Meeting Facilitation Andrew M. Sachs Coordinator, Public Disputes Program Dispute Settlement Center,...
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Transcript of Meeting Facilitation Andrew M. Sachs Coordinator, Public Disputes Program Dispute Settlement Center,...
Meeting Facilitation
Andrew M. SachsCoordinator, Public Disputes Program
Dispute Settlement Center, Carrboro, NCWednesday, February 11, 2015: 10:00 – 11:00 am
For more information: [email protected]/(919) 929-8800 ext. 23
Webinar Desired Outcomes
• Understanding of facilitator’s role
• Insights into tools and techniques
• Awareness of additional resources
Webinar OutlineSection I
Facilitator’s RoleProcess vs. ContentFacilitator Tool: The Opening Statement
Section IIFive Goals for a Good MeetingFacilitator Tools: Preventions and Interventions
Section IIIFacilitator Tools: Desired Outcome, Agenda & Ground Rules
Section IVAdditional ResourcesQ&A
Facilitator’s Opening Statement
• Explain role
• Engage group in reaching consensus on outcomes, agenda and ground rules
• Get permission to intervene
• Invite feedback on performance
Five Goals for a Good Meeting
Participants concentrate on one subject at a time.
Participants follow a clear and agreed upon process.
Conversation is open to all group members and balanced among them.
Roles are clearly defined and agreed upon.
Participants’ feelings and ideas are taken into consideration.
Participants Concentrate on One Subject at a Time
• Plan• Advance agenda• Opening Statement• Ground Rule: “Stick to the agreed upon topics.”• Use flip charts• Listen reflectively• Announce shifts in conversation• Point it out when someone’s off topic• Use a “parking lot”• Help the group revise the agenda
Participants Follow a Clear and Agreed Upon Process
• Put methods on the agenda• Opening Statement• Post agenda on flip chart• Announce shifts in process• Ground Rules: “Stick to the agreed upon tasks”/”Decide by
consensus.”• Explicit post-meeting steps• Point it out if the group’s off process• Remind group of process agreements• Is the agreed-upon process still useful?• Try another approach
Open & Balanced Conversation
• Room set up
• Ground rules: "Listen attentively," "One speaker at a time," "Share the floor.“
• Thank group members for contributing ideas
• Establish a queue
Open & Balanced Conversation
• Ask group members to react to ideas
• Encourage quieter group members to participate
• Ask the more talkative to give others a chance
• Float a trial balloon
Roles Defined & Agreed Upon
• Convener• Group Member• Observer• Flip-Chart Recorder• Chairperson or Group
Leader• Resource Person• Facilitator
Roles Defined & Agreed Upon• Meeting Planning:– Who’ll be attending?– How will key roles be
filled?– What will people in
those roles do/not do?
• Ground rules
• Roles in the meeting follow-up
• Evaluate performance
Roles Defined & Agreed Upon• Orient new members
• Rotate some roles
• Point it out
• Clarify prior agreements
• Revise definitions and assignments
Participants’ Feelings & Ideas are Taken into Consideration
• Facilitator’s demeanor
• Plan for peoples’ needs
• Room conditions
• “Disagree respectfully“
• Write ideas & feelings on flip charts
• Reflective listening
Participants’ Feelings & Ideas are Taken into Consideration
• Don’t minimize or try to fix strong feelings.
• Listen and watch for signs of discomfort.
• Say what you think is going on.
• Invite group to deal with trust, respect, etc.
• Call for breaks or caucuses.
Desired Outcomes
Awareness of each group member’s perspective on an issue.Shared understanding of the current situation.A list of concerns about a situation.A goal for making a change to a situation.Options for solving a problem.Consensus on a solution to a problem.A plan for implementing a solution.
The Agenda• Meeting start and end times.• Topics to be covered in that time.• Activities to be used for each topic:– Presentation– Discussion– Brainstorming– Evaluation– Decision Making
• Time budgets for those activities.
The Agenda• Formats for each activity– Full group– Break outs– Panel– Pairs
• Who will fill key roles for each agenda item: Presenters, Panelists, Discussion Participants, Invited Resource Persons, Decision Makers, etc.
Ground Rules• Begin and adjourn on time.• One speaker at a time.• Stick to the tasks and topics on the agreed-
upon agenda.• Listen attentively.• Share the floor.• Honor our agreements about confidentiality.• It is OK to disagree...please do so respectfully.• Decide together.
Good Books for Facilitators• Facilitator's Guide to Participatory Decision-Making. Sam
Kaner, and others. New Society Publishers, Philadelphia, PA (1996).
• How to Make Collaboration Work. David Straus. Berrett-Koehler Publishers, Inc., San Francisco, CA (2002).
• How to Make Meetings Work. Michael Doyle and David Straus. Jove Press, New York (1976).
• The Skilled Facilitator: A Comprehensive Resource for Consultants, Facilitators, Managers, Trainers, and Coaches. Roger Schwarz. Jossey-Bass Publishers, San Francisco, CA.
(2002, second edition).
Online Resources for Facilitators• Appreciative Inquiry, http://appreciativeinquiry.case.edu/• Future Search, http://www.futuresearch.net/index.cfm• Interaction Associates Ideas, http://www.interactionassociates.com• National Coalition for Dialogue & Deliberation, http://ncdd.org/• Open Space Technology, http://www.co-intelligence.org/P-
Openspace.html• Problem Solving Techniques,
http://www.mindtools.com/pages/main/newMN_TMC.htm• Study Circles, http://www.co-intelligence.org/P-studycircles.html• Using Online Tools to Engage and Be Engaged by the Public,
http://www.businessofgovernment.org/report/using-online-tools-engage-public
• Visualization in Participatory Programmes http://portals.wi.wur.nl/files/docs/ppme/VIPP_Unicef.pdf