Facilitation Skills
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