This document provides guidance on effective meeting facilitation. It discusses establishing clear desired outcomes, creating an agenda, setting ground rules, conducting the meeting through opening, content and closing sections, and following up after the meeting through publishing minutes and ensuring progress on action items. The goal is to have meetings that are essential, focused, established, collaborative, time-phased, initiative-minded and valuable.

1. Welcome to: E.F.F.E.C.T.I.V.E. Meeting Facilitation

2. Facilitating My Meetings My greatest challenge :

3. Session Outcome Understand the best practices for effective meeting facilitation

4. Agenda Welcome/Intro E.F.F.E.C.T.I.V.E Meeting Components: Pre-work Process Progress Wrap Up, Summary & Evaluations

5. EFFECTIVE Essential Focused Framework Established Collaborative Time-phased Initiative minded Valuable Evaluated

6. Meeting Components Pre-work - Charts the course Process - Navigates the meeting Opening-Setting up the Session Conducting the Session Concluding the Session Progress - Ensures action

7. Facilitator Focus is on ensuring that application of necessary activities, assignments and learning will occur

8. Facilitator  Guides the team throughout project life  Establishes the working ground rules with the project team  Navigates back to the issue(s) at hand  Hosts the team and diplomatically acts as a referee or works through issues

9. Facilitator Designs problem-solving activities Frames the medium used for the process Maintains a neutral perception throughout the facilitation process

10. Educator Focus is on content mastery and understanding

11. Educator Instructs the projects team as needed Provides content though self or others Determines the learning needs throughout the life of the project Tutors team members when appropriate

12. Coach Focus is on improving and enhancing performance

13. Coach Strategizes-assigns positions, tasks Understands the players’ abilities Provides feedback to redirect, reinforce or extend performance Asks, encourages and offers help when needed

14. Administrator Focus is on format and structure of event(s) to meet project outcomes

15. Administrator Organizes team meetings (pre and post meeting logistics) Acts as the liaison between team, stakeholders and sponsor Reports project status

16. Administrator Manages and revises plan Procures resources Navigates through additional changes that might occur Documents project activities, outcomes, products

17. Communicator Focus is on ensuring that information is flowing productively

18. Communicator Manages communication within the group such as meeting summaries, project updates, etc. Serves as the bridge to all Translates content and concepts by effectively using various mediums to communicate, such as presentations, written documents, conferencing, etc. Connects the right people and resources

19. Communicator Negotiates issues as they arise in order to complete the project Promotes the product(s) resulting from the project Informs the sponsor to ensure ongoing support during the project life Contacts stakeholders as necessary throughout the life of the project

20. Motivator Focus is to foster a motivating environment

21. Motivator Encourages Congratulates Recognizes Affirms Reinforces Rewards All involved with the project CHEER!

22. Miscellaneous Time-keeper Scribe Spokesperson

23. Characteristics of Facilitation Protects participants self-esteem Understands and senses group energy and productivity and acts accordingly to keep ideas flowing and energy up Monitors the pace and quality Helps summarize and prioritize content Moves group to consensus & to define and assign next steps

24. Characteristics of Facilitation Creates a participatory environment with active listening, dialogue creativity Directs group to focus and achieve desired outcomes Suggests helpful processes to meet outcomes Remains neutral on content

25. Neutrality Difficult when we have multiple roles When possible, facilitate parts of the meeting where you are more apt to be neutral Ask another group member to facilitate topics that you have more content input needs

26. Additional Facilitator Skills Content Process

27. Facilitation Competencies Providing a Motivating Environment Demonstrating Leadership Excellence Providing Feedback Managing Discussions & Activities Effective Communication-clear & timely, using various tools (Written & Oral)

28. Delivery Do’s & Don’ts “ Professional Presence” Appropriate Body Language Appropriate Language Inclusive Certain Asking Questions Open Closed Polling

29. Group Dynamics Collective experience adds more than individual experience Building on the ideas and experiences of many increases synergy and creativity Productivity, quality and efficiency improve or are enhanced Improved communication skills through the group interactions

30. Functional Behaviors Contributing Suggest ideas Offer facts, speculations and solutions Provide information relevant to the issue Clarifying Paraphrase, explain, ask clarifying questions, seek additional ideas & connect one idea to another Supporting Praise, encouragement, agreement, open communication Mediating Seek to understand other’s point of view Attempt to reconcile differences, “referee”

31. Challenging Behaviors The Over-Participator Self-Appointed Spokesperson Doting on Displeasure Readily Repetitive I’m Important

32. Challenging Behaviors The Aggressive-Participator Sideshow Barking Enormous Emoting Constant Combating Know-it-all

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. What’s Up? What possible resistance could there be? Why? What else might need consideration? What potential concerns are there? What else might I need to know?

35. General Rules of Thumb Stay Calm Relaxed & Open (non-verbal) Reinforce Acceptable Behavior Refer to Ground Rules/Roles Allow Group to Discourage Refocus to D.O./Topic Activity Make a Direct Statement Time Out!

36. ACT B.I.G. Describe the B EHAVIOR as you’ve seen and heard it Describe the I MPACT of the behavior—what it’s done to you, others, or what resulted from the act Explain the G ROWTH needed to get a positive outcome

37. B.I.G. “ When you _______________, I felt_________ and I noticed _________. I would like to see you __________ if a similar situation comes up.”

38. Planning for Your Audience Types of behavior: Over Aggressive Under Strategies to try

39. Communication Considerations Are there issues where information is not communicated clearly? Actions Goals Progress

40. Pre-work: Determining Desired Outcomes Well Written D.O.s are: Positive Clear & Concise Control & Influence M easurable R esource-based E cological

41. My Desired Outcome This meeting is to decide on a mandatory class to teach all staff on how to act professionally.

42. My Desired Outcome The desired outcome of this meeting is to decide on a training program that promotes a harassment free workplace.

43. More Desired Outcomes This meeting is to stop wasting too much money. To reduce the number of people who show up late each day. 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. To have a team meeting .

44. Reasons to Meet 1. To identify problems To solve identified problems 3. Generate ideas, Brainstorming 4. Establish Goals or Plans 5. Training or Education

45. Reasons NOT to Meet 1. Conversation, phone, or e-mail Not prepared, you and/or others 3. Decision makers are not available Desired Outcome is not clear (or written) 5. A decision has already been made

46. Desired Outcomes Considerations: Purpose/Charge/Mission of Group Communication Needs Actions Goals Progress Decision-Making Protocol Guidelines

47. Pre-work: Creating the Agenda AGENDA : a written document with critical information to get the right people together at the same time to accomplish a common Desired Outcome(s).

48. Pre-work: Creating the Agenda What is the critical information? This is the stuff you need to do at the meeting in order to accomplish your Desired Outcome(s). Presentations Activities, etc.

49. Pre-work: Creating the Agenda Contents : Desired Outcome(s) Start/End times Location(s)/Accommodations Meeting and Pre-work Assignments Topics/Items with times allocated

50. Pre-work: Creating the Agenda Who are the right people? Can this person help reach the Desired Outcome(s)?

51. Pre-work: Creating the Agenda Whenever possible, publish the Agenda at 48-72 hours prior to the meeting . Assign a start and end time to the meeting Assign a timeframe for each topic

52. Pre-work: Creating the Agenda When and where should we meet? If you have access to schedules-set it up in the calendar system Ask participants to accept or decline

53. Managing Expectations Designed to Build Trust Typically used: Ritual or Regular Meetings Training Sessions Problem Solving Sessions Group Facilitations

54. Managing Expectations: Ground Rules Identify Potential Hazards What are some of the things you’ve seen go wrong in a meeting? Minimize the Impact of Hazards What steps can be taken to keep the meeting as productive as possible?

55. Basic Ground Rules Start & end on time Cell phones & pagers silent/off Stick to the agenda/participate Avoid side-bar conversations Maintain respect for all views Professional language Maintain confidentiality

56. Managing Expectations: Parking Lots Conventional Unconventional

57. Brainstorming Generate New Ideas Spur Creativity Encourage Idea Association Stimulate Competition Among Teams

58. Brainstorming Administrate to keep it: On Target Lively Productive Creative

59. Problem Solving What is the problem? What are all of the possible causes? What are all of the possible solutions? What is the best solution & why?

60. Decision-Making Does the group have established guidelines? What are they? How are they defined?

61. Consensus Consensus: general agreement…a view or stance reached by a group as a whole or by majority will. (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.)

62. Logistics: Assigning Roles Leader Facilitator Recorder Time-keeper Resources

63. Meeting Roles Leader Establishes Direction Works to Decision Ensures Action Ensures Accountability Facilitator Keeps on Track Ensures Participation Keeps it Positive Establishes Trust Sticks to Agenda

64. Logistics: Room Set Up U shape Classroom Conference Style Table Groups

65. Logistics: Charts & Whiteboards 2-3 Bold Colors Use Their Words Color for Consistency Touch & Turn Technique Parking Lot(s)

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. Process: Conducting the Session Content & Communication Remain Positive Cover Activities to the D.O.

68. Process: Closing the Session The Decision reached The Action to be taken Assign Due Date for each item Assign Accountability for each item Summarizing the Meeting:

69. Process: Closing the Session Helps members commit to action Reinforces key decisions/learning points Provide support and encouragement Stimulates personal commitment Assign/Review Action Items Evaluate the Meeting

70. Progress Follow-up Begin Planning Publish Results Publish the Minutes within 48-72 hours

71. Meeting Outcome? Understand the best practices for effective meeting facilitation

72. Were we EFFECTIVE? Meeting Facilitation Process Progress Pre-work