Facilitation Fundamentals
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Transcript of Facilitation Fundamentals
Facilitation Fundamentals An Introduction (or Refresher) on Facilitation Must-Dos
• What is facilitation and when is it needed?
• What is the role of a facilitator?
• Quick tips on preparing and executing facilitated sessions
• Activity: ‘Truthful Communication’
Today’s Discussion
Line of Sight – Our Message
Our expertise and authenticity builds trusted partner relationships.
We don’t simply impose a solution. Instead, our facilitative approach unlocks the best solution for our clients.
UNDERSTANDING FACILITATION
Facilitation Fundamentals
What is Facilitation?
Facilitation - The act of making easy or easier
Facilitation refers to the process of running
meetings efficiently and helping people
to work together effectively.
When is Facilitation Needed?
When You See: – Unsolved problem
despite multiple attempts
– Unaware of the root cause of a problem
– Disagreement on right solution
– Conflict between individuals or groups
– Significant organization change
When You Want: – Full participation – Empowerment – Better teamwork – New perspective – Change – Neutral third party
What Do Facilitators Do?
• Design and structure the group process, and select the tools that best help the group progress towards that outcome
• Guide and control the group process to ensure that: – There is effective participation – Participants achieve a mutual understanding – Their contributions are considered and included in the ideas,
solutions or decisions that emerge – Participants take shared responsibility for the outcome
• Ensure that outcomes, actions and questions are properly recorded and actioned, and appropriately dealt with afterwards
Functions of a Facilitator
Content – Identifying themes or
common threads in the discussion
– Clarifying unclear statements
– Summarize and organize ideas
– Testing for consensus
Process – Decision-making – Problem-solving – Idea generation – Conflict resolution – Time-keeping – Listening – Documenting – Planning
THE FACILITATED MEETING Facilitation Fundamentals
The Meeting - Design & Structure
The meeting objective is the meeting goal. Just think of agenda topics as the steps that help you reach your objective.
Structure: – Group Interview
• Round Robin • Open Dialogue
– Small Groups • Pair & Share • Consensus-Building • Triads
– Individual Thinking • Write & Share
The Meeting - Setting & Logistics
Setting – Will people feel comfortable? – Is the meeting accessible to everyone? – Is the space the right size?
Logistics
– Chair arrangements (U, Circle or Small Groups) – Space to hang newsprint – A/V Equipment – Table for refreshments and sign-in sheet
The Meeting - The Right Start
• Start on time • Welcome everyone • Make introductions • Review agenda and objectives • Establish ground rules
The Meeting – Guide & Control
1. Follow the agenda.
2. Seek commitments and bring each agenda
item to a close.
3. Summarize meeting results and action items.
4. Distribute feedback form, if needed.
5. Thank the participants and close meeting.
6. Document the meeting and distribute.
The Meeting – Record & Action
Confirm understanding, gain consensus and formally note: • Problem / Situation • Solutions / Ideas • Issues & Risks • Actions • Decisions • Important Data
• Decision Log • Issues Log • Task /
Action List • Risk Register • SWOT
The Meeting – Facilitator’s Role
• Stay neutral on content
• Listen actively and
objectively
• Paraphrase to clarity
• Ask questions
• Encourage participation
• Synthesize ideas
• Stay on track
Dealing with Disruptors
Preventions – Get agreement on agenda,
ground rules and outcomes – Delegate roles to engage
participation – Listen carefully and confirm
understanding – Show respect for
experience – Stay in your role
Interventions – Refer back to your agenda
and ground rules – Acknowledge the point – Parking lot / Table – Have the group decide – Take a break – Be honest; say what’s
going on – Use body language – Use humor with caution
TRUTH IN COMMUNICATION Facilitation Fundamentals
Truth Option
• If I choose to tell you what I am aware of, I am being honest.
• If I choose to tell you something contrary to my awareness, I am lying.
• If I choose not to tell you something I am aware of, I am withholding.
(Source: Will Schutz, The Truth Option, 1984)
Activity: Truthful Communication
Group 1 • Telling the truth
- impacts on trust and open communication within the team
• Appropriate and inappropriate ways in which people can tell the truth in teams
Group 2 • NOT telling the truth
- impacts on trust and open communication within the team
• Ways to identify dishonesty or withholding and methods to address it
Need help from an experienced facilitator?
Line of Sight delivers a wide range of project-related services designed to help organizations maximize the investments made into projects. We’ll unlock your potential and capabilities through our collaborative and facilitative approach.
Call us at 1-800-434-7126 or visit our website at line-of-sight.com.
Projects Done Right, Right Projects Done.