Welcome to: . .E M .V ee .I .T t in .C g E F.F.E. Facilitation
Facilitating Meetings challenges :Challenging Allowing Lateness Behaviors Enough Time & Leave Early Getting Determining Keeping Actions Agenda Group on Acted On Activities TaskGetting too Phone-ee- Other much or ness too little or Response Distractions
Session Outcome Understand the best practices for effective meeting facilitation
AgendaWelcome/IntroE.F.F.E.C.T.I.V.E Meeting Components: Pre-work Process ProgressWrap Up, Summary & Evaluations
Meeting ComponentsPre-work - Charts the courseProcess - Navigates the meetingOpening-Setting up the SessionConducting the SessionConcluding the SessionProgress - Ensures action
Facilitator• Focus is on ensuring that application of necessary activities, assignments and learning will occur
Facilitator• Guides the session being presented• Establishes the session ground rules with the participants• Navigates back to the issue(s) at hand• Hosts the team and diplomatically acts as a referee or works through issues
Facilitator– Designs problem-solving activities– Frames the medium used for the process– Maintains a neutral perception throughout the facilitation process
Educator• Focus is on content mastery and understanding
Educator– Instructs the projects team as needed– Provides content though self or others– Determines the learning needs throughout the life of the project– Tutors team members when appropriate
Coach• Focus is on improving and enhancing performance
Coach– Strategizes-assigns positions, tasks– Understands the players’ abilities– Provides feedback to redirect, reinforce or extend performance– Asks, encourages and offers help when needed
Administrator• Focus is on format and structure of event(s) to meet project outcomes
Administrator– Organizes team meetings • (pre and post meeting logistics)– Acts as the liaison between team, stakeholders and sponsor– Reports project status
Administrator– Manages and revises plan– Procures resources– Navigates through additional changes that might occur– Documents project activities, outcomes, products
Communicator• Focus is on ensuring that information is flowing productively
Communicator– Manages communication within the group such as meeting summaries, project updates, etc.– Serves as the bridge to all– Translates content and concepts by effectively using various mediums to communicate, such as presentations, written documents, conferencing, etc.– Connects the right people and resources
Communicator– Negotiates issues as they arise in order to complete the project– Promotes the product(s) resulting from the project– Informs the sponsor to ensure ongoing support during the project life– Contacts stakeholders as necessary throughout the life of the project
Motivator• Focus is to foster a motivating environment
CHEE R! Motivator – Encourages – Congratulates – Recognizes – Affirms – Reinforces – Rewards All involved with the project
Miscellaneous• Time-keeper• Scribe• Spokesperson
Characteristics of Facilitation• Protects participants self-esteem• Understands and senses group energy and productivity and acts accordingly to keep ideas flowing and energy up• Monitors the pace and quality• Helps summarize and prioritize content• Moves group to consensus & to define and assign next steps
Characteristics of Facilitation• Creates a participatory environment with active listening, dialogue creativity• Directs group to focus and achieve desired outcomes• Suggests helpful processes to meet outcomes• Remains neutral on content
Neutrality• Difficult when we have multiple roles• When possible, facilitate parts of the meeting where you are more apt to be neutral• Ask another group member to facilitate topics that you have more content input needs
Additional Facilitator Skills Content Process
Facilitation Competencies• Providing a Motivating Environment• Demonstrating Leadership Excellence• Providing Feedback• Managing Discussions & Activities• Effective Communication-clear & timely, using various tools (Written & Oral)
Delivery Do’s & Don’ts• “Professional Presence” – Appropriate Body Language• Appropriate Language – Inclusive – Certain• Asking Questions – Open – Closed – Polling
Group Dynamics• Collective experience adds more than individual experience• Building on the ideas and experiences of many increases synergy and creativity• Productivity, quality and efficiency improve or are enhanced• Improved communication skills through the group interactions
Functional Behaviors• Contributing – Suggest ideas – Offer facts, speculations and solutions – Provide information relevant to the issue• Clarifying – Paraphrase, explain, ask clarifying questions, seek additional ideas & connect one idea to another• Supporting – Praise, encouragement, agreement, open communication• Mediating – Seek to understand other’s point of view – Attempt to reconcile differences, “referee”
Challenging BehaviorsThe Over-ParticipatorSelf-Appointed SpokespersonDoting on DispleasureReadily RepetitiveI’m Important
Challenging Behaviors The Under-Participator “I have better things to do…” “Excuse me for a minute…” “I’ll have to check on that…” “Could you do it?”
What’s Up?• What possible resistance could there be?• Why?• What else might need consideration?• What potential concerns are there?• What else might I need to know?
General Rules of Thumb• Stay Calm• Relaxed & Open (non-verbal)• Reinforce Acceptable Behavior• Refer to Ground Rules/Roles• Allow Group to Discourage• Refocus to D.O./Topic Activity• Make a Direct Statement• Time Out!
ACT B.I.G.• Describe the BEHAVIOR as you’ve seen and heard it• Describe the IMPACT of the behavior —what it’s done to you, others, or what resulted from the act• Explain the GROWTH needed to get a positive outcome
B.I.G.“When you _______________,I felt_________and I noticed _________.I would like to see you __________if a similar situation comes up.”
Planning for Your Audience• Types of behavior: – Over – Aggressive – Under • Strategies to try
Communication Considerations • Are there issues where information is not communicated clearly? – Actions – Goals – Progress
Desired Outcome• This meeting is to decide on a mandatory class to teach all staff on how to act professionally.
Desired Outcome• The desired outcome of this meeting is to decide on a training program that promotes a harassment free workplace.
More Desired Outcomes• This meeting is to stop wasting too much money.• To reduce the number of people who show up late each day.• To find ways to change the sagging morale in our department because there is too much tension and we’re not as productive as we should be.• To have a team meeting.
Reasons to Meet1. To identify problems1. To solve identified problems3. Generate ideas, Brainstorming4. Establish Goals or Plans5. Training or Education
Reasons NOT to Meet1. Conversation, phone, or e-mail1. Not prepared, you and/or others3. Decision makers are not available1. Desired Outcome is not clear (or written)5. A decision has already been made
Desired Outcomes• Considerations: – Purpose/Charge/Mission of Group – Communication Needs • Actions • Goals • Progress – Decision-Making Protocol • Guidelines
Pre-work: Creating the AgendaAGENDA: a written document with critical information to get the right people together at the same time to accomplish a common Desired Outcome(s).
Pre-work: Creating the AgendaWhat is the critical information? –This is the stuff you need to do at the meeting in order to accomplish your Desired Outcome(s). •Presentations •Activities, etc.
Pre-work: Creating the AgendaContents:Desired Outcome(s)Start/End timesLocation(s)/AccommodationsMeeting and Pre-work AssignmentsTopics/Items with times allocated
Pre-work: Creating the Agenda–Who are the right people?–Can this person help reach the Desired Outcome(s)?
Pre-work: Creating the AgendaWhenever possible, publish theAgenda at 48-72 hours prior tothe meeting.–Assign a start and end time to the meeting–Assign a timeframe for each topic
Pre-work: Creating the AgendaWhen and where should wemeet?–If you have access to schedules-set it up in the calendar system–Ask participants to accept or decline
Managing ExpectationsDesigned to Build TrustTypically used: Ritual or Regular Meetings Training Sessions Problem Solving Sessions Group Facilitations
Managing Expectations: Ground RulesIdentify Potential Hazards – What are some of the things you’ve seen go wrong in a meeting?Minimize the Impact of Hazards – What steps can be taken to keep the meeting as productive as possible?
Basic Ground Rules• Start & end on time• Cell phones & pagers silent/off• Stick to the agenda/participate• Avoid side-bar conversations• Maintain respect for all views• Professional language• Maintain confidentiality
Brainstorming• Generate New Ideas• Spur Creativity• Encourage Idea Association• Stimulate Competition Among Teams
Brainstorming• Administrate to keep it: – On Target – Lively – Productive – Creative
Problem Solving• What is the problem?• What are all of the possible causes?• What are all of the possible solutions?• What is the best solution & why?
Decision-Making• Does the group have established guidelines?• What are they?• How are they defined?
Consensus• Consensus: general agreement…a view or stance reached by a group as a whole or by majority will.• (In practice, consensus often means that not all in the group agree a given plan is ideal; rather, they may agree they can accept it and stand behind it.)
Meeting RolesLeader FacilitatorEstablishes Direction Keeps on TrackWorks to Decision Ensures ParticipationEnsures Action Keeps it PositiveEnsures Accountability Establishes Trust Sticks to Agenda
Logistics: Room Set Up• U shape• Classroom• Conference Style• Table Groups
Logistics: Charts & Whiteboards• 2-3 Bold Colors• Use Their Words• Color for Consistency• Touch & Turn Technique• Parking Lot(s)
Process: Conducting the SessionOpening: Setting the Stage Welcome and Introduction Review Agenda Establish Ground Rules Membership Activity Establish Roles Review Desired Outcome(s) (Review necessary background 411)
Process:Conducting the SessionContent & CommunicationRemain PositiveCover Activities to the D.O.
Process: Closing the SessionSummarizing the Meeting:The Decision reached The Action to be takenAssign Accountability for each itemAssign Due Date for each item
Process: Closing the SessionAssign/Review Action Items• Helps members commit to action• Reinforces key decisions/learning points• Provide support and encouragement• Stimulates personal commitmentEvaluate the Meeting
ProgressPublish the Minutes within 48-72 hoursFollow-upBegin PlanningPublish Results
Meeting Outcome? Understand the best practices for effective meeting facilitation
Were we EFFECTIVE? Pr s es og oc rePr Meeting ss Facilitation Pre-work