | www.leadstrat.com