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  • (8:30) PG 1 Welcome to today’s EFFECTIVE meeting facilitation workshop. I’m pleased to be here today to work with you in improving our skills of meeting facilitation. No matter how long we’ve been doing it, we can always get better! In fact, we may be using many or all of the meeting best practices and still lead ineffective meetings! Whenever we facilitate a meeting, we are engaged in a growth experience in many competency or job skill areas. Most notably, interpersonal savvy, time management and drive for success and achievement.
  • Facilitation

    1. 1. Welcome to: E.F.F.E.C.T.I.V.E. Meeting Facilitation
    2. 2. Facilitating My Meetings My greatest challenge :
    3. 3. Session Outcome Understand the best practices for effective meeting facilitation
    4. 4. Agenda Welcome/Intro E.F.F.E.C.T.I.V.E Meeting Components: Pre-work Process Progress Wrap Up, Summary & Evaluations
    5. 5. EFFECTIVE <ul><li>Essential </li></ul><ul><li>Focused </li></ul><ul><li>Framework </li></ul><ul><li>Established </li></ul><ul><li>Collaborative </li></ul><ul><li>Time-phased </li></ul><ul><li>Initiative minded </li></ul><ul><li>Valuable </li></ul><ul><li>Evaluated </li></ul>
    6. 6. Meeting Components <ul><ul><li>Pre-work - Charts the course </li></ul></ul><ul><ul><li>Process - Navigates the meeting </li></ul></ul><ul><ul><li>Opening-Setting up the Session </li></ul></ul><ul><ul><li>Conducting the Session </li></ul></ul><ul><ul><li>Concluding the Session </li></ul></ul><ul><ul><li>Progress - Ensures action </li></ul></ul>
    7. 7. Facilitator <ul><li>Focus is on ensuring that application of necessary activities, assignments and learning will occur </li></ul>
    8. 8. Facilitator <ul><ul><li>    Guides the team throughout project life </li></ul></ul><ul><ul><li>     Establishes the working ground rules with the project team </li></ul></ul><ul><ul><li>     Navigates back to the issue(s) at hand </li></ul></ul><ul><ul><li>      Hosts the team and diplomatically acts as a referee or works through issues </li></ul></ul>
    9. 9. Facilitator <ul><ul><li>Designs problem-solving activities </li></ul></ul><ul><ul><li>Frames the medium used for the process </li></ul></ul><ul><ul><li>Maintains a neutral perception throughout the facilitation process </li></ul></ul>
    10. 10. Educator <ul><li>Focus is on content mastery and understanding </li></ul>
    11. 11. Educator <ul><ul><li>Instructs the projects team as needed </li></ul></ul><ul><ul><li>Provides content though self or others </li></ul></ul><ul><ul><li>Determines the learning needs throughout the life of the project </li></ul></ul><ul><ul><li>Tutors team members when appropriate </li></ul></ul>
    12. 12. Coach <ul><li>Focus is on improving and enhancing performance </li></ul>
    13. 13. Coach <ul><ul><li>Strategizes-assigns positions, tasks </li></ul></ul><ul><ul><li>Understands the players’ abilities </li></ul></ul><ul><ul><li>Provides feedback to redirect, reinforce or extend performance </li></ul></ul><ul><ul><li>Asks, encourages and offers help when needed </li></ul></ul>
    14. 14. Administrator <ul><li>Focus is on format and structure of event(s) to meet project outcomes </li></ul>
    15. 15. Administrator <ul><ul><li>Organizes team meetings </li></ul></ul><ul><ul><ul><li>(pre and post meeting logistics) </li></ul></ul></ul><ul><ul><li>Acts as the liaison between team, stakeholders and sponsor </li></ul></ul><ul><ul><li>Reports project status </li></ul></ul>
    16. 16. Administrator <ul><ul><li>Manages and revises plan </li></ul></ul><ul><ul><li>Procures resources </li></ul></ul><ul><ul><li>Navigates through additional changes that might occur </li></ul></ul><ul><ul><li>Documents project activities, outcomes, products </li></ul></ul>
    17. 17. Communicator <ul><li>Focus is on ensuring that information is flowing productively </li></ul>
    18. 18. Communicator <ul><ul><li>Manages communication within the group such as meeting summaries, project updates, etc. </li></ul></ul><ul><ul><li>Serves as the bridge to all </li></ul></ul><ul><ul><li>Translates content and concepts by effectively using various mediums to communicate, such as presentations, written documents, conferencing, etc. </li></ul></ul><ul><ul><li>Connects the right people and resources </li></ul></ul>
    19. 19. Communicator <ul><ul><li>Negotiates issues as they arise in order to complete the project </li></ul></ul><ul><ul><li>Promotes the product(s) resulting from the project </li></ul></ul><ul><ul><li>Informs the sponsor to ensure ongoing support during the project life </li></ul></ul><ul><ul><li>Contacts stakeholders as necessary throughout the life of the project </li></ul></ul>
    20. 20. Motivator <ul><li>Focus is to foster a motivating environment </li></ul>
    21. 21. Motivator <ul><ul><li>Encourages </li></ul></ul><ul><ul><li>Congratulates </li></ul></ul><ul><ul><li>Recognizes </li></ul></ul><ul><ul><li>Affirms </li></ul></ul><ul><ul><li>Reinforces </li></ul></ul><ul><ul><li>Rewards </li></ul></ul><ul><ul><li>All involved with the project </li></ul></ul>CHEER!
    22. 22. Miscellaneous <ul><li>Time-keeper </li></ul><ul><li>Scribe </li></ul><ul><li>Spokesperson </li></ul>
    23. 23. Characteristics of Facilitation <ul><li>Protects participants self-esteem </li></ul><ul><li>Understands and senses group energy and productivity and acts accordingly to keep ideas flowing and energy up </li></ul><ul><li>Monitors the pace and quality </li></ul><ul><li>Helps summarize and prioritize content </li></ul><ul><li>Moves group to consensus & to define and assign next steps </li></ul>
    24. 24. Characteristics of Facilitation <ul><li>Creates a participatory environment with active listening, dialogue creativity </li></ul><ul><li>Directs group to focus and achieve desired outcomes </li></ul><ul><li>Suggests helpful processes to meet outcomes </li></ul><ul><li>Remains neutral on content </li></ul>
    25. 25. Neutrality <ul><li>Difficult when we have multiple roles </li></ul><ul><li>When possible, facilitate parts of the meeting where you are more apt to be neutral </li></ul><ul><li>Ask another group member to facilitate topics that you have more content input needs </li></ul>
    26. 26. Additional Facilitator Skills Content Process
    27. 27. Facilitation Competencies <ul><li>Providing a Motivating Environment </li></ul><ul><li>Demonstrating Leadership Excellence </li></ul><ul><li>Providing Feedback </li></ul><ul><li>Managing Discussions & Activities </li></ul><ul><li>Effective Communication-clear & timely, using various tools </li></ul><ul><li>(Written & Oral) </li></ul>
    28. 28. Delivery Do’s & Don’ts <ul><li>“ Professional Presence” </li></ul><ul><ul><li>Appropriate Body Language </li></ul></ul><ul><li>Appropriate Language </li></ul><ul><ul><li>Inclusive </li></ul></ul><ul><ul><li>Certain </li></ul></ul><ul><li>Asking Questions </li></ul><ul><ul><li>Open </li></ul></ul><ul><ul><li>Closed </li></ul></ul><ul><ul><li>Polling </li></ul></ul>
    29. 29. Group Dynamics <ul><li>Collective experience adds more than individual experience </li></ul><ul><li>Building on the ideas and experiences of many increases synergy and creativity </li></ul><ul><li>Productivity, quality and efficiency improve or are enhanced </li></ul><ul><li>Improved communication skills through the group interactions </li></ul>
    30. 30. Functional Behaviors <ul><li>Contributing </li></ul><ul><ul><li>Suggest ideas </li></ul></ul><ul><ul><li>Offer facts, speculations and solutions </li></ul></ul><ul><ul><li>Provide information relevant to the issue </li></ul></ul><ul><li>Clarifying </li></ul><ul><ul><li>Paraphrase, explain, ask clarifying questions, seek additional ideas & connect one idea to another </li></ul></ul><ul><li>Supporting </li></ul><ul><ul><li>Praise, encouragement, agreement, open communication </li></ul></ul><ul><li>Mediating </li></ul><ul><ul><li>Seek to understand other’s point of view </li></ul></ul><ul><ul><li>Attempt to reconcile differences, “referee” </li></ul></ul>
    31. 31. Challenging Behaviors The Over-Participator Self-Appointed Spokesperson Doting on Displeasure Readily Repetitive I’m Important
    32. 32. Challenging Behaviors The Aggressive-Participator Sideshow Barking Enormous Emoting Constant Combating Know-it-all
    33. 33. 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?”
    34. 34. What’s Up? <ul><li>What possible resistance could there be? </li></ul><ul><li>Why? </li></ul><ul><li>What else might need consideration? </li></ul><ul><li>What potential concerns are there? </li></ul><ul><li>What else might I need to know? </li></ul>
    35. 35. General Rules of Thumb <ul><li>Stay Calm </li></ul><ul><li>Relaxed & Open (non-verbal) </li></ul><ul><li>Reinforce Acceptable Behavior </li></ul><ul><li>Refer to Ground Rules/Roles </li></ul><ul><li>Allow Group to Discourage </li></ul><ul><li>Refocus to D.O./Topic Activity </li></ul><ul><li>Make a Direct Statement </li></ul><ul><li>Time Out! </li></ul>
    36. 36. ACT B.I.G. <ul><li>Describe the B EHAVIOR as you’ve seen and heard it </li></ul><ul><li>Describe the I MPACT of the behavior—what it’s done to you, others, or what resulted from the act </li></ul><ul><li>Explain the G ROWTH needed to get a positive outcome </li></ul>
    37. 37. B.I.G. <ul><li>“ When you _______________, </li></ul><ul><li>I felt_________ </li></ul><ul><li>and I noticed _________. </li></ul><ul><li>I would like to see you __________ </li></ul><ul><li>if a similar situation comes up.” </li></ul>
    38. 38. Planning for Your Audience <ul><li>Types of behavior: </li></ul><ul><ul><li>Over </li></ul></ul><ul><ul><li>Aggressive </li></ul></ul><ul><ul><li>Under </li></ul></ul><ul><ul><ul><li>Strategies to try </li></ul></ul></ul>
    39. 39. Communication Considerations <ul><li>Are there issues where information is not communicated clearly? </li></ul><ul><ul><li>Actions </li></ul></ul><ul><ul><li>Goals </li></ul></ul><ul><ul><li>Progress </li></ul></ul>
    40. 40. Pre-work: Determining Desired Outcomes <ul><li>Well Written D.O.s are: </li></ul><ul><ul><li>Positive </li></ul></ul><ul><ul><li>Clear & Concise </li></ul></ul><ul><ul><li>Control & Influence </li></ul></ul><ul><ul><li>M easurable </li></ul></ul><ul><ul><li>R esource-based </li></ul></ul><ul><ul><li>E cological </li></ul></ul>
    41. 41. My Desired Outcome <ul><li>This meeting is to decide on a mandatory class to teach all staff on how to act professionally. </li></ul>
    42. 42. My Desired Outcome <ul><li>The desired outcome of this meeting is to decide on a training program that promotes a harassment free workplace. </li></ul>
    43. 43. More Desired Outcomes <ul><li>This meeting is to stop wasting too much money. </li></ul><ul><li>To reduce the number of people who show up late each day. </li></ul><ul><li>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. </li></ul><ul><li>To have a team meeting . </li></ul>
    44. 44. Reasons to Meet <ul><li>1. To identify problems </li></ul><ul><li>To solve identified problems </li></ul>3. Generate ideas, Brainstorming 4. Establish Goals or Plans 5. Training or Education
    45. 45. Reasons NOT to Meet <ul><li>1. Conversation, phone, or e-mail </li></ul><ul><li>Not prepared, you and/or others </li></ul>3. Decision makers are not available <ul><li>Desired Outcome is not clear </li></ul><ul><li>(or written) </li></ul>5. A decision has already been made
    46. 46. Desired Outcomes <ul><li>Considerations: </li></ul><ul><ul><li>Purpose/Charge/Mission of Group </li></ul></ul><ul><ul><li>Communication Needs </li></ul></ul><ul><ul><ul><li>Actions </li></ul></ul></ul><ul><ul><ul><li>Goals </li></ul></ul></ul><ul><ul><ul><li>Progress </li></ul></ul></ul><ul><ul><li>Decision-Making Protocol </li></ul></ul><ul><ul><ul><li>Guidelines </li></ul></ul></ul>
    47. 47. Pre-work: Creating the Agenda <ul><ul><li>AGENDA : </li></ul></ul><ul><ul><li>a written document with critical information to get the right people together at the same time to accomplish a common Desired Outcome(s). </li></ul></ul>
    48. 48. Pre-work: Creating the Agenda <ul><ul><li>What is the critical information? </li></ul></ul><ul><ul><li>This is the stuff you need to do at the meeting in order to accomplish your Desired Outcome(s). </li></ul></ul><ul><ul><ul><li>Presentations </li></ul></ul></ul><ul><ul><ul><li>Activities, etc. </li></ul></ul></ul>
    49. 49. Pre-work: Creating the Agenda <ul><ul><li>Contents : </li></ul></ul><ul><ul><li>Desired Outcome(s) </li></ul></ul><ul><ul><li>Start/End times </li></ul></ul><ul><ul><li>Location(s)/Accommodations </li></ul></ul><ul><ul><li>Meeting and Pre-work Assignments </li></ul></ul><ul><ul><li>Topics/Items with times allocated </li></ul></ul>
    50. 50. Pre-work: Creating the Agenda <ul><ul><li>Who are the right people? </li></ul></ul><ul><ul><li>Can this person help reach the Desired Outcome(s)? </li></ul></ul>
    51. 51. Pre-work: Creating the Agenda <ul><ul><li>Whenever possible, publish the Agenda at 48-72 hours prior to the meeting . </li></ul></ul><ul><ul><li>Assign a start and end time to the meeting </li></ul></ul><ul><ul><li>Assign a timeframe for each topic </li></ul></ul>
    52. 52. Pre-work: Creating the Agenda <ul><ul><li>When and where should we meet? </li></ul></ul><ul><ul><li>If you have access to schedules-set it up in the calendar system </li></ul></ul><ul><ul><li>Ask participants to accept or decline </li></ul></ul>
    53. 53. Managing Expectations Designed to Build Trust Typically used: Ritual or Regular Meetings Training Sessions Problem Solving Sessions Group Facilitations
    54. 54. Managing Expectations: Ground Rules <ul><li>Identify Potential Hazards </li></ul><ul><ul><li>What are some of the things you’ve seen go wrong in a meeting? </li></ul></ul><ul><li>Minimize the Impact of Hazards </li></ul><ul><ul><li>What steps can be taken to keep the meeting as productive as possible? </li></ul></ul>
    55. 55. Basic Ground Rules <ul><li>Start & end on time </li></ul><ul><li>Cell phones & pagers silent/off </li></ul><ul><li>Stick to the agenda/participate </li></ul><ul><li>Avoid side-bar conversations </li></ul><ul><li>Maintain respect for all views </li></ul><ul><li>Professional language </li></ul><ul><li>Maintain confidentiality </li></ul>
    56. 56. Managing Expectations: Parking Lots <ul><li>Conventional </li></ul><ul><li>Unconventional </li></ul>
    57. 57. Brainstorming <ul><li>Generate New Ideas </li></ul><ul><li>Spur Creativity </li></ul><ul><li>Encourage Idea Association </li></ul><ul><li>Stimulate Competition Among Teams </li></ul>
    58. 58. Brainstorming <ul><li>Administrate to keep it: </li></ul><ul><ul><li>On Target </li></ul></ul><ul><ul><li>Lively </li></ul></ul><ul><ul><li>Productive </li></ul></ul><ul><ul><li>Creative </li></ul></ul>
    59. 59. Problem Solving <ul><li>What is the problem? </li></ul><ul><li>What are all of the possible causes? </li></ul><ul><li>What are all of the possible solutions? </li></ul><ul><li>What is the best solution & why? </li></ul>
    60. 60. Decision-Making <ul><li>Does the group have established guidelines? </li></ul><ul><li>What are they? </li></ul><ul><li>How are they defined? </li></ul>
    61. 61. Consensus <ul><li>Consensus: general agreement…a view or stance reached by a group as a whole or by majority will. </li></ul><ul><li>(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.) </li></ul>
    62. 62. Logistics: Assigning Roles <ul><li>Leader </li></ul>Facilitator Recorder Time-keeper Resources
    63. 63. Meeting Roles <ul><li>Leader </li></ul><ul><li>Establishes Direction </li></ul><ul><li>Works to Decision </li></ul><ul><li>Ensures Action </li></ul><ul><li>Ensures Accountability </li></ul>Facilitator Keeps on Track Ensures Participation Keeps it Positive Establishes Trust Sticks to Agenda
    64. 64. Logistics: Room Set Up <ul><li>U shape </li></ul><ul><li>Classroom </li></ul><ul><li>Conference Style </li></ul><ul><li>Table Groups </li></ul>
    65. 65. Logistics: Charts & Whiteboards <ul><li>2-3 Bold Colors </li></ul><ul><li>Use Their Words </li></ul><ul><li>Color for Consistency </li></ul><ul><li>Touch & Turn Technique </li></ul><ul><li>Parking Lot(s) </li></ul>
    66. 66. Process: Conducting the Session Welcome and Introduction Review Agenda Establish Ground Rules Membership Activity Establish Roles Review Desired Outcome(s) (Review necessary background 411) Opening: Setting the Stage
    67. 67. Process: Conducting the Session Content & Communication Remain Positive Cover Activities to the D.O.
    68. 68. Process: Closing the Session <ul><li>The Decision reached </li></ul>The Action to be taken Assign Due Date for each item Assign Accountability for each item Summarizing the Meeting:
    69. 69. Process: Closing the Session <ul><li>Helps members commit to action </li></ul><ul><li>Reinforces key decisions/learning points </li></ul><ul><li>Provide support and encouragement </li></ul><ul><li>Stimulates personal commitment </li></ul>Assign/Review Action Items Evaluate the Meeting
    70. 70. Progress <ul><li>Follow-up </li></ul>Begin Planning Publish Results Publish the Minutes within 48-72 hours
    71. 71. Meeting Outcome? Understand the best practices for effective meeting facilitation
    72. 72. Were we EFFECTIVE? Meeting Facilitation Process Progress Pre-work