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Transcript of National Association of State Conservation Agencies (NASCA) January 2014.
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“Planning, Leading & Facilitating the Best and Most Effective Meetings & Events” National Association of State Conservation Agencies (NASCA)January 2014
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Mike Brown – ModeratorRay Ledgerwood – Presenter
Board Works by Ledgerwood
Join the audio at: 646.307.1707 access code: 562-484-181
Join on the web at: www.joingotowebinar.com webinar ID: 829-266-929
Welcome to NASCAs Webinar
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Mike BrownNumber of Webinar Attendees
Opening Comments
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NASCA sponsored webinar for participants to learn practical tips and tools for planning, leading, facilitating meetings, committees, work sessions, and other events related to the work of an effective agency, association, chapter, or other organization including how to deal with disruptions, negative situations and poor meeting management.
Description
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All muted lines except presenters Questions via web – use
dashboard on your computerWill get to as many questions as
we canPresentation will be posted on
NASCA website with presenter contact info
Feedback welcome – kudos, comments, etc – email [email protected]
Logistics
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Ready to Write
Write down the “tips of the trade”
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Objective
Learn practical tips and tools for planning, leading, facilitating meetings, committees, work sessions, and other events related to the work of an effective association, chapter, or other organization including how to deal with disruptions, negative situations and poor meeting management.
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Agenda Opening & Characteristics of Great Meetings or
Events Effective Meetings Adult Learners and Participation Meeting Sponsor’s Request Session Designs Net Meetings, Teleconference Meetings or
Webinar Conducting a Session Audio Visuals in Meetings Types of Facilitation Questions & Question Techniques Controlling Disruptive Behaviors
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Been to a Good Meeting Lately?Participants identify
characteristics of great meetings or events they have participated in
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Elements of an Effective MeetingPurposeStructurePlan/DesignMembersLeadership Involvement
LogisticsSupplies/
Equipment InformationActionsRecordEvaluation
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Three Part Process
Preparation Conducting a Meeting Follow-up
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Preparation
Realistic goal definedDecide what to accomplishMake sure goal can be
accomplishedDevelop a list of questions and/or
problems to discussFacilitiesParticipantsAgenda with time framesDiscussion outline
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Conducting a Meeting
Start on timeSelf
introductions“Housekeeping
” itemsFollow agendaEncourage
participationStimulate,
guide, & control discussion
Strive to achieve consensus
Accurately capture comments
Firm up decisions
Make assignments for pending work items
Set up next meeting times, dates, & purpose
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Follow-up
Action items, tasks, people, and times clearly identified
Prepare report or minutes of the meeting
Evaluate the effectiveness of meeting
Decide how next meetings can be improved
Leader should periodically check on progress of work items
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Top Twelve Ideas
1. Prepare agenda2. Specific goals & objectives3. Roles (leader, facilitator,
recorder) 4. Emphasis on “getting the job
done”5. Maintain informal, relaxed
atmosphere6. Stay with agenda
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Top Twelve Ideas
7. Encourage all to participate8. Everyone understands agenda &
goals9. Brainstorming is encouraged10. Encourage sharing of ideas11. Agreements by consensus12. Criticism is frank w/o personal
attack
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Evaluating Meeting Effectiveness
Clarity of goals Participation Interaction Individual Contributions Leadership Decision-making process Overall organization Control Productivity
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For More Ideas
EffectiveMeetings.com
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Adult Learners
Motivation Adults learn things that are:
Relevant Practical Have to learn to:
▪ Solve problems▪ Help manage work situations▪ Help them cope with life-changes and
events
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Adult Learners
Strong Secondary Motivators Self-esteem Personal pleasure
Physically & psychologically comfortable
Physical needs Emotional & psychological needs
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Adult Learners
Bring life experience, knowledge, expectations Acknowledge tap it, use it Expectations
New knowledge integrated New learning not fitting old -
rejected Bridge by asking questions
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Adult Learners
Actively involved Discussions, exercises, activities Expectations, managing, evaluation
Secretly fear failure Resist grading Learn to do things better
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Basic Learning Process
Learning ClimateDesire, Interest or NeedUnderstandingMental ModelsApplicationFeedback
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Sponsor’s Request
Session objectivesParticipants Issues Challenging Individual(s)Face-to-Face Meeting
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Questions for the Sponsor/Manager
Meeting accomplish Success look likeWho will attend Challenges Decision criteriaHow will decisions be madeMeeting notesTime & place
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Session Designs
Different Events - Different Designs Team Building Planning Presentation Conflict Resolution Public Meeting Board Meeting Staff Meeting Large Forum Other
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Team Developmentby Bruce Tuckman
FormingStorming NormingPerformingAdjournment
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Session Designs
ObjectivesPlanning ExercisesTimingActivitiesWorksheet
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Planning & Preparing – Logistics
Where to HoldType of Room Arrangement
Lighting, Heat or CoolingTravel & LodgingSupport EquipmentBreaks & MealsRegistrationRecreation?
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Planning & Preparing – Logistics & Room Setup
A Checklist
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Net Meetings & WebinarsElements for a Successful Webinar: Topic suitable for this type of session Identify target audience Promotion of the webinar or net
meeting Session design / outline development
including major sections and key points
Timing and duration of presentations
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Webinars
Elements for a Successful Webinar: Materials developed and/or organized Facilitator / moderator identified Presenters identified Attendees registration Practice session Materials to attendees Evaluation & feedback system
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Webinars
Additional Tips - Webinar: Audio connectionOne way audio (muting all)
utilized Questions via web for webinar
can remove hostility, tone, attitude
Visuals are presented by one computer
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Webinars
Additional Tips - Webinar: Stay with outline and talking
pointsExamples (no names)Webinars and net meetings can
be overdone Reports can be generatedFeedback system
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Net Meetings
Additional Tips – Net Meetings: Ideal for smaller groups that are
working on documents, projects, presentations, policies, procedures
Teleconference etiquette more important – muting, identification of speaker, noise, bad phones, cell phones and worn out batteries
Similar elements and tips to webinar on a smaller scale including items below
Audio connection can be over the computer or by telephone (toll)
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Different Events – Different Room Setup
Classroom Herringbone Rounds Squares Board Hollow Square U-shape Other
Room Setup
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Content Mastery
Go to School on OthersTake NotesRead Support MaterialsTalk to OthersObserve the Process or SkillTalk to “Master Performers”Use the Skills
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Need to be consistent across the four modes
Like the legs on a chair the four modes work together to support our message
Building Credibility, Clarity, and Participation
Audiovisual
NonverbalSymbolic
Verbal
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Sending Messages to Participants
Four Ways Verbally Nonverbally Symbolically Audiovisually
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Audiovisual Aids - Purpose
Capture Attention Increase Understanding Focus Attention on Key Points Accelerate Learning Increase Retention Break Language Barriers
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Audiovisual Aids - Principles Stimulate Participation Increase Learning Clarify Concepts Are Simple Are Visible from a Distance Follow a Similar Format or Theme
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Audiovisual Aids - Guidelines One Main Idea per Visual Six Words per line Six Lines per Visual Horizontal Format Use Color!! Use Graphics!!
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A Facilitator is
The person responsible for helping a group develop an effective process for accomplishing its purpose
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Types of Facilitation
SoftEnlightenedOpen-EndedPredetermined OutcomeManager Other
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Facilitator Roles
Provide Helpful TechniquesKeep Group Focused on TaskPeriodically Review ProgressEncourage ParticipationProtect IdeasManage ConflictConfront Disruptive Behavior
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Facilitators Should Avoid --
Judging or Criticizing Ideas or Values of Others
Projecting Their Own Ideas - Using Their Facilitator Role to Argue for Them
Making Procedural Decisions for the Meeting Without Consulting Participants
Making Lengthy Comments
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Preparing to Facilitate
Ten Tips 1. Review Written Materials2. Know Your goal3. Plan Timelines4. Make Your Own Notes5. Plan How to Present Key Concepts6. Plan Participation Methods7. Plan the Questions8. Plan & Prepare Audiovisual Aids9. Practice10.Plan to Have “Fun”
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Types of Questions
Open Questions Leading Questions Reflective Questions
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Tips – Good Questions
Plan questions in advance Challenge participants Concise and clear Write out key questions Start with general, open
questions Start with easy questions Direct questions to different
participants
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Fielding Questions
Important facilitation skill Affects adult
learning/participation climate Affects credibility Four strategies – depend on
situation and goal
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Strategies for Fielding Questions
Refer question to the group Direct question to another
individual in the group Ask participant how they would
answer the question Answer the question yourself
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Handling Hostile Questions Rephrase the question –
“attacks” into “concerns” Ask group to respond to a
hostile person Allow their own opinion Examples of handling
hostile questions
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Problem People
Latecomers Early Leavers Broken Records Doubting
Thomases Headshakers Dropouts Loudmouths
Attackers InterpretersGossipersKnow-It-AllBackseat DriverBusybody Interrupters
How to Make Meetings Work, New York: Whden Books, 1976
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Levels of Intervention
Confront before the whole group
Address privately Directly approach Ask group Walk to disrupters Walk half-way toward
disrupters Stand up – refer to flip
chart Use gestures and body
language Agree Make eye contact Remain silent
low
High
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Facilitation Decisions
“Vote or Not-to-Vote” - DiscussionFacilitator as a participant –
DiscussionOther facilitation decisionsOther topics
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Roundtable Discussion
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Join us for additional webinarsVisit www.nascanet.org for more
information.
Announcements
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NASCA Executive Director Mike Brown
Email [email protected]
Closing Comments
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Ray LedgerwoodOwner1260 SE Harvest DrivePullman, WA 99163Cell 208.301.4728Email
Board Works by Ledgerwood