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Facilitation Training_Participant Copy

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Facilitation Training

Facilitation Training

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  • 1.
    • Facilitation Skills
  • 2. Learning Objectives
    • . To understand the roles of facilitators
    • . To understand the facilitator’s
    • basic responsibilities
    • .To understand the structure
    • of facilitation map
    • . To understand the basic facilitation
    • skills
  • 3. Program Outline and Timelines
      • 1.Getting Started – 30 minutes
      • 2.Basic Responsibilities of a Facilitator
      • – 120 minutes
      • 3.Basic Facilitation Map – 60 Minutes
      • 4.The Facilitation Techniques – 180 minutes
      • 5.Conclusion – 30 minutes
  • 4. Timetable
    • 8.30 am – 9.00 am Getting started
    • 9.00 am – 10.00 am Basic Responsibilities (I)
    • 10.00 am- 10. 15 am Break
    • 10.15 am – 11.15 am Basic Responsibilities (II)
    • 11.15 am – 12.15 pm Basic Facilitation Map
    • 12.15 pm – 1.15 pm Lunch Break
    • 1.15 pm – 3.00 pm Basic Facilitation Techniques (I)
    • 3.00 pm – 3.15 pm Break
    • 3.15 pm – 4.30 pm Basic Facilitation Techniques (II)
    • 4.30 pm - 5.00 pm Conclusion
  • 5. Module 1 Getting Started
    • Getting Started
  • 6. Simple term
    • Facilitation means to
    • “ Make Easy”.
    • This course is designed to help teach people how to make it easy to have productive events and meetings.
  • 7. Module 1 Getting Started
    • 1. What do you think a facilitator is?
  • 8. The Role of Facilitator
    • The facilitator’s task is to ensure that a team
      • a. avoids the potential disadvantages and
      • b. experiences all of the advantages
    • and so performs as a synergistic team creating
    • excellent outcomes
  • 9. 2. Why is facilitator essential for long term success?
    • a.Enhance process behaviors in fast paced environment which encourage people to think and discuss before implementing something
    • b.Bring about the positive aspect of team development which will results high synergy, productivity and teamwork .
  • 10.
    • 3. Today’s fast paced business environment bring about task behaviors. (read notes)
    Business Environment
  • 11. Task behaviors
          • Doing
          • Work Independently
          • Making logic-based decisions
          • Acting
          • Moving things along
          • Focusing on details
          • Directing
          • Bringing things to closure (making decisions)
          • Controlling
          • Telling
          • Focusing on the job at hand
          • Resistance to change
  • 12.
    • Do it first
    Do it first
  • 13.
    • Thinking, discussion and planning are needed for optimum productivity.
    Process Behaviors
  • 14. Process Behaviors
        • Thinking
        • Participating/teamwork
        • Using creativity and intuition
        • Talking
        • Exploring ideas more deeply
        • Focusing on the big picture
        • Facilitating
        • Opening up/looking for other ideas (generating alternatives)
        • Letting go and empowering
        • Asking
        • Focusing on the people, values, and vision
        • Receptivity to change
  • 15.
    • Facilitator provides the structure that encourage process behaviors that emphasis on thinking, discussion and planning together.
    Process Behaviors
  • 16. 4. Working In a Team
    • Advantages Disadvantages
  • 17. Synergy or Dysfunction?
  • 18. In a Synergistic Team 2 + 2 = 4 or more Equation
  • 19. The Role of Facilitator
  • 20. The Role of Facilitator
    • The facilitator’s task is to ensure that a team
      • a. avoids the potential disadvantages and
      • b. experiences all of the advantages
    • and so performs as a synergistic team creating
    • excellent outcomes
  • 21. Facilitator is essential for today’s business in two aspects: a. It helps the team to focus on process behaviors , that is planning, thinking and discussion b. It helps the team to bring out the best part of team to be more synergistic. Conclusion
  • 22.
    • The definition of facilitation Komag’s SDWT Context
    • Facilitator is the individual who designs and manages of structures and processes that help a group do its work and minimize the common problems
    Komag’s Definiotion
  • 23.
    • 1. Analyzing Information to determine the best approach
    • 2. Designing Meeting (Facilitation Map)
    • 3. Establishing group climate, norms and roles with the team (Ground Rules)
    • 4. Creating and implementing structures and processes to accomplish tasks and meet objectives
    Core Processes of Facilitation
  • 24.
    • 5. Intervening to manage group dynamics and to influence what members are doing or how they are doing it (Basic Facilitation Skills)
    • 6. Coaching team leaders and team members in effective behaviors
    • 7. Evaluation meeting and facilitation effectiveness to enhance team learning (Facilitator Feedback)
    • 8. Ensuring follow-up action related to production, meeting, results, communication and implementation of decision.
    Core Processes of Facilitation
  • 25. Module 2
    • Introduction to the Basic Responsibilities of a Facilitator
  • 26. Module 2
        • What are the essential responsibilities of facilitator?
  • 27. Basic Responsibilities Refer to Note 2.1
  • 28. Clarify Objectives Explain what the topic is What do we want to achieve? Why are we having this meeting?
  • 29. Clarify Objectives
    • For example:
    • Background :the team is calling for quarter end outing .
    • Objectives
    • Department Outing
    • What do we want to achieve?
    • Identify venue and select organizing committee
  • 30. Clarify Objectives
    • For example:
    • Background: The team discuss the issue of labeling and displaying goods
    • Objectives
    • Housekeeping
    • What do we want to achieve?
    • Identify issues faced by HIT leaders
  • 31. Ensure Full Participation
    • Everyone must have an equal opportunity to participate and that all participants contribute to the process
  • 32. Ensure Full Participation
    • How do you handle such situation?
    • Quiet person?
    • Talkative person?
  • 33. Ensure Full Participation
    • Encouraging participation
    • “ Who else has an idea?”
    • “ Is there a user’s perspective on this issue?”
    • “ A lot of men are talking, now lets hear from the men” ”Is this discussion raising questions for anyone?”
    • “ Let’s hear from someone who hasn’t spoken in a while”
    •  
  • 34. Stay on Time and Stay on Track
  • 35. Stay on Time and Stay on Track
    • What happen when the team does not stay on track?
    • What would you do?
  • 36. Stay on Time and Stay on Track
    • What happen when the team does not stay on time?
    • What would you do?
  • 37. Clarify Understanding Ask for examples, pictures, diagrams, data Ask if other participants understand what was being said
  • 38. Ensure Commitments to Action
    • identifying who is to do what and when
  • 39. Ensure Commitments to Action
  • 40. Recap Recap what has been decided “ Today we have decided to adopt 5S as the way to improve our housekeeping system. Anyone has anymore concerns?”
  • 41. Recap Recap who has agreed to do what and by when “ John has agreed to lead the Housekeeping Improvement Team. He will submit a plan for training, discussion and implementation by 18 th of April. We will discuss the plan in next meeting. John do you have anything to add?”
  • 42.
    • Preparation for Workout:
    • Feedback Guideline
  • 43. Giving Feedback
    • You are not looking for what you “like” or “don’t like” about a person’s facilitation style.
    • Select feedback that can benefit the practice facilitator. No personal attack.
  • 44. Giving Feedback
    • Use specific example
    • “ you didn’t recap the discussion on housekeeping improvement team
    • Provide feedback on the strengths and
    • opportunities for improvement
    • (refer the the Facilitation Feedback
    • Form)
  • 45. Giving Feedback
    • Always assume :
    • You are successful to the extent that you provide feedback without lowering the person’s self esteem
    • People want to do a good job
    • You care about the person (if you don’t, expect your attempt to fail)
    • You may be incorrect
  • 46. Structure of Giving Feedback
    • Observation
    • Effect on me
    • Pause (and listen)
    • Suggestion
  • 47. Receiving Feedback
    • We often uncomfortable receiving feedback
    • But they take risk to tell us.
  • 48. Receiving Feedback
    • Listen. Say “Thank you”
    • Probe for example
    • “ Can you give me an example?”
    • 3. Ask for help
    • “ Can you give me some ideas how should I deal with it?”
    • 4. Delay respond. “Thank you. I will think about it”
  • 49. Example of FON, FF
    • Facilitation Observation Notes
    • Refer to Note 2.2 and
    • Note 2.3
  • 50. Team Workout
    • Identifying Facilitation Challenges
    • Refer to Note 2.4
  • 51. Team Workout Facilitator Challenges Tips/Tool How to deal with Ask opinion from talkative participant? Other participants “ I like your idea. Any one else have fresh ideas?
  • 52. Team Workout: Feedback
    • What has the person done well?
    • How can the improve ?
  • 53. Team Workout
    • Key Learning Points
  • 54. Module 3
    • Road Map for facilitation Success
  • 55. Map Opening Clarifying Objectives Clarifying Role of the Facilitator Overview of Agenda and/or Process Developing Ground Rules The Body Recap Outcome Conformation of Consensus and Next Steps
  • 56. Opening
    • First few words
    • Set the tone – positive
    • Get their attention
    • Tell them the purpose of the meeting
  • 57. Clarifying Objectives
    • What do we want to achieve?
    • Why do we meet today?
    • Present a brief statement of objectives (written form) – reminder
    • “ are we on track?”
  • 58. Clarifying the Role of Facilitator
    • Tell them what you do –
    • as process expert,
    • not content expert
    • Tell them how you will intervene
    • - off track: “ I will pull you back”
    • - dominant conversation: “I will gate keep the conversation”
  • 59. Overview of Agenda and/or process
    • Dept Outing
    • Objective of Outing – Ahmad – 5 minutes
    • 2. Select Venue – Ahmad – 10 minutes
    • 3. Select Organizing Committee – Wan – 20 minutes
    • 4. Decide on activities – Lee Guan – 10 minutes
    • 5. AOB – Ahmad – 5 minutes
  • 60. Developing Ground Rules
    • Powerful tool to shape culture. The team empower you to lead the team
    • How the team behave and work together
    • Write in a flipchart. Put it up for the first five meetings to remind them
  • 61. Ground Rules
    • 1. We are prompt and regular in attendance
    • 2.       We listen attentively
    • 3.       We only allow one person talk at a time
    • 4.       We complete assigned work within stipulated time
    • 5.       We appreciate the other person’s point of view
    • 6.       We provide constructive feedback and receive it willingly
    • 7.       We keep confidences and assume others will
    • 8.       We stick to the agenda and schedule unless we agree to change them
    • 9.       We are here to find solutions, not to fight and win
    •  
  • 62. The Body
    • The part the team tackle the issues You apply most tools
  • 63. The Body
    • Fact finding
    • Brainstorming
    • Action Plan
    • Problem Solving
    • Decision Making
    • Brainstorming
  • 64. Recap Outcomes
    • Recap outcome briefly to ensure understanding
    • Recap what has been decided
    • Recap who has agreed to do what and by when
  • 65. Confirmation of Consensus and Next Steps
    • Confirm of the actions agreed to be taken or decisions have been made
    • Decide on next meeting or things to do next
  • 66. Team Workout
    • Using The Facilitation Map as a Planning Tool
    • Refer to Note 3.3
  • 67. Team Workout: Feedback
    • What has the person done well?
    • How can the person improves ?
  • 68. Team Workout
    • Key Learning Points
  • 69. Module 4
    • Basic Facilitation Techniques
  • 70. Focus on Basic Techniques
    • There are many facilitation techniques such as decision making, problem solving etc.
    • We focus on the fundamental. You will learn 26 techniques altogether.
  • 71. Background
    • You will see facilitation skills used in marketing and shipping department
  • 72. Outline
    • 1.Opening a Meeting
    • a. Proper Room Set Up
    • b. Set Enthusiastic Tone
    • c. Make Introduction d. Ground Rules
    • 2. Running A Meeting a. Managing Discussion b. Balance Participation c. Manage Transitions d. Identify Strategic Moments e. Use the team’s resources
    • 3. Closing Meeting
    • a. Review Agenda
    • b. Summarize decisions and recommendations
    • c. Determine remaining issues
    • d. Manage follow-up actions
    • e. Evaluate Meeting
  • 73. View Video
    • Watch video for familiarization. It takes only 15 minutes
  • 74. View Video
    • Watch video for familiarization. It takes only 15 minutes
  • 75. View Video
    • Watch video for familiarization. It takes only 15 minutes
  • 76. View Video
    • Watch video for familiarization. It takes only 15 minutes
  • 77. View Video
    • Watch video for familiarization. It takes only 15 minutes
  • 78. View Video
    • Watch video for familiarization. It takes only 15 minutes
  • 79. View Video
    • Watch video for familiarization. It takes only 15 minutes
  • 80. View Video
    • Watch video for familiarization. It takes only 15 minutes
  • 81. Learning
    • Step Have you used Why is this this skills before? Skills
    • How? Important?
    • Yes/No
  • 82. Stretch Your Mind
    • View Tape Answer Questions Share with the group Refer to Note 4.1
  • 83. Problems
    • Have the techniques you have learnt help you answer some of the concerns you have as facilitator earlier on?
  • 84. Team Workout
    • Running A Meeting – Pros and Cons
    • Refer to Note 4.2
  • 85. Team Workout Topics 1. Should we allow Internet access to every employee?   2.  Can we hold our Family day in Langkawi? Employees are allowed to bring spouse.   3. Should we build a multi-storey car park?   4. Should we work without uniform?   5. Should the company provide us free breakfast? 6.  Should we assign a person to oversee the sustainability of housekeeping at Common area?  
  • 86. Team Workout: Feedback
    • What has the person done well?
    • How can the improve ?
  • 87. Team Workout
    • Key Learning Points
  • 88. Conclusion
    • Open Book Quiz
  • 89. Questions
    • The role of facilitator
    • The responsibilities of Facilitator
    • The Facilitation Map Basic facilitation skills
  • 90. Sharing 1.      Share three things you have picked up from this training 1`. 2. 3.