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Facilitation_an-effective-approach-for-team-leaders

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Facilitation_an-effective-approach-for-team-leaders

  1. 1. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Facilitation An effective Approach for Team Leaders Peter Pfeiffer, PhD, PMP, CKM peter.pfeiffer@mpprio.com.br 2014
  2. 2. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Agenda • Why do we need facilitators if we have leaders? • How does Facilitation work? Does it work at all? • “If you can’t measure it, you can’t improve it”, Right? • Are you ready to accept the challenges and facilitate anyway?
  3. 3. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Leader and Facilitator Focus on Task Focus on Process
  4. 4. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Why do we need Facilitation? Groups are generally far more complex than we imagine. Individual backgrounds can vary a lot. Interpersonal relationships interfere. Human communication is an extremely complex process. Sharing goals and objectives is not trivial.
  5. 5. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. 1. Absence of team identity. 2. Difficulty making decisions. 3. Poor communication. 4. Inability to resolve conflicts. 5. Lack of participation. 6. Lack of creativity. 7. Groupthink. 8. Ineffective leadership. Problems that teams encounter frequently Source: Harvard Business Review
  6. 6. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Communication The Key Elements of the Facilitation Teamwork Visualization
  7. 7. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI.
  8. 8. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Frequency of the Use of Senses
  9. 9. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Visualization
  10. 10. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Advantages of Visualization  A common center of attention is created.  The contributions are registered and don’t get lost.  Visualized declarations facilitate a similar interpretation.  The author has to choose between information more or less relevant.  Discussions become more objective and shorter.  Participation in discussions and searching solution improves substantially.
  11. 11. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Manage the process How can the management process be improved to achieve better results? Choose the appropriate approach Which is the best approach to deal with the task? Help to comprehend the task What are the tasks to be accomplished? Facilitate to produce Tasks = What we do Process = How we do it
  12. 12. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI.
  13. 13. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. LevelsofsocialBehavior Love Joy Sadness Hate Sympathy Affection Hope Status Ambition Desires Values Fear Shame Insecurity Mistrust Rejection Antipathy Hidden rules Taboos Anxiety Technical level Psycho-social level Resources Concepts Deadlines Materials Hierarchy Tasks Rules and norms Proceedings Objective Information Ideas
  14. 14. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. To understand the dynamics, one needs to dive deeper!
  15. 15. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. LevelsofsocialBehavior Love Joy Sadness Hate Sympathy Affection Hope Status Ambition Desires Values Fear Shame Insecurity Mistrust Rejection Antipathy Hidden rules Taboos Anxiety Technical level Psycho-social level Resources Concepts Deadlines Materials Hierarchy Tasks Rules and norms Proceedings Objective Information Ideas
  16. 16. Preparation (clarify purpose, issues, facts, participants, expected outcomes) Define Setting (create appropriate atmosphere, select room, chairs, tables, define breaks) Define Approach (select tools and techniques, dynamics, equipment and materials) Prepare Agenda (explicit purpose, expected results, define duration) Prepare yourself for the Event Documentation (register what happened) Follow-up (share results, indicate next steps) Important steps to facilitate an event:
  17. 17. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Process Formats
  18. 18. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Event Setting
  19. 19. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. The Facilitator’s Challenges Beyond the knowledge and skills of facilitation techniques, the greatest challenges are related to people, their characteristics, behaviors and attitudes. To deal with these challenges there is no technological solution available. There is no hardware nor software available to explore the lower part of the iceberg. What we need is “peopleware”!
  20. 20. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Deal with different personalities
  21. 21. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Guarantee efficient communication
  22. 22. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Create a common vision
  23. 23. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Motivate people
  24. 24. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Deal with conflicts
  25. 25. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Keep focused
  26. 26. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Build commitment
  27. 27. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Deal with time
  28. 28. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Maintain the balance
  29. 29. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI.
  30. 30. This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI. Thank you for your attention!

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