Transcript
Page 1: Facilitation of F2F meetings

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Facilitation

Basic concepts, techniques and challenges of facilitation for face-to-face meetings

Peter Pfeiffer, PhD, PMP, CKM

[email protected]

June 2009

Page 2: Facilitation of F2F meetings

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• Context of Facilitation

• What is Facilitation?

• Key Elements of Facilitation

Communication

Visualization

Teamwork

• Challenges for the Facilitator

Content of the Presentation

Page 3: Facilitation of F2F meetings

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Why is Facilitation relevant for organizations?

Teams always have to deal with:

Sharing goals and objectives;

Complex communication;

Interpersonal relationships;

Context of the Facilitation

Page 4: Facilitation of F2F meetings

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A process of decision-making guided by a facilitator who insures that all affected individuals and groups are involved in a meaningful way and that the decisions are based on their input and made to achieve their mutual interests.

Facilitators may be neutral outside third parties or community leaders trained in the process.

http://www.nymir.org/zoning/Glossary.html#F

What is Facilitation?

Page 5: Facilitation of F2F meetings

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Communication

The Key Elements of the Facilitation

Teamwork

Visualization

Page 6: Facilitation of F2F meetings

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What is Communication?

A process in which information is exchanged between individuals through a common system of symbols, signs or behaviors.

The combination of the symbols, signs and behaviors is called “message”.

Page 7: Facilitation of F2F meetings

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The s

ende

r has

an id

ea.

He/she

tran

sform

s it in

to

symbo

ls (w

ords,

gestu

res, e

tc.)

which h

e/she

tran

smits

.

The symbols are received andprocessed by his/her

interlocutor.

The receiver interprets and understands thethoughts and feelings and confirms to the sender that the message was received and understood.

Communication Model

Page 8: Facilitation of F2F meetings

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Four sides of the message

Objective content

Ap

peal

Relationship

Sel

f-re

vela

tio

n

Message

Page 9: Facilitation of F2F meetings

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Visualization to support efficient Communication

To visualize means:

turn visual, convert something abstract into a mental or real image.

turn something visible through the use of appropriate means.

Page 10: Facilitation of F2F meetings

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How does Facilitation with Visualization work?

Provide physical space that helps to create an open and transparent atmosphere and that allows an easy interaction between people (semicircle).

Establish a work program that focuses on few, but fundamental issues.

A facilitator has to conduct the process.

Pin boards, colored cards, markers and pins are helpful.

The ideas are presented visually for their discussion, approval or modification.

Page 11: Facilitation of F2F meetings

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The most commonly used techniques:

Structured Questions

Card Questions

Call-Out-Questions

Single-Dot-Questions

Flash Light

Application on existing tools

Recommendations for Wording the Questions:

P ersonal

A ctivating

S hort

C oncrete

O pen(ended)

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Example for Structured Question: Introduction

Name /Organization

My experiencein Leadership

My expecta-tion from thisWorkshop ...

What shouldnot happenhere ...

My contri-buition will

be ...

Page 13: Facilitation of F2F meetings

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What do you understand by Sustainable Development?

What are your main challenges in

volunteer Leadership?

Your suggestions to improve our processes

Examples Card Question: Creating a common definition, survey of experiences and opinions

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Proceeding for Card Question:

What are your main challenges in

volunteer Leadership?

1. Formulate and present the issue to be treated.

2. Ask the participants to respond, individually to write down on acard his/her own opinion or experience.

3. Collect the cards and expose all the answers on the pin board, without regarding the authorship.

4. Read loudly all answers and clarify those that could raise doubts.

5. Cluster the answers by similarity or affinity, together with participants.

6. Create categories, headings or thematic titles.

7. Discuss the results, considering the similarities or differences.

8. Draw conclusion of the result for the team work.

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Organizing data

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Example Application on tools: Construction of a WBS

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There is a common center of attention created.

The contributions are registered and don’t get lost.

Visualized, complex issues can be structured more easily and achieve similar interpretations.

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.

Advantages of Visualization

Page 18: Facilitation of F2F meetings

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Manage the process

How can the How can the management process be management process be

improved to achieve better improved to achieve better results?results?

Choose the appropriate approach

Which is the Which is the best approach to best approach to

deal with the deal with the task?task?

Help to comprehend the task

What are the tasksWhat are the tasksto be accomplished?to be accomplished?

Facilitate to produce

Facilitatethe visualdialogue

Page 19: Facilitation of F2F meetings

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Levels of social Behavior

Resources

Theories

Deadlines

Materials

Hierarchy Tasks

Rules and norms

Proceedings

Objective Information

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

Page 20: Facilitation of F2F meetings

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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 you need is “peopleware”!

Page 21: Facilitation of F2F meetings

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Facilitator’s Challenge:Deal with different personalities

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Facilitator’s Challenge:Guarantee good communication

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Facilitator’s Challenge:Help to create common goals

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Facilitator’s Challenge:Understand technical content

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Facilitator’s Challenge:Motivate people

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Facilitator’s Challenge:Deal with conflicts

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Facilitator’s Challenge:Keep everybody focused

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Facilitator’s Challenge:Build up commitment

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Facilitator’s Challenge:Deal with time constraints

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Facilitator’s Challenge:Keep the balance

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Thank you for your attention!


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