Facilitation Fundamentals An Introduction (or Refresher) on Facilitation Must-Dos

•  What is facilitation and when is it needed?

•  What is the role of a facilitator?

•  Quick tips on preparing and executing facilitated sessions

•  Activity: ‘Truthful Communication’

Today’s Discussion

Line of Sight – Our Message

Our expertise and authenticity builds trusted partner relationships.

We don’t simply impose a solution. Instead, our facilitative approach unlocks the best solution for our clients.

UNDERSTANDING FACILITATION

Facilitation Fundamentals

What is Facilitation?

Facilitation -  The act of making easy or easier

Facilitation refers to the process of running

meetings efficiently and helping people

to work together effectively.

When is Facilitation Needed?

When You See: –  Unsolved problem

despite multiple attempts

–  Unaware of the root cause of a problem

–  Disagreement on right solution

–  Conflict between individuals or groups

–  Significant organization change

When You Want: –  Full participation –  Empowerment –  Better teamwork –  New perspective –  Change –  Neutral third party

What Do Facilitators Do?

•  Design and structure the group process, and select the tools that best help the group progress towards that outcome

•  Guide and control the group process to ensure that: –  There is effective participation –  Participants achieve a mutual understanding –  Their contributions are considered and included in the ideas,

solutions or decisions that emerge –  Participants take shared responsibility for the outcome

•  Ensure that outcomes, actions and questions are properly recorded and actioned, and appropriately dealt with afterwards

Functions of a Facilitator

Content –  Identifying themes or

common threads in the discussion

–  Clarifying unclear statements

–  Summarize and organize ideas

–  Testing for consensus

Process –  Decision-making –  Problem-solving –  Idea generation –  Conflict resolution –  Time-keeping –  Listening –  Documenting –  Planning

THE FACILITATED MEETING Facilitation Fundamentals

The Meeting - Design & Structure

The meeting objective is the meeting goal. Just think of agenda topics as the steps that help you reach your objective.

Structure: –  Group Interview

•  Round Robin •  Open Dialogue

–  Small Groups •  Pair & Share •  Consensus-Building •  Triads

–  Individual Thinking •  Write & Share

The Meeting - Setting & Logistics

Setting – Will people feel comfortable? –  Is the meeting accessible to everyone? –  Is the space the right size?

Logistics

– Chair arrangements (U, Circle or Small Groups) – Space to hang newsprint – A/V Equipment – Table for refreshments and sign-in sheet

The Meeting - The Right Start

•  Start on time •  Welcome everyone •  Make introductions •  Review agenda and objectives •  Establish ground rules

The Meeting – Guide & Control

1.  Follow the agenda.

2.  Seek commitments and bring each agenda

item to a close.

3.  Summarize meeting results and action items.

4.  Distribute feedback form, if needed.

5.  Thank the participants and close meeting.

6.  Document the meeting and distribute.

The Meeting – Record & Action

Confirm understanding, gain consensus and formally note: •  Problem / Situation •  Solutions / Ideas •  Issues & Risks •  Actions •  Decisions •  Important Data

•  Decision Log •  Issues Log •  Task /

Action List •  Risk Register •  SWOT

The Meeting – Facilitator’s Role

•  Stay neutral on content

•  Listen actively and

objectively

•  Paraphrase to clarity

•  Ask questions

•  Encourage participation

•  Synthesize ideas

•  Stay on track

Dealing with Disruptors

Preventions –  Get agreement on agenda,

ground rules and outcomes –  Delegate roles to engage

participation –  Listen carefully and confirm

understanding –  Show respect for

experience –  Stay in your role

Interventions –  Refer back to your agenda

and ground rules –  Acknowledge the point –  Parking lot / Table –  Have the group decide –  Take a break –  Be honest; say what’s

going on –  Use body language –  Use humor with caution

TRUTH IN COMMUNICATION Facilitation Fundamentals

Truth Option

•  If I choose to tell you what I am aware of, I am being honest.

•  If I choose to tell you something contrary to my awareness, I am lying.

•  If I choose not to tell you something I am aware of, I am withholding.

(Source: Will Schutz, The Truth Option, 1984)

Activity: Truthful Communication

Group 1 •  Telling the truth

- impacts on trust and open communication within the team

•  Appropriate and inappropriate ways in which people can tell the truth in teams

Group 2 •  NOT telling the truth

- impacts on trust and open communication within the team

•  Ways to identify dishonesty or withholding and methods to address it

Need help from an experienced facilitator?

Line of Sight delivers a wide range of project-related services designed to help organizations maximize the investments made into projects. We’ll unlock your potential and capabilities through our collaborative and facilitative approach.

Call us at 1-800-434-7126 or visit our website at line-of-sight.com.

Projects Done Right, Right Projects Done.