Facilitating Group Agreement Fostering Group Success Through Effective Facilitation.

Facilitating Group Agreement

Fostering Group SuccessThrough Effective Facilitation

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• Definition, function and responsibility for facilitation• Components of successful facilitation:

1. Group purpose2. Adequate resources3. Clear roles4. Clear, appropriate processes5. Communication

• Facilitation challenges

Scope of Presentation

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Definition: Interventions made by any person during a meeting that

furthers the group’s purpose and helps meet the group’s objectives.

Function:To help a group identify and achieve its purpose and

objectives.

Responsibility:The group.

Facilitation

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Group Purpose

Adequate Resources

Clear Roles

Clear, Appropriate Processes

Communication (including resolution of issues)

Successful Facilitation Components

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What do we intend to do?

•Articulates a clear and narrowly defined objective•Clarifies expectations and states desired outcome•Used as a touchstone throughout process•Embraced and understood by all group members

1. Group Purpose

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What do we need to do it?

•People– Who will be impacted by the decision?– Who has necessary information and expertise?– Who must be involved in the decision?

•Information– What information is needed?– Do all group members have access to it?

•Facilities, equipment, financial resources– What is needed to carry out the group’s purpose?– How should we set up the logistics of group work?

2. Adequate Resources

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How can resources foster group work?

•Space– Ensure that atmosphere will foster the group’s work and

that there is ample wall space for flip chart pages•Room set up

Set up meeting space in a way that you feel will facilitate the work. Examples:

– Small group work -- semi-circle or circle– Large group task/work -- round tables throughout room– Group discussion/negotiation -- open-U or V


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How can resources foster group work?

•Facilitator’s supply kit– Index cards -- record individual thoughts and ideas, which

can be “shuffled” or re-organized– Large Post-it notes -- record individual thoughts, map

processes, and develop timelines for public viewing and analysis, which is easy to modify

– Flip charts, easels and markers -- record group thoughts and conclusions for public viewing


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• Assessment, design, and preparation– Works with group leader to identify goals, prepare

agenda, and ensure resources– Identifies processes for group to reach goals and

spontaneously modifies process as needed– Seeks and accepts feedback and refines proposed

processes

3. Clear Roles (Facilitator)

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• Commencing meeting– Clarifies goals and explains process– Assists group in building rapport (introductions)– Guides group in establishing and articulating framework

within which to achieve goals; i.e., ground rules, group norms, and decision method


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• Maintaining meeting– Guides discussion through specific processes designed to

achieve goals – Brings everyone into discussion– Keeps group conscious of purpose/goals, progress, and

time– Actively listens, provides feedback, asks probing

questions, and offers suggestions– Routinely synthesizes and summarizes themes to test

understanding


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• Maintaining meeting (cont.)– Pushes group to think beyond surface concerns– Assists in identifying and resolving conflict– Remains neutral and accepts and uses feedback– Tracks and responds to group energy and momentum and

adjusts accordingly– Remains flexible and open-minded– Is a “super”-observer


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• Ending meeting and follow-up– Knows when to stop– Assists in developing action steps, accountability plan,

and next meeting– If needed, summarizes group work in writing and

includes clear next steps– Provides for system of follow-up and check-back– Seeks feedback on meeting and identifies

opportunities for improvement


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4. Clear, Appropriate Processes

Discussion Tools: 3-Phase Discussion

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Discussion Tools: Moving Toward Decision

Phases of Discussion

Description Tools Purpose

Opening discussion

Generate and clarify information and ideas

-Propose-List-Brainstorm-Clarify

Narrow to broad approaches to elicit options

Narrowing discussion

Organize, evaluate and prioritize the information

-Combine duplicates-Prioritize (multi-voting)-Advocate

Eliminates redundancy; offers a sense of preferences;offers strengths of options

Closing discussion

Reconcile differences and reach agreement

-Poll/negative poll-Both/And (UAS)

Eliminates low priority options; measures support


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• Brainstorming or writing – Offers a starting point for idea generation (works best if

group has topic of brainstorm before the meeting)– All ideas are recorded without discussion or criticism– Storm collectively through oral “round robin” or “popcorn”

discussion in pairs– Storm through “think alone” writing, posting, and condensing

ideas (increases introvert participation)– Always follow up brainstorming with a refining process of

clarifying, condensing, discussing, and if appropriate, prioritizing ideas

Discussion Tools: Generating Options


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• Clarifying, combining and condensing – Offers opportunity for participants to ask for and receive

clarification on any option or idea– Combines similar options to reduce overall number– Establishes other useful affinities, such as categories of

options or themes that may be useful to the group as they prioritize options

– Fosters refinement and enhancement of options

Discussion Tools: Refining Options


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• Multi-voting – Gives sense of group’s preferences– Keeps everyone involved in the decision– Not a substitute for data– Process; after generating and refining a list of options:

• Give participants a number of votes.• Allow participants to vote on favorite options based on agreed-upon criteria

(place all votes on one option or distribute across several)• If useful and time permits, ask participants to share “what was behind their

decisions”• Reduce list of options by removing those with fewest votes• Repeat the process with remaining options, if necessary

Discussion Tools: Prioritizing Options


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• Polling. Once prioritization has identified a group preference, ensure support of the option– Poll• “I understand and can support the option and do what it

takes to implement it.”• The option does not have to be each participant’s first

choice– Negative poll• “Is there anyone who cannot support this option, even if

it is not your first choice?”

Discussion Tools: Selecting Options


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Group Decision Methods

Possible Advantages Possible Disadvantages

Non-decision Narrows options only to those that receive support

Proponent is loser; doesn’t feel heard

Autocratic Quick/immediateClear control

Alienating; misses information

Minority Quick/immediate Excludes or railroads, which can hinder implementation

Majority Quick; increases chances of implementation Creates winners/losers; can hinder implementation

Consensus Involves all; high support level; increases speed of implementation

Takes time; group members may not have collaborative skills to reach agreement

Unanimity Appears to involve all; offers complete support

Silence = agreement; someone often “gives in”

How will we make decisions?

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• What is consensus?– Group consensus is finding alternatives acceptable to all – No one opposes the decision– “I can support the decision even if it is not my first choice.”– Silence does not always equal consent; ask for “yes” or “no”

• Consensus should meet three tests– Understanding. Participants understand what the solution

entails and feel they have been heard.– Acceptance. Participants feel the solution is of value and can

live with it.– Support. Participants are willing to do what it takes to

implement the solution.


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• Regardless of whether agreement is reached, identify clear next steps and assign responsibility for each

• Determine how group will hold itself accountable for implementation going forward

• Document and distribute results of discussion, next steps, and future accountability

• Evaluate the process and the group’s success:– What did we intend to do?– What actually happened?– What did we learn or how might we do things differently?


Action Steps and Accountability Approach

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Underlies all aspects of group facilitation by supporting development of:

Group purposeAdequate resourcesRolesProcessesAccountability Evaluation

Necessary elements:Good atmosphere that fosters dialogue and inquiryClear messagesActive and reflective listening (shows interest; asks direct, open-ended questions; describes, quantifies, synthesizes key points/themes; checks for understanding; remains neutral, open, and flexible)Inquiry and dialogue versus debate or discussionAvoid sending solutions, judging, criticizing, avoiding concerns, defensiveness, or pushing too hard for agreement

5. Communication

What is communication, and what is effective?

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• Resistant participants• Low participating group members• Groups that need to move out of their comfort zone• Issue resolution• Conflict management/resolution• Difficult behaviors

5. Communication

What communication challenges might the facilitator face?

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“We did this two years ago to no avail. Why should we try again?”

•Invite resistor to express resistance (vent) while you listen actively, paraphrase, and offer empathy (don’t get defensive)

– “What happened before?”– “Can you tell me more about your specific concerns?”

•After all the concerns have been acknowledged, ask questions to prompt the resistor to suggest solutions to the barriers (consult participant for solution; engage)

– “What assurance will eliminate your concerns?”– ”What do you need to happen to …..?”

5. Communication

Challenge: Resistant Participants

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• Prepare in advance a process in which everyone can comfortably participate

• Revise your process to include individual feedback, e.g., brainwriting and round robin, versus voluntary group discussion

• Consider using break-out groups with clear participation roles

• Ask direct questions (only if it feels right)

• Check in with people during breaks

5. Communication

Challenge: Low Participation

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• If the group is talking around the “real issue,” name the issue and ask if that is what they really need to address?

• If the group is engaged in group think, ask them to brainstorm two more times, which will foster new ideas.

• Ask the group to envision that their idea fails in 5 years; have them outline why and then what might have worked better.

5. Communication

Challenge: Groups that need to move out of their comfort zone

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Avoidance Use only if issues cannot be resolved profitably (cost/benefit); transition/shift to new focus and explain why

Accommodation Use only if everyone’s interests can be met or keeping peace is a higher priority than finding a solution

Competition-push back/putdown/one-up Never use

Compromise Use when faced with polarized choices

Collaborative resolution Use whenever feasible

5. Communication

Approaches to Issue Resolution

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Acknowledge that there is a

conflict

State points of view (position

vs. interest --”why does

that matter to me”) (x 3)

Re-state other’s point of view

(seek to understand first)

Confirm accuracy of re-statement (“I

have been heard”)

Check for resolution

Analyze the conflict(use the

“and” test)

Use problem solving (explore

options)

Evaluate the conflict

Check for agreement

YesYes

No

No

5. Communication

Managing Conflict Through Collaborative Process

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Types What they doand why

What not to do What to do

Exploding Want to win;power intimidation

Don’t explode back, retreat, mock or threaten

Stand firm w/ eye contact; let them run down; address seriously by recording on side chart or 1-1 at break

Digging Use group and humor to undermine

Don’t dig back, laugh or ignore; don’t take personally

Address away from the group; name it and ask if really intended or clarify actual intent

Knowing it all Right = liked;try to take over;seeking security

Don’t try to one up or debate; don’t withdraw, but find ways to use info constructively

Use full participation process to limit (brain writing; multi-voting); consult with them outside of meeting to make ally

Wet blanketing Chronically negative; feel powerless; shift responsibility

Don’t join them or ping pong by saying opposite

Validate their power; ask “what’s the worst thing that could happen?” ; assign projects

Pleasing Charming but unreliable; approval seekers; fear of abandonment

Don’t depend on them too much or get sucked in; don’t shame them

Look for non-verbal cues of disagreement; give them permission to disagree; help them be honest and state concerns

Indecision Silence is power; fear failure

Don’t fill in the space unless you are only commenting on silence

Break process up (ideas vs. decision); ask open-ended questions; give deadlines

5. Communication

Challenge: Difficult Behaviors

Facilitating Group Agreement Fostering Group Success Through Effective Facilitation.

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