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Facilitation




                           1
               Carl Bruiners
                 2/21/2013
What is facilitation?

Facilitation concerns itself with all the
tasks needed to run a productive and
impartial meeting.
Facilitation serves the needs of any
group who are meeting with a common
purpose, whether it be making a
decision, solving a problem, or simply
exchanging ideas and information.




                                                        2
                                            Carl Bruiners
                                              2/21/2013
Its not only about meetings…




                                           3
                               Carl Bruiners
                                 2/21/2013
The ‘fist’ game




                              4
                  Carl Bruiners
                    2/21/2013
Facilitator: My role

A facilitator is someone who helps a group of people
understand their common objectives and assists them to plan
to achieve them without taking a particular side.


A facilitator will try to assist the group in achieving a
consensus on any disagreements that preexist or emerge in
the meeting so that it has a strong basis for future action.




                                                                     5
                                                         Carl Bruiners
                                                           2/21/2013
Facilitator: Keeping the group
focused & on track




                                             6
                                 Carl Bruiners
                                   2/21/2013
Facilitator: Keep it flowing…




                                            7
                                Carl Bruiners
                                  2/21/2013
Encourage: Active Group Participation
• Encourage the group to actively
  participate in the meeting
• Everyone's views are equal (though
  equal does not mean valid)
• Define the boundaries before you
  start
   • No talking over others
   • Respect everyone's views
   • If you need to leave midway
      through please tell the group now




   Note: Be careful of ‘meeting’ hijackers


                                                         8
                                             Carl Bruiners
                                               2/21/2013
Encourage: Active Listening




                                          9
                              Carl Bruiners
                                2/21/2013
Use graphic facilitation




                                      10
                           Carl Bruiners
                             2/21/2013
Picking up on the subtle stuff




                                            11
                                 Carl Bruiners
                                   2/21/2013
Asking the right questions




                                        12
                             Carl Bruiners
                               2/21/2013
Getting the news across…




                                      13
                           Carl Bruiners
                             2/21/2013
Example: Disinterested group
Lack of interest in the meeting
Disruptive through lack of engagement
Questions have little value
Little or no next step action points being
generated




Role of the facilitator
• Inject energy into the group by leading and asking powerful questions
• Ask thought provoking questions
• Constantly pose questions to the group to tease out the conversation


                                                                              14
                                                                   Carl Bruiners
                                                                     2/21/2013
Example: Unbalanced group
Mixture of overpowering
characters / introverted characters
Unbalanced views
Group split into two or more
camps with differing agenda’s
Discussion doesn’t stay on track
and evolve, instead it goes off in
various directions

Role of the facilitator
• Set the groups rules - Ensure the purpose of the meeting has been
   communicated at the start
• Ensure the voices of all are being heard
• Ask challenging question to the dominant characters that supports the
   introverted characters when applicable

                                                                             15
                                                                  Carl Bruiners
                                                                    2/21/2013
Example: Disruptive group
Own agenda not open to alternative
views
Unwilling to communicate
Difficult to engage with
Constantly ask ‘problem’ questions
Very critical of other individual views



Role of the facilitator
• Ensure the voices of all are being heard
• Ask challenging question that drive the group a


                                                               16
                                                    Carl Bruiners
                                                      2/21/2013
Great facilitators




                                17
                     Carl Bruiners
                       2/21/2013

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Facilitation

  • 1. Facilitation 1 Carl Bruiners 2/21/2013
  • 2. What is facilitation? Facilitation concerns itself with all the tasks needed to run a productive and impartial meeting. Facilitation serves the needs of any group who are meeting with a common purpose, whether it be making a decision, solving a problem, or simply exchanging ideas and information. 2 Carl Bruiners 2/21/2013
  • 3. Its not only about meetings… 3 Carl Bruiners 2/21/2013
  • 4. The ‘fist’ game 4 Carl Bruiners 2/21/2013
  • 5. Facilitator: My role A facilitator is someone who helps a group of people understand their common objectives and assists them to plan to achieve them without taking a particular side. A facilitator will try to assist the group in achieving a consensus on any disagreements that preexist or emerge in the meeting so that it has a strong basis for future action. 5 Carl Bruiners 2/21/2013
  • 6. Facilitator: Keeping the group focused & on track 6 Carl Bruiners 2/21/2013
  • 7. Facilitator: Keep it flowing… 7 Carl Bruiners 2/21/2013
  • 8. Encourage: Active Group Participation • Encourage the group to actively participate in the meeting • Everyone's views are equal (though equal does not mean valid) • Define the boundaries before you start • No talking over others • Respect everyone's views • If you need to leave midway through please tell the group now Note: Be careful of ‘meeting’ hijackers 8 Carl Bruiners 2/21/2013
  • 9. Encourage: Active Listening 9 Carl Bruiners 2/21/2013
  • 10. Use graphic facilitation 10 Carl Bruiners 2/21/2013
  • 11. Picking up on the subtle stuff 11 Carl Bruiners 2/21/2013
  • 12. Asking the right questions 12 Carl Bruiners 2/21/2013
  • 13. Getting the news across… 13 Carl Bruiners 2/21/2013
  • 14. Example: Disinterested group Lack of interest in the meeting Disruptive through lack of engagement Questions have little value Little or no next step action points being generated Role of the facilitator • Inject energy into the group by leading and asking powerful questions • Ask thought provoking questions • Constantly pose questions to the group to tease out the conversation 14 Carl Bruiners 2/21/2013
  • 15. Example: Unbalanced group Mixture of overpowering characters / introverted characters Unbalanced views Group split into two or more camps with differing agenda’s Discussion doesn’t stay on track and evolve, instead it goes off in various directions Role of the facilitator • Set the groups rules - Ensure the purpose of the meeting has been communicated at the start • Ensure the voices of all are being heard • Ask challenging question to the dominant characters that supports the introverted characters when applicable 15 Carl Bruiners 2/21/2013
  • 16. Example: Disruptive group Own agenda not open to alternative views Unwilling to communicate Difficult to engage with Constantly ask ‘problem’ questions Very critical of other individual views Role of the facilitator • Ensure the voices of all are being heard • Ask challenging question that drive the group a 16 Carl Bruiners 2/21/2013
  • 17. Great facilitators 17 Carl Bruiners 2/21/2013

Editor's Notes

  1. Facilitation should be a constant – great facilitators continue to facilitate actions after the meetingFacilitation happens all around us – It could be a conversation between three people to come to a solutionFacilitation is not only about meetings. Give examples of facilitation outside of a meeting room;Scrum Master facilitates the removal of impedimentsScrum Master facilitates conversations between various team function
  2. Facilitation game: 'Open your fist' 1. Divide the group into pairs. 2. Have the two people in the pairs face each other 3. Announce the aim of the game as: Open your partner's fist as many times as possible. Each time you open the fist give yourself a score of 1. Higher your score the greater your chances of your winning. 4. Each of you will take turns to close your fist so that your partner try to open it. They have five minute in which to start scoring. 5. Call out the time when you want them to start playing. 6. You'll see that most of the pairs are struggling to open each other's fists. At the end of five minutes you hear scores which are low and lopsided. That is the sronger partner has the higher scores. 7. Occassionally in some groups you'll find one pair having fun marking scores in the vicinity of 60s and 70's per partner. 6. After 5 minutes have them stop playing this facilitation game and remember their scores. 7. Use a flipchart/a blackboard/a white board to record the scores. Only, the twist in the scene comes when you record the scores of the pairs as one rather than splitting them. 8. It then begins to dawn on the participants that if they had stopped to interpret the directions with a facilitative mindset rather than a competitive mindset, they would have scored as a pair rather than as individuals 9. Use the debrief of this facilitation game to draw the attention of the group to their mindsets which forces them to behave competitively, rather than facilitatively. 10. If there was a pair in the group which scored in the vicinity of 100s, ask them to report how they managed to score so high. 11. Talk about how every pair could have scored high if they had just asked their partner to open their fists rather than trying to prise it open. 12. Draw their attention to the way in which they could have: come up with the above win-win solution.scored high by making sure that both partners took turns to win.believed in the need for the other to win in addition to one's own victory
  3. Acts as a referee by keeping things focusedEncourages participation by each attending / involved personAsks thought provoking questions Servant / leader of the groupWhat a facilitator does and how they are useful
  4. Active group involvementAsk thought provoking questionsUse Visual aids
  5. A facilitator ensures that the ‘conversations’ do not stallAssists those who are struggling to vocalise or visualise their thoughtsDon’t allow any individual to take the conversation off centreTime box individuals and prompt the conversation to move on an continueUtilises numerous tools to help the group convey their message
  6. Hijackers use the meeting for their own agenda and hijack the current team focus by dominating the session.
  7. Watch the group – If a character has become despondent (looking at their mobile, using their laptop, staring at the ceiling, etc…) – ask thought provoking questions that actively brings the despondent characters backListen to the group, ensure that you are up to speed on the discussion - Good manners – Call it out when someone in the room talks over another person
  8. Influencing types – {See next hidden slide}Body languageStaring at the ceiling – Disinterested?Doodling in their notebook – Not paying attention?Sitting forward – being attentive?Sitting back – Disinterested?Language being usedAggressive? – Trying to dominant / Hijack the session?Friendly? – Overly appeasing?Devils advocate? – Slows down progression conversation?
  9. Ask thought provoking questions to help ‘tease’ other details out of the groupAsk powerful and direct questions to help steer the groupAsk challenging questions to help steer the group
  10. Facilitation game: ’Facilitator types’ Select a factilitator and give them the 4 persona cards. Each card has a different type of role; uninterested in the conversation, Dictator, You listen but give no direction, FacilitatorThe remaining people are asked to leave the room whist you explain the role of the facilitator to the person chosen to faciliateThe remain people are split into 2 groups and given an opposing view and each group is told that they need to stay true to their argumentBoth teams re-enter the room and the teams start debating. The facilitator will take on the persona as defined on their cardThe debate runs for 3-5 minsAt the end of the first round of discussion the teams will list out what they thought of the facilitator under two headings; Good and BadOnce both teams have exhausted the Good and Bad of the previous session they will repeat step 4 and continue but the facilitator will change their card and take on a different persona typeOnce all 4 types have been played the team will look at the Good and Bad lists they have generated, the presenter will highlight that the Good is what we need to be when facilitating a meeting and the Bad is what we want to avoid.
  11. David Dimbleby – Great facilitator. Aptly its Q&A time