Facilitating Awesome MeetingsFacilitating Awesome Meetings Skagit-Island SHRM Skagit-Island SHRM

February 14, 2013February 14, 2013Vicki Stasch, M.S. Management Vicki Stasch, M.S. Management

Consultant, Facilitator and Leadership Consultant, Facilitator and Leadership Coach Coach

360-588-4924 559-288-5044360-588-4924 559-288-5044vickistasch@comcast.netwww.vickistasch.comwww.vickistasch.com

Vicki’s Background Born/reared in Tacoma Washington. Product of the 50-60’sBorn/reared in Tacoma Washington. Product of the 50-60’s 30 years as a facilitator for team building, strategic planning, leadership 30 years as a facilitator for team building, strategic planning, leadership

development , conflict management/change management and other work to development , conflict management/change management and other work to create positive work environment in California and Western Washingtoncreate positive work environment in California and Western Washington

Clients include community health centers, state and local government, non Clients include community health centers, state and local government, non profits, businesses, health careprofits, businesses, health care

Facilitated several presentations for SHRM in CaliforniaFacilitated several presentations for SHRM in California Facilitator for four year-long leadership development programs in Tulare County Facilitator for four year-long leadership development programs in Tulare County

and now with Leadership Whatcomand now with Leadership Whatcom Provide coaching services on leadership and work issuesProvide coaching services on leadership and work issues Best part of my work: seeing people grow, resolve conflicts and seeing Best part of my work: seeing people grow, resolve conflicts and seeing

organizations be successful through their people.organizations be successful through their people. Education: WSU and University of Washington, B.A, M.S. from University of San Education: WSU and University of Washington, B.A, M.S. from University of San

FranciscoFrancisco Hobbies and interests: bicycling, tap dancing, rowing, walkingRotary Hobbies and interests: bicycling, tap dancing, rowing, walkingRotary

International, environmental issuesInternational, environmental issues Please visit Please visit www.vickistasch.com or or vickistasch@comcast.net or on LinkedIn or on LinkedIn

To lead people, walk beside them.As for the best leaders, the people do not

notice their existence.The next best, the people honor and praise.

The next, the people fear; And the next, the people hate.

When the best leader's work is done, the people say,"We did it ourselves!"

Lao-tsu

Best and Worst MeetingsBest and Worst Meetings

Always be ready for any Always be ready for any surprises in life...surprises in life...

Be determined in achieving your Be determined in achieving your goals...goals...

Meeting Facilitator & Leader’s Meeting Facilitator & Leader’s RolesRoles Establish and Establish and

adhere to a time lineadhere to a time line Be a neutral person Be a neutral person

for the groupfor the group Listen and clarify: Listen and clarify:

listen twice as much listen twice as much as you talkas you talk

Solicit input from Solicit input from everyoneeveryone

Discourage Discourage domineering or domineering or judgmental behaviorjudgmental behavior

Keep the discussion Keep the discussion on focuson focus

Offer your input at Offer your input at the end/at the the end/at the beginning only if the beginning only if the group is strugglinggroup is struggling

Meeting Monitor RoleMeeting Monitor Role Helps facilitator by reminding of

time lines Signals the group when ground

rules are violated-ground rules are posted

Reminds the facilitator when everyone has not had input

Is a second set of eyes and ears to insure the meeting flows well

Tips for FacilitatingTips for Facilitating1. Arrive early to set up room and materials, post

the agenda and greet people.2. Always have writing boards/markers or a lap

top computer/projector.3. Assign a note or minute taker.4. Start session with introductions, purpose of

session, agenda review and clarifying your role.

5. Set or review ground rules or code of conduct with the group plus the mechanism to monitor

Meeting Ground Rules Examples

Start/end on timeStart/end on time One person speaking at a timeOne person speaking at a time No side conversations No side conversations Others…………………………….Others…………………………….

Tips for FacilitatingTips for Facilitating6. Rotate long and short items. 7. Rotate controversial and non-

controversial items.8. Start on time and don't review for late

arrivers.9. Put really important items throughout

the agenda.10. Move reports around on agenda.11. Build agenda for next meeting.

Techniques to Techniques to Involve PeopleInvolve People To start a discussion, write a question(s) on a

board and ask the group in pairs to respond. Use small group discussions (3-7 people) to get

everyone participating. Use structured Brainstorming to gather a lot of

information quickly: go around room asking for each person’s brief ideas which are recorded.

TechniquesTechniques Use consensus building to move ahead on a

decision or outcome. Consensus is “we can live with this”, not necessarily - “we all agree”

Have group members write prior to verbal discussion: post-it notes, 3x5 cards, on posted paper pads.

Use video tape(s) as a tool to get group focused

TechniquesTechniques To manage the long winded or domineering

members, refer to ground rules or ask them to summarize in ten words or less.

To involve the silent members, use small groups or pairings.

To get everyone’s input, pose the question then move “round robin” around the room asking for each person’s input in 20 words (or 1 minute each).

Using Using Parliamentary Parliamentary

ProcedureProcedure To introduce business : “I move that--” To end debate: “ I move the previous question” Amend a motion: “I move this motion to be

amended by--” Object to procedure or to personal affront:

“Point of order”

Meeting Follow upMeeting Follow up Keep notes of the actions and agreements with

dates assigned Address unresolved issues and agendize for

next meeting Summarize or offer meeting closure Ask participants about what worked and did not Insure notes or minutes are distributed

Meeting Action and Follow up Report Meeting/Group: Date of Meeting: Recorders Name:

Item Decision Person Date Reporting Assigned Mechanism I

II

III

What will you incorporate?

Think about an upcoming meetingThink about an upcoming meeting What suggestions did you receive What suggestions did you receive

today that you can employ?today that you can employ?

Go and have fun in the Go and have fun in the meadows...meadows...

Thank you & Thank you & Happy MeetingsHappy Meetings