LOOKING THROUGH THE CRYSTAL BALL:THE U.S. WORKFORCE IN 2030PI Network,IAP2 Cascade ChapterMay 15, 2013Essential, Versatile Facilitation ToolsPresented by L. Melanie ChaseOrganizational Development ConsultantChase Solutions
Learning Objectives:• Name key considerations in meeting planning from theperspective of a facilitator• Experience a demonstration of essential and versatilefacilitation tools/methods that can be used with minimalpreparation, including:• Welcoming and Connecting Method: Mix-Max Groups• Expanding and Narrowing Tool: More of/Less of• Learning and Discovery Methods: ORID Discussion Method, 15Words• Identify the purpose for the tools/methods and suitableapplications• Practice facilitating one of the methods with yourcolleagues based on a case study or real regional projectexample2
Topical OverviewAgenda:1) Background/Context Setting (10 min.)2) Tools: (55 min.)Welcoming and Connecting Method: Mix-Max Groups (10)Expanding and Narrowing Tool: More of / Less of (2)Learning and Discovery Methods: ORID Discussion Method (20),15 Words (20)3) Discussion of Tools’ Purposes (2 min.)4) Practice (using case study or example) (23min.)3
Background/Context SettingContinuum of Public Involvement: Across Levels, Low to HighPublic Involvement Techniques:• Vary by type of project, stakeholders, and level of public influence indecision making, and controversyInform. The Inform level is the least engaging of the variouslevels of participation.Consult. The Consult level provides information and gathersfeedback from participants, but may not use that input indecision-making.Involve. The Involve level directly engages the public.Collaborate. To Collaborate means to engage the publicin decisions made during each step of the project,including defining the issues, developing alternatives,formulating recommendations, and sometimes evenimplementing recommendations.Empower. The Empower level gives the public the authorityto make decisions that will be ratified.Source: Tempe Involving the Public Manual4
Background/Context SettingContinuum of Lg.Group Facilitation Methods—Amount of StructureLarge Group Facilitation Techniques:• Vary on core dimensions such as amount of structure, facilitator’s role,purpose of session, optimal number of participants, length ofintervention, number of sessions, and use of outside speakers (andamount of pre-planning).Purposes:• Planning methods to help set a direction for an organization or acommunity,• Structuring methods to redefine working relationships amongorganization members and create new structures for doing work, and• Adaptable methods that vary, including planning, structuring, and othercomplex, important purposes• Welcoming and Connecting; Narrowing and Expanding; Learning and Discovering.• Plenty to choose from, see:http://www.iaf-methods.org/methods5
Background/Context SettingLarge Group Facilitation MethodsPrinciples:• Organizations and communities are living systems.• Organizations and communities don’t change, people do.• The knowledge required for successful change resides within thestakeholders who comprise the organizational or community system.• Uses a systems approach to tap into organization member’s creativeintelligence for shaping the future in meaningful and empowering waysthrough:• high levels of participation and information sharing;• purposeful dialogue to create shared meaning, understanding, andcontext;• shared decision making to build commitment and;• focused action planning for timely implementation.6
Background/Context Setting:• Meeting Planning Common Steps:1. Select the meeting location2. Meeting preparation:• Dialogue, deliberation, and decision making phases• Set the meeting agenda• Coordinate attendance3. Meeting facilitation:• Establish ground rules and group norms• Design group processes to meet rational and experientialobjectives• Meeting flow (beginning, middle, end)4. Share the public involvement program or more about the initiativeand purpose of the meeting
Background/Context SettingFacilitation Methods and Techniques:• Name key considerations in meeting planning from theperspective of a facilitator:1) ___________________________________________________2) ___________________________________________________3) ___________________________________________________
Background/Context SettingContent neutral and steward of the processFacilitator Role:• Process Designer• Process Manager• Content Guide (Ideally Content Neutral)• Moderator of Group Dynamics• Evaluator of Group and Process Effectiveness
Mix-Max GroupsTools: Welcoming and Connecting MethodMix up the Max (Large) Group:1) Learn about your Audience:-Demographic characteristics, experience with otherpublic meetings, etc.2) Mix them up more into small groups:-Small group discussions with something in commonalreadyPurpose:1. Introduce all within larger group with subgroups2. Connect those with similar interests3. Connect deeper in smaller groupsSetup:1. Identify subgroups of interest within your audience, ask toreorganize by those OR ask questions to determine groups2. Prepare a question or two for the smaller groups’ discussion
More Of / Less OfTools: Expanding and Narrowing ToolnnnnnnnnnMore Of…nnnnnnnnnLess Of…Vision:__________________Behaviors/CharacteristicsPurpose:1. Explore an issue through different lenses: expansion and reduction (narrowing)Setup:1. Identify the behavior or characteristics that are important to explore2. Make a statement about those behaviors or characteristics into a question. Ask it.(example: what aspects of the park would you like to see more of and less of?
Tools: Learning and Discovery Methods15 Words on Separate Flip Charts15 WordsCODING:__ Underline key phrasesm Circle unclearCheck in question or concernsIN THEIR OWN WORDS PROJECTDEFINITIONPROJECTVISIONPurpose:1. Explore an issue from different perspectives to move towards consensus or simply clarify whatparticipants mean or understand about an issue, action, project definition, vision, etc.Setup:1. Each participant (or pair) is given a flip chart page and marker. Provide clear instruction: They mustwrite, in 15 words or less, the project definition or vision statement or other statement as it relates tothe issue or task.2. Post all flipcharts for review by the group. Review instructions: Follow same coding and review system.3. Ask participants to move to each flipchart, read, check for understanding using their markers and thesame coding and review system.4. Step back and identify key phrases, questions, and more. Discuss.
ORID Discussion MethodTools: Learning and Discovery MethodsO = ObjectiveFacts, Specifics)R = Reflective/ (Personal Meaning, Connection to Already Known)I = Interpretive(Consideration of Personal Context/Situation orApplication)D = Decisional(Next Steps, How to Apply)Purpose:1. Explore an issue through a series of questions that follows how people naturally learn.Setup:1. Formulate a few questions that follow the O R/I D structure, on the fly or with some advance prep.2. Pose the questions—actively listen, document on a flipchart if you wish for reference or visual cue, orask for post-its on flipcharts in response to each question.3. Ensure participation with small group discussion, round robin review, dyads, and other “interventionskills.”
Purpose of Tools/Methods:• Identify the purpose for the tools/methods and suitableapplications. Match the tool/method to the purpose.14Tool/Method Purpose1. Mix-Max Groups2. More of/Less of3. ORID Discussion Method4. 15 Words Welcoming and Connecting______________________________ Expanding and Narrowing______________________________ Learning and Discovery______________________________
PracticeOPTIONS:• Practice facilitating one of the methods with yourcolleagues based on a case study or real regionalproject example• Discuss usage of certain tools for upcomingproject(s)15www.chase-solutions.org
Topical OverviewAgenda:1) Background/Context Setting (10 min.)2) Tools: (55 min.)Welcoming and Connecting Method: Mix-Max Groups (10)Expanding and Narrowing Tool: More of / Less of (2)Learning and Discovery Methods: ORID Discussion Method (20),15 Words (20)3) Discussion of Tools’ Purposes (2 min.)4) Practice (using case study or example) (23min.)16