FACILITATION

US Army Corps of Engineers

FACILITATION


LASTING AGREEMENTS SUCCEED ALONG 3 AXES

Substance

Proc

ess

Relationships


FACILITATION

• Facilitation is about managing process during a meeting– What is on the agenda?– Who speaks and for how long?– How are decisions made?

• The facilitator provides procedural control– But power resides with the group


THE KEY PRINCIPLE

The facilitator acts on behalf of everybody in the meeting, providing a structure that

serves everybody’s interests


Facilitator Qualifications

• Skilled in active listening and communicating concerns

• Knowledgeable about group process and design

• Able to remain neutral

• Have sufficient subject matter knowledge to follow the dialogue


Facilitator’s Role• Structure is in everybody’s interest

– A facilitator is given control over the process, in return for being neutral on content

– People fear that meeting control = outcome control

• The facilitator must consult with the group on major process changes


Facilitation Tasks• Help in designing the meeting process

• Work with the group to set the agenda and ground rules

• Summarize comments or concerns


Facilitation Tasks

• Help group to observe agreements and stay on track

• Suggest group process techniques

• Acknowledge speakers and determine speaking order

• Restate conflicting positions so all sides understand

• Summarize consensus and gets confirmation from the group


WHEN SHOULD A FACILITATOR INTERVENE?

When…• Group has drifted off the agreed-upon topic

• People are interrupting each other

• Comments exceed agreed-upon time limits

• Comments are insulting

• Group would benefit from trying a new process technique


THE PROBLEM WITH USING POWER

rewards+ + + ++ + + + BIG

CIRCLEhigher

status or authority

- -- - - -

- -Little Circle

Little Circle

Little Circle

Little Circle

+ + + + + ++ +

punishments - - - - - - - -

Those with greater power reap greater rewards with success and receive greater punishment with failure


POWER DIFFERENCES CAN LEAD TO “EQUALIZING BEHAVIORS”

• “Cutting down to size” – constant attacks

• Teaming-up in opposition

• Finding another “bigger circle,” e.g., courts

• Withdrawal

• Passive-aggressiveness – no open opposition, but constant undermining, delays, nit-picking


AN IMPORTANT NOTE:

“Equalizing behavior” is a key dynamic between agencies, and between supporters

and opponents

The Facilitator should recognize and try to mitigate these equalizing behaviors so the group can be productive


Other Meeting Roles


Recorder

• The recorder keeps a visual summary of what people say

• May use flipchart, wall covered with butcher paper, or laptop with digital projector

• Recorder’s summary usually serves as the record of the meeting


Pointers for Recorders

• Each participant is the expert on his/her comment – Capture the comment the way the participant wants it to

be captured

• Ask people to review recorder’s summary, and make corrections (but only to their own comment)

• Important to summarize content at end of meeting and provide to attendees


Timekeeper

• Assigned after the facilitator helps the group set time limits on the meeting

• Timekeeper periodically informs group of time remaining until end of meeting or meeting milestone


Other Meeting Leadership Roles

• Spokesperson: The person who speaks for the agency (e.g., Corps), or states the agency’s position– Facilitator and recorder should never be

put in the position of speaking for the agency

• Fact Person (“expert”): Limited to factual issues only


REMEMBER:

All people in other roles must work through the facilitator or

they will undermine the facilitator’s control of the

meeting


POP QUIZ

A meeting facilitator:

a. Has power and is responsible for meeting processes

b. Sets discussion “ground rules”

c. Minimizes group displays of emotion during the meeting

d. Provides structure


POP QUIZ

A meeting facilitator:

d. Provides structure

FACILITATION

Documents

Transcript of FACILITATION