The document outlines the fundamentals of facilitation, explaining its purpose, roles, and techniques for effective meeting management. It emphasizes the importance of participant engagement, objective setting, and the facilitator's neutral guidance in achieving group consensus. Additionally, it includes practical tips for meeting structure, dealing with disruptors, and promoting truthful communication within teams.

1. Facilitation Fundamentals
An Introduction (or Refresher) on Facilitation Must-Dos

2. Today’s Discussion
• What is facilitation and when is it needed?
• What is the role of a facilitator?
• Quick tips on preparing and executing
facilitated sessions
• Activity: ‘Truthful Communication’

3. Line of Sight – Our Message
Our expertise and authenticity builds
trusted partner relationships.
We don’t simply impose a solution.
Instead, our facilitative approach unlocks
the best solution for our clients.

4. Facilitation Fundamentals
UNDERSTANDING
FACILITATION

5. What is Facilitation?
Facilitation
- The act of making easy or easier
Facilitation refers to
the process of running
meetings efficiently
and helping people
to work together
effectively.

6. When is Facilitation Needed?
When You See:
– Unsolved problem
despite multiple
attempts
– Unaware of the root
cause of a problem
– Disagreement on right
solution
– Conflict between
individuals or groups
– Significant
organization change
When You Want:
– Full participation
– Empowerment
– Better teamwork
– New perspective
– Change
– Neutral third party

7. What Do Facilitators Do?
• Design and structure the group process, and select the
tools that best help the group progress towards that
outcome
• Guide and control the group process to ensure that:
– There is effective participation
– Participants achieve a mutual understanding
– Their contributions are considered and included in the ideas,
solutions or decisions that emerge
– Participants take shared responsibility for the outcome
• Ensure that outcomes, actions and questions are properly
recorded and actioned, and appropriately dealt with
afterwards

8. Functions of a Facilitator
Content
– Identifying themes or
common threads in
the discussion
– Clarifying unclear
statements
– Summarize and
organize ideas
– Testing for consensus
Process
– Decision-making
– Problem-solving
– Idea generation
– Conflict resolution
– Time-keeping
– Listening
– Documenting
– Planning

9. Facilitation Fundamentals
THE FACILITATED MEETING

10. The Meeting - Design & Structure
The meeting
objective is the
meeting goal.
Just think of agenda
topics as the steps
that help you reach
your objective.
Structure:
– Group Interview
• Round Robin
• Open Dialogue
– Small Groups
• Pair & Share
• Consensus-Building
• Triads
– Individual Thinking
• Write & Share

11. The Meeting - Setting & Logistics
Setting
– Will people feel comfortable?
– Is the meeting accessible to everyone?
– Is the space the right size?
Logistics
– Chair arrangements (U, Circle or Small Groups)
– Space to hang newsprint
– A/V Equipment
– Table for refreshments and sign-in sheet

12. The Meeting - The Right Start
•
•
•
•
•
Start on time
Welcome everyone
Make introductions
Review agenda and objectives
Establish ground rules

13. The Meeting – Guide & Control
1. Follow the agenda.
2. Seek commitments and bring each agenda
item to a close.
3. Summarize meeting results and action items.
4. Distribute feedback form, if needed.
5. Thank the participants and close meeting.
6. Document the meeting and distribute.

14. The Meeting – Record & Action
Confirm understanding,
gain consensus and
formally note:
•
•
•
•
•
•
Problem / Situation
Solutions / Ideas
Issues & Risks
Actions
Decisions
Important Data
• Decision Log
• Issues Log
• Task /
Action List
• Risk Register
• SWOT

15. The Meeting – Facilitator’s Role
• Stay neutral on content
• Listen actively and
objectively
• Paraphrase to clarity
• Ask questions
• Encourage participation
• Synthesize ideas
• Stay on track

16. Dealing with Disruptors
Preventions
– Get agreement on agenda,
ground rules and outcomes
– Delegate roles to engage
participation
– Listen carefully and confirm
understanding
– Show respect for
experience
– Stay in your role
Interventions
– Refer back to your agenda
and ground rules
– Acknowledge the point
– Parking lot / Table
– Have the group decide
– Take a break
– Be honest; say what’s
going on
– Use body language
– Use humor with caution

17. Facilitation Fundamentals
TRUTH IN COMMUNICATION

18. Truth Option
• If I choose to tell you what I am aware
of, I am being honest.
• If I choose to tell you something
contrary to my awareness, I am lying.
• If I choose not to tell you something I
am aware of, I am withholding.
(Source: Will Schutz, The Truth Option, 1984)

19. Activity: Truthful Communication
Group 1
Group 2
• Telling the truth
- impacts on trust and
open communication
within the team
• NOT telling the truth
- impacts on trust and
open communication
within the team
• Appropriate and
inappropriate ways in
which people can tell
the truth in teams
• Ways to identify
dishonesty or
withholding and
methods to address it

20. Need help from an experienced facilitator?
Line of Sight delivers a wide range of project-related services
designed to help organizations maximize the investments made into
projects. We’ll unlock your potential and capabilities through our
collaborative and facilitative approach.
Call us at 1-800-434-7126 or visit our website at line-of-sight.com.
Projects Done Right, Right Projects Done.