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Alumni Denkfabrik

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  • 1. Well-Structured Workshop Facilitation
  • 2. Well-Structured Workshop Facilitation Well-Structured Workshop Facilitation Webinar 1 :  Moderation/Facilitation in general  „Open Space Technology“ Webinar 2:  Question techniques and discussion techniques  „Future Search“ Webinar 3:  Visualization  „World Café“  Checklist for facilitator
  • 3. Well-Structured Workshop Facilitation What is a workshop?  Workshops are work meetings in which participants deal with a specific topic in the style of a closed session.  Workshops are supported by visualization.  The person chairing the workshop is the facilitator. What is facilitation? Facilitation is a method of providing support to the participants of a working group to handle a certain issue, problem or task.
  • 4. Well-Structured Workshop Facilitation It is the facilitator’s responsibility  to clarify the starting situation  to guide and steer the group work  to deal with group-dynamic processes  to steer and evaluate group processes Role of the facilitator The position of the facilitator is characterized by:  Impartiality in the subject matter  Neutrality in personal relations
  • 5. Well-Structured Workshop Facilitation Objectives of facilitation Facilitation…  supports information, planning and decision-making processes in groups,  guarantees development of a perspective,  encourages everyone to become actively involved and therefore expresses the group’s overall potential,  democratizes planning and decision-making processes, and thereby  achieves improved participant motivation.
  • 6. Well-Structured Workshop Facilitation Distinction from a presentation Presentation Facilitation Goal Inform, win over, Produce a group result teach, decide, sell Role Expert Process supervisor Responsibility Content Structure
  • 7. Well-Structured Workshop Facilitation Josef W. Seifert’s facilitation/moderation cycle: 6 Steps Conclusion Introduction Moderation Planning Gathering cycle Handling Selecting the topic
  • 8. Well-Structured Workshop Facilitation Step 1 Questions: Introduction • How do I introduce the workshop, how do I start? • How do I deal with resistance? Goals: • Create a positive work environment. • Provide orientation about the object and purpose. • Agree time schedule and goal setting. • Clarify organizational matters. • Define discussion rules.
  • 9. Well-Structured Workshop Facilitation Step 2 Step 3 Gathering Questions: Questions: • How do I find out • How can I identify the what result has to be produced? relevance of a topic? • How do I identify the relevant • What do I handle first? topics? • What comes later? Goals: Goals: • Present topics • Determine order of procedure • Define priorities
  • 10. Well-Structured Workshop Facilitation Step 4 Questions: • How do I deal with the individual topics? • What techniques are available? • What do I have to consider when using the various techniques? • When can I consider a topic concluded? • How do I proceed next? Goals: • Handle topics according to priority
  • 11. Well-Structured Workshop Facilitation Step 5 Step 6 Conclusion Questions: Questions: • How do I explain what • How do I close the is to be done in concrete terms? workshop appropriately? • How do I reach agreements or • What is important when inspire action? concluding? • How can I distinguish real action • What still needs to be from “good resolutions”? said? Goals: Goals: • Draw up an action plan: • Evaluation and conclusion who? what? which purpose? of the work process by when?
  • 12. Well-Structured Workshop Facilitation Josef W. Seifert’s facilitation/moderation cycle: 6 Steps Conclusion Introduction Moderation Planning Gathering cycle Handling Selecting the topic
  • 13. Well-Structured Workshop Facilitation OPEN SPACE
  • 14. Well-Structured Workshop Facilitation OPEN SPACE TECHNOLOGY (OST) • Genesis of OST • Structure of an OST meeting • Appropriateness • Conditions of use • Requirements: time, space, physical arrangements and materials • Fundamental principles of OST • The „Signs“ • The gathering • Prioritization and action planning
  • 15. Well-Structured Workshop Facilitation The Genesis of Open Space Technology Where, when and how was OST born? 1985: Harrison Owen hosted an International conference for 250 participants. The truly useful parts were the coffee breaks. Big questions: • Is it possible to combine the level of synergy and excitement present in a good coffee break with the substantive activity and results characteristic for a good meeting? • Can I build certain basic mechanisms of human gatherings into an approach that is so simple it cannot fail and so elemental it possesses the natural power of a good coffee break?
  • 16. Well-Structured Workshop FacilitationThe Genesis of Open Space Technology Association and Recollection Late 1960s: Owen was working as a photojournalist in West Africa. Once he was participating in the rites of passage for the boys in a small village. Participants: 500 people Duration: 4 days Photo by Georg Klingsiek, www.geo-kids.de The event was characterized by perfect self-organization. Possible reasons: • Village was laid out in a circle with an open space in the middle. • The whole village seemed to breath.
  • 17. Well-Structured Workshop Facilitation The Birth of OST: Owen was convinced that effective meetings needed some kind of order! So, was it possible to set up a conference in a coffee-break-mode? Finally he found 4 basic mechanisms: 1) The Circle 2) The Breathing 3) The Community Bulletin Board 4) The Village Market Place Those are the „main ingredients“ of OST.
  • 18. Well-Structured Workshop Facilitation General structure of an OST Meeting 1. Prior to the meeting: Focal theme/issue that is of genuine concern of all has to be found. 2. Invitation: The invite outlines the theme and introduces to principles behind OST meetings. In this phase the facilitator works closely with the initiator/sponsor of the meeting. 3. Gathering: • Welcome by sponsor and Opening of the OST event by facilitator • Creation of agenda (community bulletin board, village market place) • Discussions in little groups and typing proceedings • Reconvention (in turns) • (Prioritization/Action planning session) • Ending: plenary reflection session/closing circle by facilitator
  • 19. Well-Structured Workshop Facilitation Appropriateness OST is not appropriate in every situation! OST is effective in OST will not work in situations… situations… • where a diverse group of • where the answer is already people must deal with known. complex and potentially conflicting material in • where somebody at high innovative and productive levels thinks he or she knows ways. the answer. • when nobody knows the • where that somebody is the answer, and the ongoing sort who must know the participation of a number of answer and therefore must people is required to deal always be in charge. with the question.
  • 20. Well-Structured Workshop Facilitation Conditions of use There has/have to be… 1. a real business issue. 2. a great deal of complexity. 3. lots of diversity in terms of people and points of view. 4. real passion, and probably also conflict. (people care!) 5. a genuine urgency. People have to be… 1. creative, 2. synergistic (they work together), 3. self-motivated.
  • 21. Well-Structured Workshop Facilitation Requirements of OST TIME Recommendation: 1 – 3 days SPACE One main room, several breakout areas, „the wall“, in main room space for coffee break setup and computers. PHYSICAL ARRANGEMENTS Chairs in a circle, plenty of space, nothing in the middle but materials (see photo). MATERIALS Plain (white) paper (size A3 or quarter sheets of flip-chart paper), flip-chart marker, sticky tape/glue tag, print and copy paper, computers on tables, „The Signs“, post-its.
  • 22. Well-Structured Workshop FacilitationFundamental principles of OST • The law of the two feet: H. Owen: „If, during our time together, you find yourself in any situation where you are neither learning nor contributing, use your two feet and go to some more productive place!“ • The 4 principles: Whoever comes is the right person. Whatever happens is the only thing that could have. Whenever it starts is the right time. When it´s over, it´s over. • „Be prepared to be surprised!“
  • 23. Well-Structured Workshop Facilitation The „signs“ 1. Theme, behaviour and expectations (see above: „Fundamental principles“) 2. Daily schedule and space/time matrix for „the wall“ • Space/time matrix (post-its with time and place) • The schedule 3. Report production • „Newsroom“ • „Breaking News“
  • 24. Well-Structured Workshop Facilitation The gathering Procedures/Phases: • Welcome by sponsor/initiator • Opening of the OST event by facilitator • Creation of agenda:  The community bulletin board  The village market place • Discussions in little groups (typing proceedings) • Reconvention (in turns) • (Prioritization/action planning session) • Ending:  Plenary reflection session  Closing circle by facilitator („conference book“)
  • 25. Well-Structured Workshop Facilitation Prioritization and action planning An OST event does not necessarliy require prioritization or action planning! • Sometimes participants long for more formal priorities or action plans so that they feel they include „reality“. • Both are relatively natural extensions of what had already happened before. • Often people have discussed the matter what to be done to make it happen in smaller groups. • Working out an action plan is a collection of what has already been transpired.
  • 26. Well-Structured Workshop FacilitationPreconditions for prioritization and action planning • The group must identify the areas where some action is needed. • Required action must be specified in sufficient detail that real work can commence. • Responsible parties must be identified: Who will „get the show on the road“?!
  • 27. Well-Structured Workshop Facilitation OPEN SPACE
  • 28. Well-Structured Workshop Facilitation