facilitation 1223881339031768-8
DESCRIPTION
TRANSCRIPT
Welcome to:E.
F.F.
E.C.
T.I.V
.E.
Meeting
Facilitation
Facilitating Meetings
Challenging Behaviors
Allowing Enough Time
Lateness &
Leave Early
Getting Actions
Acted On
Determining Agenda
Activities
Keeping Group on
Task
Getting too much or too little Response
Phone-ee-ness or
Distractions
Other
challenges :
Session Outcome
Understand the best practices for effective meeting
facilitation
Agenda
Welcome/Intro
E.F.F.E.C.T.I.V.E Meeting Components:Pre-work
Process
Progress
Wrap Up, Summary & Evaluations
EFFECTIVE
• Essential• Focused• Framework• Established• Collaborative• Time-phased• Initiative minded• Valuable• Evaluated
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
Facilitator
• Focus is on ensuring that application of necessary activities, assignments and learning will occur
Educator
• Focus is on content mastery and understanding
Coach
• Focus is on improving and enhancing performance
Administrator
• Focus is on format and structure of event(s) to meet project outcomes
Communicator
• Focus is on ensuring that information is flowing productively
Motivator
• Focus is to foster a motivating environment
Miscellaneous
• Time-keeper
• Scribe
• Spokesperson
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
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
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
Additional Facilitator Skills
Content Process
Facilitation Competencies
• Providing a Motivating Environment
• Demonstrating Leadership Excellence
• Providing Feedback
• Managing Discussions & Activities
• Effective Communication-clear & timely, using various tools (Written & Oral)
Delivery Do’s & Don’ts
• “Professional Presence”– Appropriate Body Language
• Appropriate Language– Inclusive– Certain
• Asking Questions– Open – Closed– Polling
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
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”
Challenging Behaviors
The Over-Participator
Self-Appointed Spokesperson
Doting on Displeasure
Readily Repetitive
I’m Important
Challenging Behaviors
The Aggressive-Participator
Sideshow Barking
Enormous Emoting
Constant Combating
Know-it-all
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?”
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?
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!
ACT B.I.G.
• Describe the BEHAVIOR as you’ve seen and heard it
• Describe the IMPACT of the behavior—what it’s done to you, others, or what resulted from the act
• Explain the GROWTH needed to get a positive outcome
B.I.G.“When you _______________, I felt_________ and I noticed _________.
I would like to see you __________ if a similar situation comes up.”
Planning for Your Audience
• Types of behavior:– Over– Aggressive– Under
•Strategies to try
Communication Considerations
• Are there issues where information is not communicated clearly?
– Actions– Goals– Progress
Pre-work: Determining Desired Outcomes
Well Written D.O.s are:– Positive– Clear & Concise– Control & Influence
– Measurable– Resource-based– Ecological
Desired Outcome
• This meeting is to decide on a mandatory class to teach all staff on how to act professionally.
Desired Outcome
• The desired outcome of this meeting is to decide on a training program that promotes a harassment free workplace.
More Desired Outcomes1. This meeting is to stop wasting too
much money.
2. To reduce the number of people who show up late each day.
3. 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.
4. To have a team meeting.
Reasons to Meet
1. To identify problems
2. To solve identified problems
3. Generate ideas, Brainstorming
4. Establish Goals or Plans
5. Training or Education
Reasons NOT to Meet
1. Conversation, phone, or e-mail
2. Not prepared, you and/or others
3. Decision makers are not available
4. Desired Outcome is not clear
(or written)
5. A decision has already been made
Desired Outcomes
• Considerations:– Purpose/Charge/Mission of Group– Communication Needs
•Actions•Goals•Progress
– Decision-Making Protocol•Guidelines
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).
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.
Pre-work: Creating the Agenda
Contents:
Desired Outcome(s)Start/End timesLocation(s)/AccommodationsMeeting and Pre-work
AssignmentsTopics/Items with times allocated
Pre-work: Creating the Agenda
–Who are the right people?
–Can this person help reach the Desired Outcome(s)?
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
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
Managing Expectations
Designed to Build Trust
Typically used:
Ritual or Regular Meetings
Training Sessions
Problem Solving Sessions
Group Facilitations
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?
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
Managing Expectations: Parking Lots
• Conventional
• Unconventional
Brainstorming
• Generate New Ideas• Spur Creativity• Encourage Idea Association• Stimulate Competition Among
Teams
Brainstorming
• Administrate to keep it: – On Target– Lively– Productive– Creative
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?
Decision-Making
• Does the group have established guidelines?
• What are they?
• How are they defined?
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.)
Logistics: Assigning Roles
Leader
FacilitatorRecorder
Time-keeper
Resources
Logistics: Room Set Up
• U shape
• Classroom
• Conference Style
• Table Groups
Logistics: Charts & Whiteboards
• 2-3 Bold Colors
• Use Their Words
• Color for Consistency
• Touch & Turn Technique
• Parking Lot(s)
Process: Conducting the Session
Welcome and IntroductionReview AgendaEstablish Ground RulesMembership ActivityEstablish RolesReview Desired Outcome(s)(Review necessary background 411)
Opening: Setting the Stage
Process: Conducting the Session
Content & Communication
Remain Positive
Cover Activities to the D.O.
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:
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
Progress
Follow-up
Begin Planning
Publish Results
Publish the Minutes within 48-72 hours
Meeting Outcome?
Understand the best practices for effective meeting
facilitation
Were we EFFECTIVE?
MeetingFacilitation
Proc
ess Progress
Pre-work