Crash Course in Facilitating Effective Meetings · Crash Course in Facilitating Effective Meetings...

Crash Course in Facilitating Effective Meetings

2015 Leadership Training Conference

Janice Wiitala Sunday, April 26, 11:15-12:00

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Facilitate

1. To make easy or easier. 2. To add content, process, and structure to meet

the needs of a group.

Achieve Group Goals

Efficient Use of Time

Commitment/ Connection

5-Phases of Meetings

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Transition in/ build community

Diverge

Converge

Plan of action

Close with impact

Framing

• Background • Higher objective • Meeting/ event purpose • Agenda • Strategy • Roles • Ground rules/ norms/parking lot • Logistics

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How Can We Fail?! Feel Free to Exaggerate

Write ideas until I call time

• Idea #1

• Idea #2

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Dra

w a

Lin

e D

own

the

Mid

dle

of th

e P

age

Don’t Write On This Side

How to Fail! Feel Free to Exaggerate


Then trade your sheet with another

• Idea #1 • Idea #2 • …

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Don’t Write On This Side

How to Succeed! Best meeting/facilitating ideas


Then trade your sheet with another

• Idea #1

• Idea #2

• Next Person Continues Ideas

• …

How to Fail

• Not planning and engaging participants before the meeting

• Overloading the schedule without time to network, process, and reenergize

• Moving through explorative/creative process too quickly

• Saving the most important or political discussion for last

• Not balancing participation

• Not building commitment

• Not paying attention to participant cues

• Not moving toward action 7

Greatest Hits

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Diverge

Converge

Plan of action

Close with impact

• Energy up! • Ideas • Possibilities • Limited judgment • Diverse viewpoints • Creativity

Sharing/Generating Better Ideas

• Group Ideation • How to Fail • Throw Away Ideas • Trigger Method • Brain Writing • Whips • SWOT Analysis • Walkabout

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Walkabout- In Action

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Diverge Converge

Plan of action

Close with impact

• Clarifying • Further Articulation • Narrowing • Prioritizing • Selecting

Converging

• Individual/Minority Decision • Majority Decision • Multivoting; Swarm and Tally • Postit Idea Summary • Levels of Agreement • Confirmed Consensus

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Meeting Productivity/Time Shortcuts

– Planning/Tools Ready Post its (for organizing); markers; wall putty/tape; LCD; “talking stick”

– Allow multiple people to participate at once Post its/writing time to allow everyone to participate Breakout groups

– Focus on what you really need to focus on Develop a hypothesis about major themes Know and build on history. Start the conversation prior to the meeting Prioritize conversations Move conversation along

And also… – Start on time after breaks. Use visual time clock, reinforce (“3 min”) – Keep energy up. Breaks, quick energizers

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Quick Breaks- Ideas

Ideas for activities that quickly reenergize? • Stretch • Quote • “Commercial Break” • Song • Think/Write • Throw Away Ideas • High Fives/Thank You

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Facilitator’s Tools

• Bringing Play into Events • Framing • Icebreakers/Breaks • Parking Lot • Brainstorming Variations • Converging Techniques • Language of A Facilitator • Challenging Group Dynamics

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Levels of Meeting Intervention

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Gentle Silence Support

Ask questions

Persuasive Move the group along

Balance Suggest choices

Directive Choose for the group

Offer Guidance

Adapted from: Seven Tips to Facilitating a Great Meeting, JessicaBell.org

Closing a Meeting

• An all day planning meeting • A meeting with “healthy debate” • Others

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Diverge

Converge

Plan of action

Close with impact

Facilitate!

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Achieve Group Goals

Efficient Use of Time

Commitment/ Connection

When Facilitating a Group, I Sometimes Forget…

• Silence is ok. People need time to think, to shape their thoughts before they

speak • Too much silence may mean participants don’t understand the question • To pay attention to non verbal cues such as fidgeting, fatigue,… • There are participants who know more about the subject matter than I • To consider how participants should feel after a meeting or event • Closing the meeting is as important as the opening • To balance participation and invite comments from those who are less

talkative or who represent a smaller demographic or who represent minority opinion

• How important it is to laugh

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What do you forget?

The Facilitator’s Prayer “Give me the faith to trust The Process. Grant me the love to trust The Group.” (refrain) “Keep me safe from the Blowhards, the Know-It-Alls, the Forked-Tongued Devils, the Passive-Aggressives, the Aggressive Aggressives, the FlipFloppers, the Intellectualizers, the Bullies, the Drama Queens, the Victims, the Victimizers, the Martyrs, the Eye-Rollers, the Pontificators, the We’ve-Never-Done-It Like-That-Before-Ers, the Bureaucrats, the Elephants, the Mice, the Divas and the Shoulder-Shrugging-I-Don’t-Know-Ers.” “And if it’s not too much to ask, grant me:

-Plentiful wall space -Natural light -Table seating of 6-8 rounds -Fresh coffee And markers that never run dry.” –IIFAC

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• Background • Higher objective • Meeting/ event purpose • Agenda • Strategy • Roles

• For Example: Role of the Facilitators Guide Discussion Challenge Thinking Summarize. Create Lists Share Ideas Provide Materials Raise Questions

• Ground rules/ norms • For Example: Learning Protocol

On time Participation (be HERE) Conversational courtesies Challenge your comfort level Every idea is a valuable idea – Listen without judgment Respect/open/honest Cell phones/texting

• Logistics • How will decisions be made (meetings)

Framing

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Appendix- Facilitator Tools

• Ideas related to the team, training or meeting objective but not focused on the

current discussion item.

• Post ideas on a flip chart page to redirect the group to the topic at hand.

• Review parking lot at end of meeting, schedule a time to review, or indicate how

parking lot items will be captured or addressed.

• BENEFIT. ALLOWS INDIVIDUAL TO BE HEARD WHILE

ENSURING THE GROUP MAINTAINS FOCUS

ON THE TOPIC AT HAND.

Parking Lot

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Bringing Play into Meetings • Bills in Circulation. Write ideas on play money. Use to generate idea saving or generating ideas. Bring a

glue stick and post to a flip chart. Or ask participants to quickly trade with five people and then pause and review idea you hold.

• Letting Go. Ask each individual to write a gripe or complaint. Similarly, ask the group to brainstorm one thing/ activity/ project they think they could stop doing without significant impact. Then ask them to crumple the paper and toss into a basket. Provide prizes. Do keep the complaints and review to surface and common concerns. Before they toss their ideas, let them know you will review and capture in the minutes (if possible review at a break and add to the agenda). Ask the group to suspend their concerns for the meeting. If you use the stop doing, resurface these ideas as part of the meeting.

• Balloons. Use balloons (bright colors) to share ideas or questions. Ask individuals to write an idea or question on a small piece of paper and place it in a balloon and blow up the balloon. Make a game out of bouncing the balloons in the air. Pop balloons and ask for a quick read of each individual idea. Energizes a slow meeting. Stimulates creativity. Allows everyone to respond. Because people are more succinct in writing, the idea sharing can actually be abbreviated using this technique.

• Toys. Kids party favors, balls, games, cartoon pencils,… Place on the table. When the facilitator sees a number of people fidgeting with toys, it may be time for a break. Can also reinforce meeting purpose (play money, compass, …)

• Quotes. Use a loop in power point with 10-12 quotes related to the group discussion (e.g. motivational quotes, quotes on change, leadership quotes…) or print on bright colored paper and post or place on tables or under chairs.

• Decorations. Simply decorating a room or bringing flowers, balloons. Disguise the boring meeting room! • Bright Colored Post it Notes. Place around the table. Use one color for “Idea off topic” another for

“Question”. Use to keep on topic. Also useful for the facilitator. If you see a number of individuals writing on “Idea off Topic” post it notes, it may be time to close out on your current topic. This is useful for organizing ideas and for writing minutes as well.

• Props. In planning meetings you may use a toy horse as a more playful reminder when the group is “beating a dead horse” or a cow as a prop to identify “sacred cows.” Props in a theme like fish/sea can reinforce learnings such as Fish! leadership strategy.

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• Commercial Break. A commercial break is useful to energize. Pause from the current discussion and ask an individual to share a random idea from their chapter or plan a playful commercial break. Ask an individual to introduce him or herself.

• Song. Sing the seventh inning stretch, sing YMCA, create a play on lyrics to a popular song,. Ask the group to come up with a popular kids song (itsy bitsy spider) and then ask for a music genre (heavy metal). Then have the group sing the song in the genre. Other song ideas… Brady Bunch, Sanford and Son, Gilligan’s Island, Oo ga cha ka song (I’m hooked on a feeling), You’ve lost that lovin’ feelin.

• Thank Yous, High Fives! Pat on the Back. Ask 5 people to shake someone’s hand and thank another in the group publicly. Break into small groups and have them share something they are excited about, something they learned and high five and congratulate each other. Give someone a “pat on the back” to recognize or thank the individual for an effort. Ask them to run up to another person and pat them on the back. Or as a group ask someone to share a celebration or a win. High five each other on the success.

• Get Up and Move. (really short break). Ask everyone to switch seats (ala musical chairs). Do 5 jumping jacks. Play Simon says. Do the snoopy dance.

• Letting Go. Ask each individual to write a gripe or complaint. Similarly, ask the group to brainstorm one thing/ activity/ project they think they could stop doing without significant impact. Then ask them to crumple the paper and toss into a basket. Provide prizes. Do keep the complaints and review to surface and common concerns. Before they toss their ideas, let them know you will review and capture in the minutes (if possible review at a break and add to the agenda). Ask the group to suspend their concerns for the meeting. If you use the stop doing, resurface these ideas as part of the meeting.

• Nerf. Use a nerf ball or play ball to ask a question. • Minute to Win It Challenges. NBC game show challenged participants to complete a task within a minute.

Thus the activities don’t involve significant time. Typically fun to watch and/or participate in these activities. Involves some planning to prepare props http://www.nbc.com/minute-to-win-it

• Quiet/Writing Time. Changing the dynamic from group dialogue to quiet writing can reenergize a group.

Quick Breaks/Energizers

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http://www.nbc.com/minute-to-win-it�

Generating Better Ideas • Group Ideation. Traditional brainstorming. Random ideas, no judgment. • How to Fail. Ask the group to brainstorm how to ensure they are unsuccessful/ ask them to write ideas on

post it notes as the meeting starts. Identify 2-3 themes and ask the group to brainstorm how to succeed. • Throw Away Ideas. Ask each individual to write ideas on a ½ piece of paper. Then ask them to crumple the

paper and toss into a basket. (if possible review at a break and add to the agenda). • Trigger Method. Brainstorm on as many ideas as possible. Select top ideas and brainstorm on those ideas as

‘triggers’ for more ideas. Repeat. Possible variation to identify 3-5 reasons the idea is appealing and then brainstorm other ideas that have similar appeal.

• Brain Writing. Ask participants to write their ideas on their own sheet of paper. After 10 minutes, rotate the sheets to different people and build off what the others wrote on their paper. Conduct several rounds.

• Time Travel. How would you deal with this if you were in a different time period? 10 years ago? 10 years in the future?

• Iconic Figures. What if you were an iconic figure of the past? Buddha? Jesus? Krishna? Albert Einstein? Thomas Edison? Mother Theresa? Princess Diana? Winston Churchill? Adolf Hitler? Steve Jobs? Bill Gates? Warren Buffet? Steven Spielberg? Etc? How would you think about your situation?

• Gap Filling. Identify your current spot – Point A – and your end goal – Point B. What is the gap that exists between A and B? What are all the things you need to fill up this gap?

• SWOT Analysis. Do a SWOT of your situation –Strengths? Weaknesses? Opportunities? Threats? • Variable Brainstorming. First, identify the variable in the end outcome you look to achieve. For example, if

your goal is to achieve X attendees. List all the possibilities for that variable. Different variations of attendees are gender/ age/ occupation/interests/etc. Consider each variable. For example, how can you get more early careerists to your events?

• Fishbowl. Ask a portion of the group to form a discussion circle and have the remaining participants form a listening circle around them. Bring new groups into the inner circle to continue the discussion. Good when the group is divided or to develop unity (core leaders in the fishbowl, new members in the fishbowl, members transitioning out in the fishbowl to talk about advice for future leaders...)

• Whips. Go around the group and obtain short responses to key questions. Use whips when you want to obtain something quickly from each participant. “A leader is effective if…” Using terms like “Whips” or “Popcorn” sets an expectation of speed and energy. Avoid repetition. Participants may “pass”.

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Walkabout- How To… This is a tool for idea sharing, brainstorming, or debriefing. • Supplies. Flip Chart Pages. 10 post it notes per attendee. Extra pens/pencils. Pre Printed Posters with

Themes (recommended). Sticky Putty (recommended) • Prior to meeting. Identify typical themes of discussion. Ideally 4- 7 depending on the size of the group.

Include one theme, “other.” • Post flip chart pages with the titles and descriptions throughout the outer walls with space for individuals to mill

about between. • Divide each flip chart page down the middle. On one side write, “observations.” Write, “ideas” on the other

side. • During the meeting. Hand out a stack of post it notes to each attendee. Review the themes and ask them to

walkabout from poster to poster. To write one idea per post it and place it in the appropriate category. Encourage individuals to pause and read other ideas and to stop and discuss with others. Walkabout should take 15-20 minutes.

• Ask individuals to move to an area that interests them with the purpose of summarizing the ideas and identifying themes. (10 minutes)

• Report out (time permitting 2 minutes per category)

• Sample Instructions (on a poster or slide) “For each of the following we ask you to share observations (what have we learned/experienced) and ideas

(what could we do?) – ONE IDEA PER POST IT – BUILD ON OTHER IDEAS – STOP AND DISCUSS

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Careers For example,… How can we integrate experiences to elevate career development? Observations Ideas

Sample Flip Chart Page. Use multiple pages for larger groups. For very large groups you may wish to duplicate the topics and split the group in half.


Walkabout- Example 1 Themes related to debriefing an annual conference. The topics and “for example” statements were preprinted on 11x17 pages • Content

For example,… How can we ensure pragmatic, relevant, as well as future thinking content? How can we include unique content for niche segments?

• Purposeful Networking For example,… How can we ensure more purposeful, person-to-person networking on function, job, organizational specific areas?

• Fun and Celebrations! For example,…How can we increase engagement in celebratory events, recognition, and networking? How can we ensure a fun and engaging atmosphere throughout the conference?

• Careers For example,… How can we integrate experiences to elevate career development?

• Driving Exhibit Hall Traffic/Vendor Value For example,… How can we increase participation in the exhibit area? Increase value to vendors?

• Creating Buzz and Connections Before and After For example,… How can we increase chatter and discussion? What is buzz worthy?

• Other (logistics,…)

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You may wish to preprint the posters “For example…” on 11x17 paper in 200 pt font and post them above the flip chart paper.


Walkabout- Example 2 Themes for Early Careerist Ideation • Young Professionals Volunteer Structure/Volunteer Recruiting • Early Careerist Education Courses/Educational Series/Certification • Early Careerist Recognition/Scholarships • Career Development • Technology/Communications/Social Media Presence • Early Careerist Networking/Social/Service Activities • Other Ideas not Expressed Elsewhere

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Converging Techniques (1/2) Individual/Minority Decision • Time is limited. • All members of team are not available. • Buy- in is low (generally.) • The individual or small group has more information relevant to the decision. • Other issues.

Majority Decision • A majority of members make a decision, and it is binding for all concerned. • Buy-in among the majority. Multivoting • Multivoting is a way to conduct a straw poll or vote to select the most important or popular items from a list. The

benefit of this method is that is allows everyone a chance to express their priority. Multivoting often follows a brainstorming session to identify a few items worthy of immediate attention.

• Process – Generate a list of items. Number each item. – Combine ideas that are the same. Clarify ideas. – Have all members choose several items they would like to discuss or address by writing down the

numbers they chose on a sheet of paper. – VARIATION: SWARM AND TALLY. Ask people to place a tick mark next to their top choices. This allows

you to give a short break and can shorten time. – Ask each member to share their selection with the group. Tally total votes for each item. – Eliminate those items with the fewest votes. Be sure to confirm elimination with the group- “Does

anyone feel very strongly about keeping this item on the list?” – Repeat voting process until you have a reasonable number of items. (once may be enough.)

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Converging Techniques (2/2) Post it Ideation Summary One value of using post its for individuals to share ideas is that this strategy allows the facilitator to group ideas into similar themes. A post it becomes a vote. More post its more convergence. Use to narrow to a smaller group of options. Consensus • There is more buy- in. Result is usually a more unified team. • Each individual is heard. • It usually takes more time to reach a decision. • Assumed consensus vs Actual consensus.

Does everyone agree? Does anyone disagree? (Assumed).

-Versus-

Let’s go around the room and see what

each member thinks about this idea. (Actual)

Levels of Agreement • When gauging agreement, where consensus is important, it may help the group to understand how deeply others

agree or disagree. • If one member disagrees at a –4 and another agrees at a +1, the +1 may be willing to support the alternate viewpoint.

• Levels of Agreement

• -4 -3 -2 -1 0 +1 +2 +3 +4

• Shorter version of this is thumbs up/down (or somewhere in between.)

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Language of the Facilitator (1/2) Attending • Pay attention, listen. • Avoid rehearsing. • Take notes . • Listen for high energy words. • Extreme language: very, hate, ... • Any word that is repeated. • Watch for visual signals. • Sigh, sudden inhale, closed body language, performing another task.

Prompting • Use a short phrase to encourage the speaker to continue. Use to bring a member into the conversation.

– “Tell me more about that..” – “Go on...” – “Yes”, “Uh huh...”, “Interesting” – “Joe, what do you think about that?” – Restate extreme words as a question. “You hate it when…” “can you give me an example” or “can you

tell me more about…” • Silence can also serve as a prompt.

Open Ended Questions • vs closed ended questions. • Invites more information/ deeper participation/ processing.

Rephrasing • Restate general ideas. Write them on a flip chart.

– “I hear you say that...” – “Could you restate that in a few sentences so that I can write that down?” – “In other words...” – “That’s an interesting viewpoint, can you say that again?”

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Body Language • Use simple gestures to indicate that you are listening • Eye contact. • Face the person speaking • Open.

Empathy Statements • Use to show that you understand and identify with the speaker. Particularly useful when someone trusts the

group with personal information. Empathy is also useful to calm an angry participant. When people share personal information or emotional feelings, they appreciate empathy. This ensures a safe environment for sharing and honesty. – “I can see how you would feel...” ; “In that situation I know I would feel...”; “I appreciate your sharing

that with the group.” • Coaching encourages, recognizes and demonstrates appreciation.

Test for Agreement • Disagreement is ok. It’s important to discuss differences. • Restate areas of agreement/ disagreement.

– “What areas/ ideas do you agree on?”; “What areas don’t you agree on?”; “Although you seem to agree that... It sounds as if there are differing views on... Is that correct?”; “Let’s discuss the two ideas.”

Summarize • Bring discussion to a close • Summarize key themes (3-5 themes or take aways ideal) • Reinforces learnings and begins to shape implications.

– “Let me see if I can summarize.”; “Will someone summarize this discussion?”; “What should I write down as your recommendation?”; “That sounds like an action item. Is someone willing to take responsibility for... When does the group need that done by?”

Language of the Facilitator (2/2)

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Overbearing or dominating participants • In framing the meeting/ conversation ask for buy in/ support from the group. “I’d like to encourage everyone

to participate. I’m certain there are a few of you who are more comfortable sharing ideas or who have thought more about the subject. We definitely want to hear from you. I also know there are some who are less likely to participate. These people often have nuggets of wisdom to share because they are typically deep thinkers. We REALLY want to make sure we hear from you. If you are a talker, help me facilitate to draw out reluctant participants and consider waiting to share your opinion until after those more reluctant participate.”

• You can be more direct with overly enthusiastic participants by having a side conversation with them similar to the quote above. “You really seem to have thought a lot about this and I appreciate your leadership, I’m wondering if you could help me draw out…” If someone truly is overbearing, “I don’t know if you realize it, but you are frequently the first person to respond to a question. Probably because you are a quick thinker. I’m concerned though, that others aren’t participating.”

• Draw out other participants. • Use body language. Square yourself to another participant. Stand behind the dominator.

Reluctant participants • See earlier statement about framing. • Draw out reluctant participants. “Let’s hear from someone who hasn’t shared in awhile.” Depending on the

situation, it may be better to use closed ended questions with reluctant participants initially. “Joe, do you have a comment about that?” They can say no, and not feel pressured, or they can say yes and you can draw out their thoughts. Even if they say, “no”, you have set an expectation for them to participate. Often they will pipe in at a later time when they are more comfortable.

• Watch for non verbal cues. Leaning forward. The look a dog makes when it hears a high pitched sound (questioning). A sharp breath when someone prepares to speak (but may decide not to).

• Use body language. Square your self to participant..

Challenging Group Dynamics (1/2)

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Floundering • Prepare by posting an agenda with discussion points. Position yourself close to the posting to redirect back

to the agenda. • Restate the agenda topic. “Help me understand how that relates to …” Use flip chart to record ideas. Restate

the question on the flip chart paper. • Break down complex topics into more specific. “What do you think we would need to do first?” • Floundering may also be an indicator that the group is done talking about the agenda item. “It feels like we

are moving ahead or moving on to another topic. Are we done with this?”

Rush to accomplishment/unquestioned opinions • Slow the group. “I’d like to explore your thoughts on that a little further.” “Let’s go around the room and hear

each persons view/ recommendation” “Is there a data point or reference to support that.”

Discounts/plops • Record ideas. Listen. “Let me write that down and we’ll come back to it.” “Gina had a thought I didn’t

capture.” “Carl, you were talking about XXX.” • Discounts. When you frame the meeting, encourage participants to be open to new suggestions. When an

idea is discounted, “We said we were not going to judge new ideas too quickly, let’s explore that idea.” or simply subtly validate the idea (to negate the discount) “Interesting idea, tell me more about your thinking there.”

Challenging Group Dynamics (2/2)

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Crash Course in Facilitating Effective Meetings · Crash Course in Facilitating Effective Meetings...

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