Meeting facilitation 2.0 - Vadim Nareyko

MEETING FACILITATION 2.0Vadim Nareyko, 2016

TRAIN FACILITATOR’S SKILLSGoal

Target by Jasper Johns (Creative Common license)

PLANFrom To Activity09:30 10:00 Registration10:00 10:30 Introduction - Plan - Rules - Acquaintance10:30 11:20 What’s Meeting Facilitation?11:20 11:50 Facilitator’s Skills. Principles of Facilitation11:50 12:20 Case Study. Expected Result. Demo Session.12:20 12:40 Coffee break & Networking12:40 13:20 Results. Why do we need facilitation. Facilitator roles. Group dynamics13:20 13:50 Facilitators. Pitches. Team creation.13:50 14:30 Session 114:30 15:30 Lunch15:30 15:45 Content facilitation15:45 16:10 Presentations. Process feedback. 16:10 16:30 Meeting opening and Closing16:30 17:30 Session II (with Opening and Closing)17:30 17:50 Presentations. Process feedback. 17:50 18:10 Coffee break & Networking18:10 18:30 Non-Verbs Listening Skills. Questions. “You” and “I”18:30 19:30 Session III (Opening, Closing, Listening Skills)19:30 20:00 Closing session

WANTED 2 ASSISTANTSRecorder and Break Monitor

Venice Muscle Beach by Lin Mei (Creative Common license) Dark muscle woman by Rikard Elofsson (Creative Common license)

HOW WE WORK TODAY?• Use cellphones is the silent

mode

• Ask questions

• Write down your thoughts

• Share knowledge and ideas

• Speak using “I”

• Post results to Facebook Is Brainstorming the Enemy of Innovation? by Crispin Blackall (Creative Common license)

VADIM NAREYKO

• https://www.linkedin.com/in/nareyko

• https://www.facebook.com/vadim.nareyko

ACQUAINTANCE

• Stand up and work in pairs with a pen and a paper

• Find a person you don’t know or haven’t seen for a long time

• Ask questions and write down answers (q’s are on the next slide)

• When finish - give a paper to the trainer

Handshake by AK Rockefeller (Creative Common license)

QUESTIONS• What’s your name?

• Who are you?

• Why do you join this event?

• What’s the most important question you have (regarding the topic)?

• How this event may help in your life?

WHAT’S MANAGEMENT MASTERS SCHOOL?

• http://www.slideshare.net/nareyko

• https://www.youtube.com/user/ManagementMasters

• https://www.facebook.com/ManagementMasters/

WHAT’S MEETING FACILITATION?Vocabulary

Everybody is surrounded by many question marks!!! by ePi.Longo (Creative Common license)

WHAT’S MEETING?

– Meeting and Convention Planners. (2009, December 17). U.S. Bureau of Labor Statistics.

“A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as

sharing information or reaching agreement”

MEETING TYPES

• In groups (5 people) collect different meetings types

• Try to categorise results

• Post results to the Facebook group

• You have 15 minutesStructure by Herr Olsen (Creative Common license)

MEETING TYPES

Reason Members

Frequency

Specials

Kick offWork

Ad hocRetrospectiveInvestigative

Pre-Bid

BoardManagement

StaffTeam

One-time Recurring Series

Off-site Stand-up One-to-one

WHAT’S FACILITATION?

–Wikipedia

“Facilitation is any activity that makes tasks for others easy, or tasks that are assisted”

MEETING PROBLEMS

• In groups (6 people) collect standard meetings problems

• Try to categorise results

• Post results to the Facebook group

• You have 15 minutesNo problems by Eli Christman (Creative Common license)

WHO’S FACILITATOR?

FACILITATORA facilitator is an individual who enables groups and organizations to work more effectively; to collaborate and achieve synergy. She or he is a “content-neutral” party who by not taking sides or expressing or advocating a point of view during the meeting, can advocate for fair, open, and inclusive procedures to accomplish the group’s work.

Sam Kaner, Facilitator's Guide to Participatory Decision-Making

HOW FACILITATION DIFFERS?Facilitation Skills for Team Leaders

Donald Hackett, Charles L. Martin

Difference by Alper Çuğun (Creative Common license)

Training Presenting Facilitation

Participants are present to learn

Audience is present to receive prepared

remarks

Participants are members of teams whose mission is to recommend quality

improvement

Objectives are based upon learning

Objectives are based on what is to me

communicated (inform, sell, motivate, describe)

Objectives are based on process improvements

Instructor asks questions to evaluate learning

Presenter primarily answers rather than asks

questions

Questions are used to develop individual

involvement

FACILITATOR’S SKILLSWho is facilitator?

IMG_1606 by MAZA FIGHT (Creative Common license)

FACILITATOR SKILLS

1. Write down 5 skills of facilitator

2. Do 5 times:

1. Rise your hand and find another person with risen hand

2. Exchange your ideasWriting by jeffrey james pacres (Creative Common license)

FACILITATOR’S SKILLSFacilitation Skills for Team Leaders

Donald Hackett, Charles L. Martin• Planning for a team meeting

• Knowing how to ask questions

• Being an active listener

• Knowing how to use flip chart

• Remaining neutral on content issues

• Encouraging open communication

• Encouraging team problem-solving and decision-making

• Knowing how to lead using problem-solving tools

• Sensitive to capturing and maintaining documentation

• Maintaining team focus

• Giving verbal and written feedback

• Developing a culture of teamwork

• Tolerating and smoothing conflict

ARE YOU READY TO DO SOMETHING NEW IN 2016?

MMS PLAN 2016• 12+ events

• Each event has separate Organiser

• 6+ events in other cities or in country side (i.e. camping, “MMS Base”, “Naroch”, “4-days”)

• Trainers and Organiser work for free

• Accommodation of Trainers and Organiser are covered by members or partners

• Next Event: 20 Feb

WHO IS READY TO BE AN ORGANISER?

DEMO SESSION #1

RELAX AND NETWORKCoffee break

&Preparation

Relax by Stefano Fulgoni (Creative Common license)

WHY DO WE NEED FACILITATION?What’s the the main issue?

Why not by Peter Reed (Creative Common license)

WHAT DO YOU LIKE TO EAT ON BREAKFAST?

A. Fried Eggs

B. Omelette

C. Porridge

D. Yogurt

E. Sausages

F. Sandwich

G. Nothing

RESULTS

A

B

C

D

E

F

G

FACILITATOR ROLESGREAT MEETINGS! GREAT RESULTSDEE KELSEY AND PAM PLUMB

• Facilitator

• Facilitator/Expert

• Facilitator/Leader

• Facilitator/Member

• Recorder

• Time Keeper

• Break Monitor

GROUP DYNAMICS

Forming

Storming

Norming

Performing

FORMING

This characterizes the time when a group is first coming together, or when new members are joining the group

FACILITATOR’S TASK: The task of the facilitator in this stage is to assess what group forming work needs to be done, and then to structure an appropriate opening so that people can feel safe, legitimized, valued and have a sanctioned way to get a feel for one another

FORMING FACILITATION• planning introductions and orientation

• reviewing the “road map” (desired outcomes and agenda)

• using warm up activities

• inviting expressions of expectations

• establishing ground rules

• agreeing upon decision-making methods

STORMING

Storming is the stage where members are concerned about control, power and influence

FACILITATOR’S TASK: The task of the facilitator in this stage is to assess and name the specific storming issues of the group, and guide and model good conflict resolution process

STORMING FACILITATION• remember you are not the target

• serve as a mirror to the group

• separate the problem from the person

• acknowledge, then deal with or defer any concerns

• enforce the ground rules

• be assertive in your role as process expert

NORMING

Norming is the stage in which group members move toward inter- dependence

FACILITATOR’S TASK: The task of the facilitator is to support the group’s functioning

NORMING FACILITATION

• mirror and record norms that are emerging

• affirm the group’s cohesiveness and the work it has taken to get there

• affirm the positive value of expressing differences

• guide the group through collaborative negotiation

• provide opportunities for the group to enjoy its connectedness

PERFORMING

Performing is the stage where the group is working collaboratively and is highly productive

PERFORMING FACILITATION

• offer effective processes for getting the task accomplished

• format the work in a way that is useful to the group

• affirm the good work of the group

• stay out of the way when not needed

WHO WILL FACILITATE TODAY?Facilitators

May 12, 1939 LOUIS ZAMPERINI by The Happy Rower (Creative Common license)

HOW WE CHOOSE

• In groups by 4 everybody answers “why can I be a facilitator?”

• Then everybody rank inside the group

• Then groups are changing

LEADERS SPEECHES1-minute speech

Speech by Christian Pierret (Creative Common license)

PITCHES

• “Event Leaders” do 1-minute pitches

• Make notes (what’s good / what can be improved)

• After all pitches leaders create teams

SESSION I40-minutes session + lunch

SESSION I• Plan Events:

• Topic

• Format

• Marketing

• Logistics

LUNCH1 hour

Lunch time is coming... by Theophilos Papadopoulos (Creative Common license)

CONTENT FACILITATION

PRESENTING RESULTSWhat was achieved?

Presents for All by Kris Mouser-Brown (Creative Common license)

PROCESS REVIEW - WHAT WAS GOOD?

MEETING OPENINGSteps and Techniques

open by velkr0 (Creative Common license)

MEETING OPENING

• Purpose, Outcome and Agenda

• Ground Rules

• Decision Making Methods

• Parking Lot

• Next Step Chart

MEETING CLOSINGSteps and Techniques

Closed Sign in Yellowstone by Bryan Mills (Creative Common license)

MEETING CLOSING

• Review Agreements and Decisions

• Identify Next Steps

• Check the Parking Lot

• Evaluate the meeting

• Consider Personal Closure

SESSION II60-minutes session

SESSION II• Plan Events:

• Topic

• Format

• Marketing

• Logistics

• Opening

• Closing

• Time keeper

• Recorder

PRESENTING RESULTSWhat was achieved?

27/365 Present - Regalo by Helena Eriksson (Creative Common license)

PROCESS REVIEW - WHAT WAS GOOD?

NON-VERBAL LISTENING SKILLS

• Eye Contact

• Body Positioning

• Facial Expressions

• Silence

“YOU” AND “I”• "You" messages remove the ownership for behaviour

from the person speaking and label the receiver instead of describing the thoughts, needs or feelings of the speaker

• "I" messages promote positive communication, which in turn fosters effective interpersonal relationships. They promote ownership by the speaker of his needs, wants, and feelings, rather than a projection onto the listener

QUESTIONS

• Direct questions

• Open-ended questions

• Repetition

• Summary

• Redirectingquestions by Andrew Steele (Creative Common license)

SESSION II60-minutes session

SESSION II• Plan Events:

• Topic

• Format

• Marketing

• Logistics

• Opening

• Closing

• Time keeper

• Recorder

THANK YOU AND GOOD LUCKVadim Nareyko

Team rider by Sunova Surfboards (Creative Common license)