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Facilitation skills Komag
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Facilitation Skills
Learning Objectives
.To understand the roles of facilitators
.To understand the facilitator’s basic responsibilities
.To understand the structure of facilitation map
.To understand the basic facilitation skills
Program Outline and Timelines
1.Getting Started – 30 minutes 2.Basic Responsibilities of a
Facilitator – 120 minutes 3.Basic Facilitation Map – 60 Minutes 4.The Facilitation Techniques – 180
minutes 5.Conclusion – 30 minutes
Timetable
8.30 am – 9.00 am Getting started9.00 am – 10.00 am Basic Responsibilities (I)10.00 am- 10. 15 am Break10.15 am – 11.15 am Basic Responsibilities (II)11.15 am – 12.15 pm Basic Facilitation Map12.15 pm – 1.15 pm Lunch Break1.15 pm – 3.00 pm Basic Facilitation Techniques (I)3.00 pm – 3.15 pm Break3.15 pm – 4.30 pm Basic Facilitation Techniques
(II)4.30 pm - 5.00 pm Conclusion
Module 1 Getting Started
Getting Started
Warm Up
Name Your Team
Module 1 Getting Started
1. What do you think a facilitator is?
Module 1 Getting Started
What do you think a facilitator is?
Facilitator is the individual responsible for guiding a team through a process in order to accomplish a specific task or achieve a specific goals or outcomes
2. The Business Environment and the role of Facilitator (read
notes)
What’s today’s business situation?
Volatile or Stable? Fast product cycle or slow cycle?
Module 1 Getting Started
2. The Business Environment and the role of Facilitator (read
notes)
Fast !! Do it first.
Task Behaviors
Module 1 Getting Started
Task behaviors
• Doing Work Independently Making logic-based decisions Acting Moving things along Focusing on details Directing Bringing things to closure (making decisions) Controlling Telling Focusing on the job at hand• Resistance to change
3. The importance of facilitation to enhance process behaviors
Success though planning and discussion
Module 1 Getting Started
Process Behaviors Thinking Participating/teamwork Using creativity and intuition Talking Exploring ideas more deeply Focusing on the big picture Facilitating Opening up/looking for other ideas (generating
alternatives) Letting go and empowering Asking Focusing on the people, values, and visionReceptivity to change
4. The Role of Facilitator
The facilitator’s task is to ensure that a team
a. avoids the potential disadvantages and b. experiences all of the advantages
and so performs as a synergistic team creating excellent outcomes
The definition of facilitation Komag’s SDWT Context
Facilitator is the individual who designs and manages of structures and processes that help a group do its work and minimize the common problems
Komag’s Definition
The Role of Facilitator
Role of Facilitator
+ Experience all the advantages Avoid the potential disadvantages
Synergistic team
Excellent Outcomes
5. Working In a Team
Advantages Disadvantages
5. Working In a Team
Potential Advantage Potential Disadvantages
Building on each others’ ideas Confusion
Different perspectives No agreement
Better conclusion Conflict
Fun No time for individual thinking
Sharing the load Can avoid responsibilities
In a Dysfunctional Team
2 + 2 = 3 or less
In a Synergistic Team
2 + 2 = 4 or more
Equation
5. Synergy or Dysfunction?Role of Facilitator
+ Experience all the advantages Avoid the potential disadvantages
Synergistic team
Excellent Outcomes
synergy, synergismnoun [U] SPECIALIZED the combined power of a group of things when they are working together which is greater than the total power achieved by each working separately
(from Cambridge International Dictionary of English)
Definition of Word
dysfunctionaladjective not able to operate well; working badly a dysfunctional family
from Cambridge Dictionary of American English)
1. Analyzing Information to determine the best approach
2. Designing Meeting (Facilitation Map)3. Establishing group climate, norms and
roles with the team (Ground Rules)4. Creating and implementing structures
and processes to accomplish tasks and meet objectives
Core Processes of Facilitation
5. Intervening to manage group dynamics and to influence what members are doing or how they are doing it (Basic Facilitation Skills)
6. Coaching team leaders and team members in effective behaviors
7. Evaluation meeting and facilitation effectiveness to enhance team learning (Facilitator Feedback)
8. Ensuring follow-up action related to production, meeting, results, communication and implementation of decision.
Core Processes of Facilitation
Facilitator is essential for today’s business in two aspects:
a. It helps the team to focus on process behaviors, that is planning, thinking and discussion
b. It helps the team to bring out the best part of team to be more synergistic.
Conclusion
Module 2
Introduction to the Basic Introduction to the Basic Responsibilities of a Responsibilities of a
FacilitatorFacilitator
Module 2
What are the essential responsibilities of facilitator?
Basic Responsibilities
Clarify objectives
Ensure full participation
Stay on track
Stay on time
Clarify understanding
Ensure commitments to action
Recap
Refer to Note 2.1
Clarify Objectives
Explain what the topic is
What do we want to achieve?
Why are we having this meeting?
Clarify Objectives For example:
Background :the team is calling for quarter end outing.
ObjectivesDepartment Outing What do we want to achieve?Identify venue and select organizing
committee
Clarify Objectives For example:
Background: The team discuss the issue of labeling and displaying goods
ObjectivesHousekeeping What do we want to achieve? Identify issues faced by HIT leaders
Ensure Full Participation
Everyone must have an equal opportunity to participate and that all participants contribute to the process
Ensure Full Participation
How do you handle such situation?How do you handle such situation?
Quiet person?Talkative person?
Ensure Full Participation
Encouraging participationEncouraging participation“Who else has an idea?”“Is there a user’s perspective on this
issue?”“A lot of men are talking, now lets hear
from the men””Is this discussion raising questions for anyone?”
“Let’s hear from someone who hasn’t spoken in a while”
Stay on Time and Stay on Track
Item Topic Action Time Allocated
1 a. Decide the datefor Langkawi trip
John Tan 15 minutes
b. Explain recreation activities and solicit feedback
Mohd Farouk 20 minutes
c. Report on trip budget and decide on amount of money to be collected
Chandran 10 minutes
Stay on Time and Stay on Track
What happen when the team does not stay on track?
What would you do?
Stay on Time and Stay on Track
What happen when the team does not stay on time?
What would you do?
Clarify Understanding
Ask for examples, pictures, diagrams, data
Ask if other participants understand what was being said
Ensure Commitments to Action
identifying who is to do what and when
Ensure Commitments to Action
Item Topic Action By Completion Date
1 Confirm the date andissue email
Shaik Amir 20th April 2002
2 Get a team toorganize TreasureHunt. Report namescontents and rules
Ruzi Panjang 18th April 2002
3 Collect money from40 participants
Chandran 24th April 2002
Recap
Recap what has been decidedRecap what has been decided
“Today we have decided to adopt 5S as the way to improve our housekeeping system. Anyone has anymore concerns?”
Recap
Recap who has agreed to do what Recap who has agreed to do what and by whenand by when
“John has agreed to lead the Housekeeping Improvement Team. He will submit a plan for training, discussion and implementation by 18th of April. We will discuss the plan in next meeting. John do you have anything to add?”
Preparation for Workout –
Feedback Guideline
Giving Feedback
You are not looking for what you “like” or “don’t like” about a person’s facilitation style.
Select feedback that can benefit the practice facilitator. No personal attack.
Giving Feedback
Use specific example “you didn’t recap the discussion on housekeeping improvement team
Provide feedback on the strengths and opportunities for improvement (refer the the Facilitation Feedback Form)
Giving Feedback
Always assumeAlways assume:You are successful to the extent that you
provide feedback without lowering the person’s self esteem
People want to do a good jobYou care about the person (if you don’t,
expect your attempt to fail)You may be incorrect
Receiving Feedback
People often uncomfortable receiving feedback
But they take risk to tell you.
Receiving Feedback
1. Listen. Say “Thank you”2. Probe for example “Can you give me an example?”3. Ask for help “Can you give me some ideas how
should I deal with it?”4. Delay respond. “Thank you. I will
think about it”
Example of FON, FF
Facilitation Observation Notes
Refer to Note 2.2 and Note 2.3
Team Workout
Identifying Facilitation Challenges
Refer to Note 2.4
Team Workout
Facilitator Challenges Tips/Tool
How to deal with Ask opinion from
talkative participant? Other participants
“I like your idea. Any one else have fresh ideas?
Team Workout
Practice facilitatorTime KeeperNote Keeper
Facilitation Observer
Team Workout
Time Allocation5 minutes of preparation
25 minutes Workout10 minutes feedback
Team Workout: Feedback
What has the person done well?
How can the improve ?
Team Workout
Key Learning Points
Module 3
Road Map for facilitation Road Map for facilitation SuccessSuccess
Map
Opening
Clarifying Objectives
Clarifying Role of the Facilitator
Overview of Agenda and/or Process
Developing Ground Rules
The Body
Recap Outcome
Conformation of Consensus and Next Steps
Notes
ExampleRefer to Note 3.1
ExplanationRefer to Note 3.2
Opening
First few words Set the tone – positive Get their attention Tell them the purpose of the
meeting
Clarifying Objectives
What do we want to achieve? Why do we meet today?
Present a brief statement of objectives (written form) – reminder
“are we on track?”
Clarifying the Role of Facilitator
Tell them what you do – as process expert, not content expert
Tell them how you will intervene - off track: “ I will pull you back” - dominant conversation: “I will gate keep
the conversation”
Overview of Agenda and/or process
Dept Outing
1. Objective of Outing – Ahmad – 5 minutes
2. Select Venue – Ahmad – 10 minutes
3. Select Organizing Committee – Wan – 20 minutes
4. Decide on activities – Lee Guan – 10 minutes
5. AOB – Ahmad – 5 minutes
Overview of Agenda and/or process
Dept Outing
1. Objective of Outing – Ahmad – 5 minutes
2. Select Venue – Ahmad – 10 minutes
3. Select Organizing Committee – Wan – 20 minutes
4. Decide on activities – Lee Guan – 10 minutes
5. AOB – Ahmad – 5 minutes
Developing Ground Rules
Powerful tool to shape culture. The team empower you to lead the team
How the team behave and work together
Write in a flipchart. Put it up for the first five meetings to remind them
Ground Rules
1. We are prompt and regular in attendance2. We listen attentively3. We only allow one person talk at a time4. We complete assigned work within stipulated time5. We appreciate the other person’s point of view6. We provide constructive feedback and receive it
willingly7. We keep confidences and assume others will8. We stick to the agenda and schedule unless we
agree to change them9. We are here to find solutions, not to fight and win
The Body
The part the team tackle the issues
You apply most tools
The Body
Fact finding Brainstorming
Action Plan Problem Solving Decision Making Brainstorming
Communicating
Recap Outcomes
Recap outcome briefly to ensure understanding
Recap what has been decided
Recap who has agreed to do what and by when
Confirmation of Consensus and Next
Steps
Confirm of the actions agreed to be taken or decisions have been made
Decide on next meeting or things to do next
Team Workout
Using The Facilitation Map as a Planning Tool
Refer to Note 3.3
Team Workout
Practice facilitatorTime KeeperNote Keeper
Facilitation Observer
Team Workout
The practice Facilitator identifies a meeting/team process that he or she is likely to facilitate in the near future. Use that as the background of this Workout
Team Workout
The team must use the Facilitation Map to facilitate the meeting but ONLY for the first five steps.
Team Workout
Time Allocation5 minutes of preparation
15 minutes Workout5 minutes feedback
Team Workout: Feedback
What has the person done well?
How can the improve ?
Team Workout
Key Learning Points
Module 4
Basic Facilitation SkillsBasic Facilitation Skills
Focus on Basic Skills
There are many facilitation skills such as decision making, problem solving etc.
We focus on the fundamental. You will learn 26 skills altogether.
Background
You will see facilitation skills used in marketing and shipping department
Outline (Note 4.1)
1.Opening a Meeting a. Proper Room Set Up
b. Set Enthusiastic Tone c. Make Introduction
d. Ground Rules2. Running A Meeting
a. Managing Discussion b. Balance Participation c. Manage Transitions d. Identify Strategic Moments e. Use the team’s resources
3. Closing Meeting a. Review Agenda
b. Summarize decisions and recommendations c. Determine remaining issues
d. Manage follow-up actions e. Evaluate Meeting
View Video
Watch video for familiarization. It takes only 15 minutes
Learning (Note 4.2)
Step Have you used Why is this this skills before? Skills
How? Important?
Yes/No
Stretch Your Mind
View Tape Answer Questions Share with the group Refer to Note 4.1
Opening A Meeting
Proper Room Set Up
Chair/ Table/ Light/ Refreshment/
Flipchart/AV…
Opening A Meeting
Set Enthusiastic Tone
Positive/ High Energy/ Your mood affect them/ Positive Body Language…
Opening A Meeting
Make Introduction
Get to know them/ Come early/
Be positive/ Everyone is important…
Opening A Meeting
Ground Rules
Rules/ Form culture/ Let the team generate/ …
Manage Discussion
Ask Clarifying Questions
5W1H/ Ask if the team understand…
Manage Discussion
Build Team Memory
Use flipchart/ Paste it/ Unsure common
understanding…
Manage Discussion
Discourage Group Think
Protect alternate ideas/ Challenge dominant thinking…
Manage Discussion
Parking Lot
Irreverent Thoughts/ Write it down/ Next meeting or AOB…
Balance Participation
Make Eye Contact
Let people know that you arelistening/
Confidence/Make people feel important…
Balance Participation
Round Robin Techniques
Make everyone speak…
Balance Participation
Include Everyone
Balance Participation
Ask Low Participants For Help
Manage Transitions
Summarize the Topics
Manage Transitions
Use Clear Segues
Manage Transitions
Agenda As Road Map
Identify Strategic Moments
Note Moments of team Agreement
Identify Strategic Moments
Summarize Key Points
Use The Team’s Resources
Use Open-Ended Questions
5W1H…
Use The Team’s Resources
Tolerate Silence
20 seconds/ Create pressure…
Use The Team’s Resources
Mobilize Team Knowledge
Use The team’s Resources
Use their Words
Closing A Meeting
Review Agenda
Closing A Meeting
Summarize Decisions and Recommendations
Closing A Meeting
Determine Remaining Issues
Closing A Meeting
Manage Follow-Up Actions
Closing A Meeting
Evaluate Meeting
Team Workout
Running A Meeting – Pros and Cons
Refer to Note 4.3
Team Workout
Practice facilitatorTime KeeperNote Keeper
Facilitation Observer
Team Workout
The Practice Facilitator select a topic form the list. Explore the pros and cons of the issue.
Use Facilitation Map and Basic Facilitation Skills.
Team Workout
Topics
1. Should we allow Internet access to every employee?
2. Can we hold our Family day in Langkawi? Employees are allowed to bring spouse.
3. Should we build a multi-storey car park?
4. Should we work without uniform?
5. Should the company provide us free breakfast?
6. Should we assign a person to oversee the sustainability of housekeeping at Common area?
Team Workout
The rest of the team members should agree among themselves who will be argue in favor and who will be argue against the presented idea.
Team Workout
The selected team will do the workout before the class. The class would be their observer.
Half of the class evaluates the Responsibilities of Facilitator and the other half evaluates Basic Facilitation Skills
Team Workout
Time Allocation5 minutes of preparation
20 minutes Workout10 minutes feedback
Team Workout: Feedback
What has the person done well?
How can the improve ?
Team Workout
Key Learning Points
Conclusion
Open Book Quiz
Refer to Note 5.1
Questions
The role of facilitatorThe responsibilities of Facilitator
The Facilitation MapBasic facilitation skills
Sharing
1.
Share three things you have picked up from this training
1`.
2.
3.