facilitation_an-effective-approach-for-team-leaders
TRANSCRIPT
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Facilitation
An effective Approach for Team Leaders
Peter Pfeiffer, PhD, PMP, CKM
2014
This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI.
Agenda
• Why do we need facilitators if we have leaders?
• How does Facilitation work? Does it work at all?
• “If you can’t measure it, you can’t improve it”, Right?
• Are you ready to accept the challenges and facilitate anyway?
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Leader and Facilitator
Focus on Task Focus on Process
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Why do we need Facilitation?
Groups are generally far more complex than we imagine.
Individual backgrounds can vary a lot.
Interpersonal relationships interfere.
Human communication is an extremely complex process.
Sharing goals and objectives is not trivial.
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1. Absence of team identity.
2. Difficulty making decisions.
3. Poor communication.
4. Inability to resolve conflicts.
5. Lack of participation.
6. Lack of creativity.
7. Groupthink.
8. Ineffective leadership.
Problems that teams encounter frequently
Source: Harvard Business Review
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Communication
The Key Elements of the Facilitation
Teamwork
Visualization
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Frequency of the Use of Senses
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Visualization
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Advantages of Visualization
A common center of attention is created.
The contributions are registered and don’t get lost.
Visualized declarations facilitate a similar interpretation.
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.
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Manage the process
How can the management process be
improved to achieve better results?
Choose the appropriate approach
Which is the best approach to
deal with the task?
Help to comprehend the task
What are the tasks to be accomplished?
Facilitate to produce
Tasks = What we do
Process = How we do it
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This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI.
Le
vels
of
so
cia
l B
eh
avi
or
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
Resources
Concepts
Deadlines
Materials
Hierarchy Tasks
Rules and norms
Proceedings
Objective Information
Ideas
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To understand the dynamics, one needs to dive deeper!
This is the property of the Project Management Institute and may not be reproduced or disseminated without the expressed written permission of PMI.
Le
vels
of
so
cia
l B
eh
avi
or
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
Resources
Concepts
Deadlines
Materials
Hierarchy Tasks
Rules and norms
Proceedings
Objective Information
Ideas
Preparation (clarify purpose, issues, facts, participants, expected outcomes)
Define Setting (create appropriate atmosphere, select room, chairs, tables, define breaks)
Define Approach (select tools and techniques, dynamics, equipment and materials)
Prepare Agenda (explicit purpose, expected results, define duration)
Prepare yourself for the Event
Documentation (register what happened)
Follow-up (share results, indicate next steps)
Important steps to facilitate an event:
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Process Formats
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Event Setting
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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 we need is “peopleware”!
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Deal with different personalities
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Guarantee efficient communication
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Create a common vision
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Motivate people
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Deal with conflicts
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Keep focused
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Bui
ld
com
mitm
ent
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Deal with time
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Maintain the balance
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Thank you for your attention!