Thought Leader Webinar Series - Wilkinson - Smith presentation 05-01-14
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Transcript of Thought Leader Webinar Series - Wilkinson - Smith presentation 05-01-14
Virtual Facilitation: Leading Distant Teams Through a Facilitative Approach
Presented by Leadership Strategies, Inc.Adapted from our training, Facilitating Virtual Meetings: Comprehensive
© 201 4 LEADE RSHIP ST RATEG IES, INC .
www.leadstrat.com
Richard SmithPrincipal Facilitator
Certified Master Facilitator
I. Getting Started
Faci
litat
or
Michael WilkinsonFounder and CEO
Certified Master Facilitator
Faci
litat
or
2 COPYRIGHT 2014, LEADERSHIP STRATEGIES, INC.
Who is Leadership Strategies? The leading provider of facilitators and facilitation training in
the U.S. Over 500 facilitators in our network (FindaFacilitator.com) The most Certified Master Facilitators Public classes in over 12 major cities in the United States Over 19,000 trained in facilitation skills through The Effective
Facilitator Conducting webinars and virtual training on a multitude of
platforms since 2007 (e.g., Adobe, Citrix, Cisco and Microsoft)
3COPYRIGHT 2014, LEADERSHIP STRATEGIES, INC.
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Session Objectives
1. Outline a comprehensive methodology for facilitating your teams virtually.
2. Provide techniques you can begin using immediately.3. Provide next steps for those who would like to learn more.
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Survey
Complete the short survey at the end of the session and receive:– A free white paper, “The Rise of Virtual Meetings: Driving
Engagement in a Virtual World”
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The Meetings Framework
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What If?
Rights VisionMeetings Blueprint
Master Plan
Preparefor the
Meeting
Startthe Meeting
Runthe Meeting
Closeand Follow-up
The Virtual Meetings Framework
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What If?
Vision
Meetings BlueprintPrepare
for the Meeting
Startthe Meeting
Runthe Meeting
Closeand Follow-up
Virtual Platform -
Webinar Agenda
I. Getting StartedII. Preparing for the Virtual SessionIII. Starting the Virtual SessionIV. Running the Virtual SessionV. What if Dysfunction?VI. Review: Virtual Facilitation Tools and TechniquesVII. Next StepsVIII. Questions & Answers
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Handling Questions If you have questions:
– Call 800.824.2850– Contact us online at www.leadstrat.com– Email [email protected]– Connect on LinkedIn – The Leadership Strategies Facilitation &
Leadership Community
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Poll: How Many Virtual Meetings/Sessions Have You Led or Attended?
How many virtual meetings/sessions have you led or attended in the last 3 months?a. More than 20b. Between 10 and 19c. Between 5 and 9d. Between 1 to 4e. None
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Why are Virtual Teams and Meetings So Different? Getting them to see what they can only hear. Keeping them engaged … when they know you can’t see them.
…X-Virtual Meetings 1 person is remote and everyone else is present Everyone is remote, no one is local Everyone is present except you, the meeting leader
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Facilitating a UK Monitoring Session
Video Camsat each table
Full RoomFacilitator
Webinar Agenda
I. Getting StartedII. Preparing for the Virtual SessionIII. Starting the Virtual SessionIV. Running the Virtual SessionV. What if Dysfunction?VI. Review: Virtual Facilitation Tools and TechniquesVII. Next StepsVIII. Questions & Answers
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Poll: True or False?
In a virtual session, the most important things to KNOW in order to be fully prepared are the participants, the process, and the (desired) products.
Answer: FALSE! Why: The MOST IMPORTANT thing
to know in preparing for a meeting is the meeting purpose.
Psst! We will uncover the 6 Ps of Preparation!
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II. Preparing for the Virtual Team Session The 6 Ps of Preparation:
1. Purpose – Why are we having this session?2. Product – What do we need to have when we are done?
– Hands, Head, Heart3. Participants – Who will be attending? What are their
attitudes?4. Probable Issues – What issues will be addressed?5. Process – What steps will get us there?6. Place – How do you effectively utilize your virtual meeting
environment/platform?
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Sample Agenda / Detailed Agenda
A. Getting startedB. How does it work today?C. Strengths / areas for
improvementD. Potential improvementsE. PrioritiesF. Implementation planG. Close
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A. Getting Started
ProcessList the key topics participants want to discuss; group the topics into categories.
Virtual
Details
Have participants record their key topics on the whiteboard.
Move items on whiteboard into groups.
Timing 10 minutes (2 + (12 issues x 0.5) + 2)
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Special Virtual Ground Rule Examples Announce yourself when joining the meeting and inform the
group if you are leaving the meeting early. Always identify yourself before speaking. Avoid using the “hold” button, especially when music or other
sounds result. Order of speakers will be consistent. Stay 100 percent focused during the meeting; avoid doing
other work, answering e-mails, etc. Remember the remote.
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The Virtual Meeting Environment Setting up the virtual meeting room The virtual meeting invitation Software prep for participants and typical challenges Software prep for the facilitator The moderator Other considerations/differences
– Use and timing of slides
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Do You Need a Moderator? Support all technical issues. Assist with chat rooms, polling questions, documentation,
maintaining the Parking Boards. Other considerations
– Monitoring activity– A second voice for variety
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The Roll Call List During the virtual meeting, you will frequently invite each
person to speak on a topic. It is helpful to use the same order each time. Accordingly, prepare a list of participants and locations.
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Andrea, Atlanta Bill, Boston Cleve, Chicago Ken, Dallas Trina, Denver Vanessa, San Diego Kathy, Atlanta (project manager)
Decide the meeting’s purpose.* Define the meeting’s products.* Confirm that the meeting is
necessary.* Select the participants.* Identify probable issues.* Develop the process (agenda).* Choose the virtual platform.* Determine key methods and
timings.
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Checklist for Preparing
Determine meeting rooms, date, and time.*
Develop and distribute the meeting notice.*
Hold preliminary discussions beforehand, as needed.
Prepare the virtual meeting room.*
Articulate your ground rules. Prepare a roll of participants. Prepare your opening words.
* = Recommended for all meetings
Webinar Agenda
I. Getting StartedII. Preparing for the Virtual SessionIII. Starting the Virtual SessionIV. Running the Virtual SessionV. What if Dysfunction?VI. Review: Virtual Facilitation Tools and TechniquesVII. Next StepsVIII. Questions & Answers
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Poll: True or False?
After introductions if necessary, meetings should generally start with a review of the agenda.
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Answer: FALSE! Why: Start with purpose. (Remember the first
“P” of the 6 Ps of Preparation!)
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III. Starting the Virtual SessionSet the Stage With Your Opening Every time you bring your virtual team together,
you must do four things…right from the very beginning.
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-EXCITE
EMPOWE
R
INVOLV
E
INFORM
III. Starting the Virtual SessionSet the Stage With Your Opening Through your opening words, you must …
– Inform participants about the purposeand product.
– “The purpose of this meeting is… When we are done, we will have…”
EXCITE
EMPOWER
INVOLV
E
INFORM
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Through your opening words, you must … – Excite participants about benefits. – What is the overall result to
be achieved? WII-FM?
III. Starting the Virtual SessionSet the Stage With Your Opening
EXCITE
EMPOWER
INVOLV
E
INFORM
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Through your opening words, you must … – Empower participants by discussing the
important role they play in the process. – Why were they selected?
What authority have theybeen given?
III. Starting the Virtual SessionSet the Stage With Your Opening
EXCITE
EMPOWER
INVOLV
E
INFORM
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Through your opening words, you must… – Involve participants through personal
objectives and participation.– “What are the key topics you
want to make sure are coveredin this session?”
III. Starting the Virtual SessionSet the Stage With Your Opening
EXCITE
EMPOWER
INVOLV
E
INFORM
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Challenges to Involving in the Virtual Environment What if most are virtual with video tool? What if most are virtual with audio only (teleconference)? What if there is a blend of virtual/in-person environments?
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Webinar Agenda
I. Getting StartedII. Preparing for the Virtual SessionIII. Starting the Virtual SessionIV. Running the Virtual SessionV. What if Dysfunction?VI. Review: Virtual Facilitation Tools and TechniquesVII. Next StepsVIII. Questions & Answers
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IV. Running the Virtual Session Engagement Techniques for the
Virtual Environment. Why What? Slideboards Whiteboards Polling questions Sharing the desktop Round robins/mini round robins Sharing materials (before, during
and after the session) Chat box
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Whiteboard
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Whiteboard (consider having NetSpeed create an Whiteboard sample
screen shot for us using Adobe) --- optional if you elect
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Round Robin / Mini-Round Robin Using the role call list, round robins and mini
round robins are an effective way to engage the participants during a virtual meeting.
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Andrea, Atlanta Bill, Boston Cleve, Chicago Ken, Dallas Trina, Denver Vanessa, San Diego Kathy, Atlanta (project manager)
Chat box (consider having NetSpeed create an Adobe chat box screen
shot for us)
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Chat box
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Poll: True or False?
When recording information on a whiteboard or slideboard, it is okay to paraphrase as long as you ask people for permission.
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Answer: FALSE! Why: When you write (type) your words, you
disempower the group and reduce ownership.
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Record what is said without regard to valueor completeness– If what is said is incomplete…
record it!– If what is said can be
improved upon…– If what is said is not what you
were looking for…– If what is said is wrong…
Still Record It!
Write First, Discuss Second – Even When You’re in Separate Rooms!
By recording what is said, you are saying, “Thank you for making a contribution”
You can use questioning techniques to make sure that the comment is refined or deleted later
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TYPE
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Poll: True or False?
When formulating questions to get lots of ideas, the most important attribute of the question is that it is open-ended.
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Answer: FALSE! Why: The key is to formulate a question that
helps the participants visualize the answers!
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The Starting Question
Question Type AThe first thing we want to talk about are inputs. What are the inputs to the scheduling process?
Question Type BLet’s start with… If you were about to develop the school schedule, what is the information you would need to have close by?
You are interviewing a group of school registrars to talk with them about the scheduling process. Which is the better starting question? Why?
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Ask Great Starting Questions
Four parts to Great Starting Question in Virtual Sessions
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1. Notify who will start responding (Why is this so important in the virtual setting?)
2. Begin with an image-building phrase (“think about,” “imagine,” “consider,” “if”)
3. Extend the image to the answers (at least two phrases)4. Ask the direct question (Type A) to get the information
you want
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Ask Great Starting Questions
Scenario: You want the participants to identify the steps in the hiring process.
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What is the Type A question? “What are the steps in the hiring process?”What image-building phrase can you use? “Think about the last time you hired someone.”How do you extend the image to the answers? “Think about all the things you had to do to get that person
hired, all the steps you had to go through, all the people you had to talk with, the forms and everything…”
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Ask Great Starting Questions
Scenario: You want the participants to identify the steps in the hiring process.
The Type B Question “We will start this with… Think about the last time you hired
someone. Think about all the things you had to do to get that person hired, all the steps you had to go through, all the people you had to talk with, the forms and everything… What are the steps in the hiring process?”
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Ask Great Starting Questions When do you use a Type B?
– At the beginning of every agenda item It takes preparation!
– If you don’t prepare, you will most likely use a Type A Create a list of Type B questions for the standard sessions you
facilitate.
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Webinar Agenda
I. Getting StartedII. Preparing for the Virtual SessionIII. Starting the Virtual SessionIV. Running the Virtual SessionV. What if Dysfunction?VI. Review: Virtual Facilitation Tools and TechniquesVII. Next StepsVIII. Questions & Answers
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Dysfunctional Behavior
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* Arriving late, leaving early
* Silence, lack of participation
* Side conversations
* Doing other work in the session
* Negative physical reactions (video)
* Audible sighs of displeasure
* Negative comments about a participant
* Verbal attack directed at a participant
* Exiting the “room” in disgust or unannounced
Degree of Dysfunction
Seve
rity
of D
isrup
tion
As the degree of thedysfunction increases,the severity of thedisruption causedby the dysfunctionincreases as well.
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What Dysfunctions Are in Your Virtual Settings?
What are the types of dysfunctions common in your virtual settings?
Please type your answer in the Chat Panel.
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Understanding Dysfunctional Behavior
Dysfunctional behavior is any activity by a participant that is consciously or unconsciously a substitution for expressing displeasure with the session content, the facilitation process, or an outside factor.
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Separate Symptom from Root Cause Treat dysfunctional behavior as a sign that the participant is
asking for help The participant is waving a red flag that is masking the real
issue (root cause) Dysfunctional behavior is a symptom Dysfunctional behavior tends to get worse over time
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Address Dysfunction Effectively
APPROACH PRIVATELY OR GENERALLY
EMPATHIZE WITH THE SYMPTOM*
ADDRESS THE ROOT CAUSE
GET AGREEMENT ON A SOLUTION
The general formula for addressing dysfunction:
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Late Arriver / Early Leaver Drop-out* Loudmouth Storyteller Broken Record Naysayer*
Dysfunctions Chatter* Workaholic Verbal Attacker Door Slammer Physical Attacker
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DysfunctionsDysfunction Suggested Action
Drop-outMaintains silence, fails to participate
- Remind the group of ground rules. (Everyone speaks.)
- Employ a round-robin brainstorming activity to get everyone involved.
- Do a mini round-robin.- Discuss privately during break to
ensure there is not an additional problem.
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DysfunctionsDysfunction Suggested Action
NaysayerDemonstrates negative physical reactions, voices audible sighs of displeasure
- Say with optimism, or jokingly, "It appears that we have some concerns about this alternative. Let's talk about it. What are the issues?"
- Seek buy-in by asking, "How can this be made better?"
- At the break, attempt to reach a solution in which the person will openly speak about concerns during the group session.
- Be sure to get all the issues out.
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DysfunctionsDysfunction Suggested Action
ChatterHolds side conversations
- Remind the group of ground rules. (Respect the speaker.)
- Discuss privately during break to ensure there is not an additional problem.
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Some forms of the Chatter may not be dysfunctional in the virtual world!!! -
Webinar Agenda
I. Getting StartedII. Preparing for the Virtual SessionIII. Starting the Virtual SessionIV. Running the Virtual SessionV. What if Dysfunction?VI. Review: Virtual Facilitation Tools and TechniquesVII. Next StepsVIII. Questions & Answers
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Review: Virtual Facilitation Tools and Techniques The Platform Polling Questions Ground Rules for Virtual
Sessions Roll Call List Whiteboards Round Robins Mini Round Robins Chat Webcam
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Other Potential Features– Breakout Rooms– e-Biz cards– Raising hands– VoIP and Telephony– Synchronous and
Asynchronous Sessions
DONE! Review Objectives
1. Outline a comprehensive methodology for facilitating groups virtually.
2. Provide techniques you can begin using immediately.3. Provide next steps for those who would like to learn more.
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Webinar Agenda
I. Getting StartedII. Preparing for the Virtual SessionIII. Starting the Virtual SessionIV. Running the Virtual SessionV. What if Dysfunction?VI. Review: Virtual Facilitation Tools and TechniquesVII. Next StepsVIII. Questions & Answers
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Next Steps – Learn MORE!
How to learn more… Training:
– Facilitating Virtual Meetings: Comprehensive– The Effective Facilitator– Get yourself AND your staff trained in virtual facilitation
skills!
Book: – CLICK: The Virtual Meetings Book
Facilitator Guides: 15 step-by-step facilitation guides for meeting leaders (ex: strategic planning, project planning, etc.)
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Would you like us to follow up with you?
Next Steps – Learn MORE!
Questions?
800.824.2850Or, submit your questions for open discussion
on the Linked-In “Leadership StrategiesFacilitation & Leadership Community” Group
Join us on Facebook at www.Facebook.com/Leadstrat
and Twitter @Leadstrat
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