This document outlines an agenda for a training on facilitation skills. The objectives are to understand the roles, responsibilities, and structure of facilitation. The agenda covers getting started, the responsibilities of facilitators, facilitation maps, and basic facilitation techniques. It includes times for breaks, lunch, and concludes with an evaluation. Sample activities include reviewing a video, practicing skills, and giving feedback.

1. Facilitation Skills

2. Learning Objectives . To understand the roles of facilitators . To understand the facilitator’s basic responsibilities .To understand the structure of facilitation map . To understand the basic facilitation skills

3. Program Outline and Timelines 1.Getting Started – 30 minutes 2.Basic Responsibilities of a Facilitator – 120 minutes 3.Basic Facilitation Map – 60 Minutes 4.The Facilitation Techniques – 180 minutes 5.Conclusion – 30 minutes

4. Timetable 8.30 am – 9.00 am Getting started 9.00 am – 10.00 am Basic Responsibilities (I) 10.00 am- 10. 15 am Break 10.15 am – 11.15 am Basic Responsibilities (II) 11.15 am – 12.15 pm Basic Facilitation Map 12.15 pm – 1.15 pm Lunch Break 1.15 pm – 3.00 pm Basic Facilitation Techniques (I) 3.00 pm – 3.15 pm Break 3.15 pm – 4.30 pm Basic Facilitation Techniques (II) 4.30 pm - 5.00 pm Conclusion

5. Module 1 Getting Started Getting Started

6. Simple term Facilitation means to “ Make Easy”. This course is designed to help teach people how to make it easy to have productive events and meetings.

7. Module 1 Getting Started 1. What do you think a facilitator is?

8. The Role of Facilitator The facilitator’s task is to ensure that a team a. avoids the potential disadvantages and b. experiences all of the advantages and so performs as a synergistic team creating excellent outcomes

9. 2. Why is facilitator essential for long term success? a.Enhance process behaviors in fast paced environment which encourage people to think and discuss before implementing something b.Bring about the positive aspect of team development which will results high synergy, productivity and teamwork .

10. 3. Today’s fast paced business environment bring about task behaviors. (read notes) Business Environment

11. Task behaviors Doing Work Independently Making logic-based decisions Acting Moving things along Focusing on details Directing Bringing things to closure (making decisions) Controlling Telling Focusing on the job at hand Resistance to change

12. Do it first Do it first

13. Thinking, discussion and planning are needed for optimum productivity. Process Behaviors

14. Process Behaviors Thinking Participating/teamwork Using creativity and intuition Talking Exploring ideas more deeply Focusing on the big picture Facilitating Opening up/looking for other ideas (generating alternatives) Letting go and empowering Asking Focusing on the people, values, and vision Receptivity to change

15. Facilitator provides the structure that encourage process behaviors that emphasis on thinking, discussion and planning together. Process Behaviors

16. 4. Working In a Team Advantages Disadvantages

17. Synergy or Dysfunction?

18. In a Synergistic Team 2 + 2 = 4 or more Equation

19. The Role of Facilitator

20. The Role of Facilitator The facilitator’s task is to ensure that a team a. avoids the potential disadvantages and b. experiences all of the advantages and so performs as a synergistic team creating excellent outcomes

21. Facilitator is essential for today’s business in two aspects: a. It helps the team to focus on process behaviors , that is planning, thinking and discussion b. It helps the team to bring out the best part of team to be more synergistic. Conclusion

22. The definition of facilitation Komag’s SDWT Context Facilitator is the individual who designs and manages of structures and processes that help a group do its work and minimize the common problems Komag’s Definiotion

23. 1. Analyzing Information to determine the best approach 2. Designing Meeting (Facilitation Map) 3. Establishing group climate, norms and roles with the team (Ground Rules) 4. Creating and implementing structures and processes to accomplish tasks and meet objectives Core Processes of Facilitation

24. 5. Intervening to manage group dynamics and to influence what members are doing or how they are doing it (Basic Facilitation Skills) 6. Coaching team leaders and team members in effective behaviors 7. Evaluation meeting and facilitation effectiveness to enhance team learning (Facilitator Feedback) 8. Ensuring follow-up action related to production, meeting, results, communication and implementation of decision. Core Processes of Facilitation

25. Module 2 Introduction to the Basic Responsibilities of a Facilitator

26. Module 2 What are the essential responsibilities of facilitator?

27. Basic Responsibilities Refer to Note 2.1

28. Clarify Objectives Explain what the topic is What do we want to achieve? Why are we having this meeting?

29. Clarify Objectives For example: Background :the team is calling for quarter end outing . Objectives Department Outing What do we want to achieve? Identify venue and select organizing committee

30. Clarify Objectives For example: Background: The team discuss the issue of labeling and displaying goods Objectives Housekeeping What do we want to achieve? Identify issues faced by HIT leaders

31. Ensure Full Participation Everyone must have an equal opportunity to participate and that all participants contribute to the process

32. Ensure Full Participation How do you handle such situation? Quiet person? Talkative person?

33. Ensure Full Participation Encouraging participation “ Who else has an idea?” “ Is there a user’s perspective on this issue?” “ A lot of men are talking, now lets hear from the men” ”Is this discussion raising questions for anyone?” “ Let’s hear from someone who hasn’t spoken in a while”

34. Stay on Time and Stay on Track

35. Stay on Time and Stay on Track What happen when the team does not stay on track? What would you do?

36. Stay on Time and Stay on Track What happen when the team does not stay on time? What would you do?

37. Clarify Understanding Ask for examples, pictures, diagrams, data Ask if other participants understand what was being said

38. Ensure Commitments to Action identifying who is to do what and when

39. Ensure Commitments to Action

40. Recap Recap what has been decided “ Today we have decided to adopt 5S as the way to improve our housekeeping system. Anyone has anymore concerns?”

41. Recap Recap who has agreed to do what and by when “ John has agreed to lead the Housekeeping Improvement Team. He will submit a plan for training, discussion and implementation by 18 th of April. We will discuss the plan in next meeting. John do you have anything to add?”

42. Preparation for Workout: Feedback Guideline

43. Giving Feedback You are not looking for what you “like” or “don’t like” about a person’s facilitation style. Select feedback that can benefit the practice facilitator. No personal attack.

44. Giving Feedback Use specific example “ you didn’t recap the discussion on housekeeping improvement team Provide feedback on the strengths and opportunities for improvement (refer the the Facilitation Feedback Form)

45. Giving Feedback Always assume : You are successful to the extent that you provide feedback without lowering the person’s self esteem People want to do a good job You care about the person (if you don’t, expect your attempt to fail) You may be incorrect

46. Structure of Giving Feedback Observation Effect on me Pause (and listen) Suggestion

47. Receiving Feedback We often uncomfortable receiving feedback But they take risk to tell us.

48. Receiving Feedback Listen. Say “Thank you” Probe for example “ Can you give me an example?” 3. Ask for help “ Can you give me some ideas how should I deal with it?” 4. Delay respond. “Thank you. I will think about it”

49. Example of FON, FF Facilitation Observation Notes Refer to Note 2.2 and Note 2.3

50. Team Workout Identifying Facilitation Challenges Refer to Note 2.4

51. Team Workout Facilitator Challenges Tips/Tool How to deal with Ask opinion from talkative participant? Other participants “ I like your idea. Any one else have fresh ideas?

52. Team Workout: Feedback What has the person done well? How can the improve ?

53. Team Workout Key Learning Points

54. Module 3 Road Map for facilitation Success

55. Map Opening Clarifying Objectives Clarifying Role of the Facilitator Overview of Agenda and/or Process Developing Ground Rules The Body Recap Outcome Conformation of Consensus and Next Steps

56. Opening First few words Set the tone – positive Get their attention Tell them the purpose of the meeting

57. Clarifying Objectives What do we want to achieve? Why do we meet today? Present a brief statement of objectives (written form) – reminder “ are we on track?”

58. Clarifying the Role of Facilitator Tell them what you do – as process expert, not content expert Tell them how you will intervene - off track: “ I will pull you back” - dominant conversation: “I will gate keep the conversation”

59. Overview of Agenda and/or process Dept Outing Objective of Outing – Ahmad – 5 minutes 2. Select Venue – Ahmad – 10 minutes 3. Select Organizing Committee – Wan – 20 minutes 4. Decide on activities – Lee Guan – 10 minutes 5. AOB – Ahmad – 5 minutes

60. Developing Ground Rules Powerful tool to shape culture. The team empower you to lead the team How the team behave and work together Write in a flipchart. Put it up for the first five meetings to remind them

61. Ground Rules 1. We are prompt and regular in attendance 2. We listen attentively 3. We only allow one person talk at a time 4. We complete assigned work within stipulated time 5. We appreciate the other person’s point of view 6. We provide constructive feedback and receive it willingly 7. We keep confidences and assume others will 8. We stick to the agenda and schedule unless we agree to change them 9. We are here to find solutions, not to fight and win

62. The Body The part the team tackle the issues You apply most tools

63. The Body Fact finding Brainstorming Action Plan Problem Solving Decision Making Brainstorming

64. Recap Outcomes Recap outcome briefly to ensure understanding Recap what has been decided Recap who has agreed to do what and by when

65. Confirmation of Consensus and Next Steps Confirm of the actions agreed to be taken or decisions have been made Decide on next meeting or things to do next

66. Team Workout Using The Facilitation Map as a Planning Tool Refer to Note 3.3

67. Team Workout: Feedback What has the person done well? How can the person improves ?

68. Team Workout Key Learning Points

69. Module 4 Basic Facilitation Techniques

70. Focus on Basic Techniques There are many facilitation techniques such as decision making, problem solving etc. We focus on the fundamental. You will learn 26 techniques altogether.

71. Background You will see facilitation skills used in marketing and shipping department

72. Outline 1.Opening a Meeting a. Proper Room Set Up b. Set Enthusiastic Tone c. Make Introduction d. Ground Rules 2. Running A Meeting a. Managing Discussion b. Balance Participation c. Manage Transitions d. Identify Strategic Moments e. Use the team’s resources 3. Closing Meeting a. Review Agenda b. Summarize decisions and recommendations c. Determine remaining issues d. Manage follow-up actions e. Evaluate Meeting

73. View Video Watch video for familiarization. It takes only 15 minutes

74. View Video Watch video for familiarization. It takes only 15 minutes

75. View Video Watch video for familiarization. It takes only 15 minutes

76. View Video Watch video for familiarization. It takes only 15 minutes

77. View Video Watch video for familiarization. It takes only 15 minutes

78. View Video Watch video for familiarization. It takes only 15 minutes

79. View Video Watch video for familiarization. It takes only 15 minutes

80. View Video Watch video for familiarization. It takes only 15 minutes

81. Learning Step Have you used Why is this this skills before? Skills How? Important? Yes/No

82. Stretch Your Mind View Tape Answer Questions Share with the group Refer to Note 4.1

83. Problems Have the techniques you have learnt help you answer some of the concerns you have as facilitator earlier on?

84. Team Workout Running A Meeting – Pros and Cons Refer to Note 4.2

85. Team Workout Topics 1. Should we allow Internet access to every employee? 2. Can we hold our Family day in Langkawi? Employees are allowed to bring spouse. 3. Should we build a multi-storey car park? 4. Should we work without uniform? 5. Should the company provide us free breakfast? 6. Should we assign a person to oversee the sustainability of housekeeping at Common area?

86. Team Workout: Feedback What has the person done well? How can the improve ?

87. Team Workout Key Learning Points

88. Conclusion Open Book Quiz

89. Questions The role of facilitator The responsibilities of Facilitator The Facilitation Map Basic facilitation skills

90. Sharing 1. Share three things you have picked up from this training 1`. 2. 3.