Facilitation Skills

Meeting Facilitation Training

Capt. Darrell Atteberry

Wichita Police Department

Facilitator fa·cil·i·ta·tor

fəˈsɪl ɪˌteɪ tər-[fuh-sil-i-tey-ter]–noun

1. a person or thing that facilitates. 2. a person responsible for leading or coordinating the

work of a group, as one who leads a group discussion: Each committee will meet with its facilitator.

[Origin: 1815–25; facilitate + -or2 ] Based on the Random House Unabridged Dictionary, © Random House, Inc. 2006.

What is a facilitator?

Literally means: ‘making things easy’ A person who helps a group or team to:

– achieve results in interactive events– Use a range of skills and methods– bring the best out in people as they work

together– focus on the process of - how

What a facilitator is NOT

participant in the team team leader team organizer/administrator, negotiator on the team’s behalf, servant who simply does the

bidding of the team expert trainer

Facilitator’s Role: Overview

cope with uncertaintyuse power of credibility to help address

issuesbe calm in times of emotionsupport and counsel others

be understandablemobilize energy examine difficult

issues and help others to do so

take themselves less seriously

emphasize success

The facilitator focuses on:

The process of conducting a meeting

Maintaining focus on the end results

Why do meetings need facilitators?

Two heads are better than one.

– To assure that better decisions are made, meetings often need to be facilitated.

– A well facilitated team meeting is generally more effective and more efficient.

Reasons for Meetings

Decision makingTo share informationTo plan workTo learn from one anotherCreate buy-in for a project or programTo solve problems

Preparation and Planning

Preparation– If you have a chance to prepare before the

meeting, take advantage of it!– Preparation involves deciding what methods

and tools to use/provide during the training.– Remember

Who, What, When, Where, Why, How

– Why is the meeting being held?– What tasks are planned?– What is the overall goal of the meeting?– Is the meeting only a part of a larger goal?– Who is invited?– If decisions need to be made, are the right people

going to be present? Who is not going to be at the meeting

– When is the meeting scheduled? – How long will it be?– Where is the meeting to be held?– How is the room arranged?– Do the participants know each other?– What is the history of the participants?

Preparation and Planning

Planning – Once information is gathered about the meeting, the facilitator can start planning.– Decide which tools and/or techniques to use

during the meeting. Voting Discussion

Meeting Agendas

Defined: The meeting agenda is the document that defines what will take place at a meeting.

A meeting agenda should contain:– the date, time, and location of the meeting– the objective of the meeting, – and the list of tasks to be addressed.

Agenda Example

Handout Example– Discuss

Ground Rules Ground rules help meeting participants establish

appropriate ways to interact with each other during the meeting.

Common Ground Rules:• Attend all meetings and be

on time.• Listen to and show respect

for the opinions of others• Follow the agenda -stay on

track• The only stupid question is

the one that isn’t asked

• Ensure that credit is given to those to whom it is due

• No disruptive side conversations

• Cell phones and pagers off or on vibrate.

Focusing on the Meeting

It is important for the facilitator to properly prepare for the meeting. It is equally important for the participants to be focused.– A meeting without focus will usually be

unproductive, and may result in conflict.

Keeping the Meeting on Track

Keeping the team on track starts with good preparation and includes the use of appropriate process intervention.

– Process intervention is an interruption by the facilitator of the meeting process and conversation in order to refocus the participants and/or to rebalance group interactions.

Keeping the Meeting on Track

The following are examples of the Five (5) most common situations requiring intervention to keep the meeting on track, with example suggestions on how to intervene in each situation.– Side-Bar Conversations– Staying on Time– Never Ending Discussion– Conflict (personal attacks)– Returning from Breaks

Group processes: intervening

model appropriate behavior ensure involvement enable understanding keep a task-related focus push for action outcomes manage time ensure that a record is created

Interpersonal Skills/Basic Facilitation Skills

listening

questioning

language &

communication

using

feedback

conflict handling

Questioning

Use O P E N to probe: “Who, why, what, when, how?”

Use CLOSED (yes/no answers) to redirect/ summarize: “Are you saying that…?”

Questioning

Use YOU questions How do you see this? What are your priorities? How important is ...... to you? Tell me more about ......? What if.......Why........How......?

Using Feedback

Help participants to think through

these questions:

1. What did you do well?

2. What could you have done

even better?

3. What prevented you from doing

even better; what’s the plan to

do even better in the future?

Conflict Handling

identify points of agreement reformulate contributions to highlight

common ideas encourage people to build on others’

ideas test for false consensus test consensus for relevance/motivation

Cross-Cultural DynamicsVariable language skillsRecognition of cultural differences without

reinforcing stereotypesDifferent cultural norms about politeness

and communication style i.e. interruption & argumentativeness

Awareness of perceived status differences between cultures

Loyalty towards one’s own cultural group

Helpful Attitudes & Values for Facilitators

Don’t have a: My mind-set won’t help them attitude

Everybody is human, unique with potential to contribute to the process

It’s OK to teach There is no one best way People never argue with their own data Facilitators can’t win arguments Silence is OK Don’t push the river

Managing Data

It is up to the facilitator to make sure that:– Everyone hears, sees and understands

What is presented What is being offered What is going on What is agreed to

– That work products and decisions are accurately captured.

Ways to Manage Data

Running Memory– Flip Charts– Butcher paper on the walls– Dry Erase Boards– Chalk Boards– Shared Materials– Electronic Documents projected on a screen

After the Meeting

Task Reminders– Use Microsoft Outlook Calendar

Place reminders on the calendar to keep your work focused and on schedule.

Use the reminders/schedule to help others stay focused.

After the Meeting

Reminders– Notes

Send a copy of the actual meeting notes to attendees so everyone is on the same page.

– E-mails Send an electronic copy of the meeting notes to the

attendees so everyone is on the same page.– Phone calls

Call to confirm goals and objectives.

Good Facilitation Brings

Co-operation

Results

Resources

The International Association for Facilitation – http://www.iaf-world.org or 952.891.3541

The American Society for Quality– http://www.asq.org or 800.248.1946

The Human Development & Leadership Division– http://www.asq-hdl.org