facilitation the tab facilitation process and techniques

Facilitation The TAB Facilitation Process and

Techniques

The Art of Facilitation

At the conclusion of this module you will know:The TAB board meeting structure.How to integrate new members.How to maintain the vitality of your boards.How the first board meeting is different.How to manage the board’s group

dynamics .Identify signs of resignation and what to do.

Group and Board Dynamics

Group Dynamics

Getting to Know Defining Relationships Working Together

Form Storm Norm / Perform

PoliteGuardedObservingHighExpectations

TestingChallengingArguingDebatingConflictDoubtConfusion

Cooperation RespectCommunication IntimacyCollaboration TrustSynergy

TABenos

TABenos Guard

Cover the TABenos list with all new board members.

Appoint a TABenos guard at every meeting.

The TAB Meeting Process

Days to Hold TAB MeetingsSun Mon Tues Wed Thurs Fri Sat

1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31= Best Days

Hosting a Board Meeting

Members take turns hosting board meetings: At their location At a nearby location At another member’s location

Hosts provide the refreshments.Hosts conduct a tour of their

facilities.

Meeting Handouts Meeting agenda Roster of current members Meeting evaluation form Name tags or tents TABenos list Other information for the

meeting Private coaching session

calendar Meeting calendar

The Meeting AgendaOpeningBrief updatesMember presentations of

challenges and opportunities in time slices Present Get clarification Explore possibilities

Common topic (optional)

Closing

Meeting OpeningStart on Time

Start at the announced time!Start even with one member.Always come prepared with a topic

for discussion until the majority of members are in attendance.

Read from the Tips from the Top® newsletter.

Bring an article on a business topic.Plan up to fifteen minutes on a topic.

Meeting OpeningConfidentiality

Emphasize at every meeting. Members welcome hearing this reinforced.

Guests sign a non-disclosure agreement.

Avoid mentioning issues or stories of members on other boards by name or other identification.

Relate insightful issues that require openness and honesty about yourself.

You lead the way!

Meeting OpeningTime Slice

25

25

2525

25

40 MemberMemberMemberMemberMemberMisc.

Allow 40 minutes for opening, break, and closing.

Divide balance of time by # of members present.

Verify time allotted is sufficient. If any member needs extra time, ask for 1-3 minutes from each.

Brief Updates Each member gives a two minute overview of what has happened in their business since the last board meeting.      

Member’s PresentationProcess Overview

Member presents a challenge or opportunity.

Other members ask clarifying questions.

Together members explore possibilities.

Facilitator adds input, concludes and summarizes.

Member’s PresentationChallenge or Opportunity

Have members present their challenge or opportunity.You should know their topic from

your coaching sessions or a phone call.

They may change the topic based on a more urgent situation.

Member’s PresentationClarification

The other members ask questions to clarify the challenge or opportunity.

Industry jargon may need interpretation or clarification.

History or relationships may need to be understood.

What have you done so far? Questioning helps get to the real

issue.

Member’s PresentationExplore Possibilities

Begin by acknowledging those who have suggestions.

Then call on all the others, time permitting.

Be sure to call on the “quiet ones.”

Some of the suggestions may need clarification.

Member’s PresentationFacilitator Input

Add to the discussion only after all members have contributed if:Further clarification of an issue is

needed.You have additional input.

The goal is to seek breadth and diversity of ideas from the board.

Speak from your own experience whenever possible.

Member’s PresentationFacilitator Input

Lessons Learned

Member’s PresentationBringing to Conclusion

When the member’s time is coming to an end:

Say, “We have time for one more answer or suggestion.”

Announce that you are running out of time and would like to summarize the results of the topic at hand.

Member’s PresentationSummarize & Close

At the close of each member’s time:Summarize or ask the member to

summarize the results of the discussion. Help the member have a clearer

understanding of thoughts or ideas presented to them.

Ask the member how he/she feels about the discussion.

Ask for commitment to action.

Point out valuable conclusions for other members’ use.

Agenda ControlIf the meeting is moving away from

the agenda, bring everyone back to the original discussion.

If the change of direction appears to be a topic of interest to the board, announce the direction change and ask their approval to:

– Continue on the new direction.– Spend time on the topic later in the

meeting. – Spend time on the topic at next meeting.

Taking Notes Take facilitator notes at each TAB

Meeting. Do not share your notes with the

members.

Closing the TAB Meeting

Compliment members on their participation.

Make sure all members have scheduled a time for their coaching session on your schedule.

Always conduct the “TAB Go Around.” Ask each member what he/she got out

of the meeting.

Closing the TAB MeetingConfirm who will host the next

meeting and all the logistics.Remind members to fill out their

Meeting Evaluation Forms and fax them directly to TAB corporate.

You may ask for referrals at the end of the meeting.

Accountability

Holding their feet to the fire. Record all the commitments made

by each member. List the commitments on next

months agendas

Maintain Meeting Vitality

Maintain Vitality

Member’s Guest

Member

SBL Spotlight

Topic-Generated

MeetingGuest Speakers

Facilitator

Presentation

Article or

Book ReviewShort Video

Business

Exercises

Member SBL Spotlight

Each member of the board will have the opportunity to make a formal presentation to the board on his/her:

SWOT, Vision, Critical Success Factors Financial plan Plans for expansion, merger, sale,

successionAny other formalized presentationAbout 60 minutes

Topic-Generated Meeting

Many business topics can be universally discussed with any board.

Advise the board a month in advance about the topic to be featured. Allow members to approve the topic Gives members time to prepare for it. Ask them to bring their own examples.

Topic-Generated Meeting Allow 30 to 60 minutes for the

topic. Share information on the topic that

members are using or applying in their companies.

Discuss how they can implement information on the topic in their business.

Lead the way in identifying valuable topics. They don’t know what they don’t

know!

Member’s Guest

Sun Mon Tues Wed Thurs Fri Sat

1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31

Set board’s potential expectations for next meeting.

Partners Day

Sales Mgr Day

Guest Speakers

If the board is interested in a particular business topic that requires specific expertise, a guest expert may be invited to speak at the start of the meeting or at the optional luncheon.

Be sure they sign the Non-Disclosure.

Guest Advisors

You may have a potential member attend the meeting.

Be sure you are prepared and your members are prepared.

Be sure your guest advisor is prepared.

They must sign the Non-Disclosure.

The First TAB Board Meeting

The First TAB Board MeetingThe first TAB board meeting is different.Begin to establish meeting structure

and standards.Spend time learning about each

other.Cover at least one common topic if

out of time.Future meetings will focus on

presentations of challenges/opportunities.

Starting the MeetingBegin on time!

Welcome them.

Thank them for their attendance.

Remind them of their confidentiality agreement.

Explaining the Process

Distribute and Explain Handouts: Agenda, Roster, Meeting Evaluation

Form, Private Coaching Session Scheduling Form

Explain Meeting Process: Time Slices Meeting Variations

Guest Speakers, Facilitator Presentations, Topic-Generated, Member SBL Spotlights

Describing ExpectationsDescribe a participative TAB member.

Offers their experiences to others. Offers their opinion, even if they are

not familiar with a particular challenge or opportunity.

Asks questions to get to the real issue if a member has not articulated it clearly.

Remind them There are no incorrect responses. Not offering a response is not fair

to the board.

Personal Introductions

Individual Time SlicesMember’s HistoryMember’s Long Term GoalsHistory of the BusinessLong Term Goals for the

BusinessCurrent ChallengesWhy they joined TAB

Common Topic

If neededSet aside 20 minutesDiscuss one topic of common interest

Job descriptions Planning process Marketing Today's economy

Conclusion of TAB Meeting

Conduct the “TAB Go Around”.

Invite comments on the meeting.

I Love TAB

The Art of FacilitationA Gratifying Experience