Tips and Tools to be effective

Facilitating for outcomes

Anita Rao

April 2013

Agenda

Process

Preparation

Ground Rules

Follow up – tool

Checklist

Accountable for…

Appendix

Workout (for mature facilitators)

Process

Purpose • Agree on the purpose

Outcomes • Develop clear measurable outcome statements • These should be benefits for stakeholders • Provides focus and means for evaluation

Steps

• Brainstorm what needs to happen; before, during, and after • Determine and hand out pre-work assignments based on outcomes,

agree on responsibilities for completion • DACI for outcomes

Capabilities • Ensure right skills, participation • Outline attitudes, behavior, ground rules • Resources required for all stages

Feedback • Evaluation criteria • Capture learning for continuous improvement cycle

Source Murray Hiebert & Bruce Klatt

Process Planning Effective Interactions

Purpose

(brainstorm what the purpose is, and is

not, then prioritize)

Why?

Clarify Purpose

Outcomes

(develop observable/measurable outcomes

for each high priority purpose)

What will we take away from this meeting?

Goal Statements

Steps

(brainstorm steps then put in sequence,

assign pre-work)

What steps do we need to take to achieve our

outcomes?

Capabilities

(who needs to participate, and what

specifically is needed from each)

Who needs to be at this meeting, and what

groundrules can we use to guide our actions?

Feedback

(Evaluation, informing others, follow-

through on decisions)

What evaluation and follow-through will be needed

after this meeting?

Source Murray Hiebert & Bruce Klatt

Tool – Why? What? How?

Suggestions for a meeting Agenda

Meeting Purpose

Date, Time, Location

Attendees, Roles, (Facilitator, Scribe, …)

Agenda Item (Person responsible, time allocated, measureable

outcomes)

Pre meeting requirements and responsibilities (any preparatory

work)

Ground Rules – a sample

We will start and end on time.

Every meeting will have written Agenda and expected results.

Someone will summarize the decisions before we move on to

the next topic.

Only one person will talk at a time. No side conversations.

It is ok to disagree or to present another point of view.

If someone becomes emotional over an issue, the next person

must summarize before responding.

If you don’t agree, say so inside the meeting. Outside the

meeting everyone will support all decision that were made in

the meeting.

Source Murray Hiebert & Bruce Klatt

Tool – Minutes, Actions, Decisions

Suggestions for follow up

Meeting Purpose

Date, Time, Location

Attendees, Roles, (Facilitator, Scribe, …)

Agenda Item (Meeting decision or action, owner, deadline)

Checklist

Steps

• Plan using a tool

• Pick participants

• Agree on Agenda

• Discuss roles

• Plan resource requirements

Preparing

1

Starting

2

• Start on time

• Refine agenda, purpose, outcomes,

• Solicit active participation

• Review ground rules

Ending

4

• End on time

• Solicit commitment on decisions and action items

• Review outcomes per agenda, purpose

Following up

5

• Send minutes in 24hours

• Follow up on action items

• Report progress

Advancing

3

• Manage meeting process

• Get closure on each agenda item

• Keep discussions on time

• Encourage innovative dialog

Source Murray Hiebert & Bruce Klatt

The facilitator is accountable for…

Facilitator

Ensure that meetings are well planned with a clear purpose and clearly defined outcomes

Ensure that the right people are invited to participate

Ensure that participants come prepared

Hold all participants responsible for contributing to the success

Ensure that meetings achieve their defined purpose and outcomes

Ensure that meeting minutes are accurate and sent promptly

Source Murray Hiebert & Bruce Klatt

Appendix

For Mature Facilitators

Workout (for mature facilitators)

Steps

•Briefed on goals

•Objectives

•Agenda

•Process

•Ground rules

Introduction

1

Brainstorming

2

•Cross functional teams

•Discuss different aspects of problem

• Top 10 ideas

Action Plans

4

•Develop action plans

•Prepare presentation with data to get approval from sponsor

Town Meeting

5

• Teams present ideas to sponsor

• Sponsor asks questions

• Sponsor makes “yes/no” decisions

Gallery of Ideas

3

• Each team presents 10 best ideas

•All teams vote on 3-4 ideas from each team’s top 10

Source Ulrich, Kerr, Ashkenas

Thank You

Twitter @anitaprao;

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