Tricks of the Trade: Effective Meeting Facilitation

NorthSky Nonprofit Network

May 17, 2011Tricks of the Trade:Effective Meeting FacilitationWelcome!Introduce yourself to the people near you

Goals for this session:Understand your role as facilitator or GUIDE, the importance of remaining neutralOutline strategies for keeping groups focused and productiveShare my lessons learned (ouch!)Whats in my Bag of Tricks?

Your RoleTo lead a group through a process which brings them to some level of resolutionThe importance of doing your homeworkThe risk of assumptionsYou are there to play devils advocate, if needed, but with NO VESTED INTEREST in the final decisionThey decide WHAT the answer is; you lead them through the HOW of getting thereIf youre an insider, you may need to set that role aside for the integrity of the processBasic Meeting FrameworkAgenda, with pre-determined time blocksAddress breaks, food, restroom up frontEstablishing Ground RulesClarify norms and expectationsHow do we deal with difference of opinion?What we have time for, what we dontWhat happens in VegasAdd your own (e.g. eye-rolling is counterproductive)At the end of the day, we will have XAdvance PreparationDo your homework!Do you know enough about the issue to ask probing questions?Are you GOOD at on-the-spot analysis and problem-solving?What issues/attitudes are coming to the table?Dig A Little Deeper: Survey Monkey, Focus Groups or InterviewsParking LotCapture issues/discussion topics that cannot or should not be dealt with now

Revisit Parking Lot at end of day to determine follow up on each item

Empower group to suggest something goes in the Parking Lot as well as the facilitatorNominal Group ProcessPurpose: allow all participants to feel their voices are heard in setting priorities and making decisionsSmall groups process, and share main points with large groupLarge group then processes and prioritizesCan take a long time check your agenda and monitor accordinglyhttp://en.wikipedia.org/wiki/Nominal_group_technique (Modified) Nominal Group ProcessAllows for more of a full-group processIdentify helpers in advance if needed (or pre-determine categories)

Post-it Notes and scotch tapeSticky dots or stars3-M spraysGoTo Meeting and other online tools allow you to survey members in process

Using FlipchartsOptions:Post-it sheets (2x expense, 2/3 space)Old-fashioned flipcharts with quick release PAINTERs tape (environmentally friendly)Two or three colors on each sheetWater-based markers preferable; permanent can bleedLabel or number for collection at endBe wary of letting people help at the endAdult Learning and CommunicationInteractive learnersFidget-stuff stimulates creative thought and allows stress releaseCheck for migraines re: Playdoh and anything scentedPaper wads, red flags, ability for participants to call attention to issues (with limitations)Check in, How are we doing so far?Dont be afraid to shift gears: Process v. ProductWrapping UpThis doesnt end today.Review work of dayIdentify agreementsNext StepsAccountabilitySay Thank YouEnd on a good note Whats in My Bag of Tricks?ScissorsScotch TapePainters TapeStaplerPaper ClipsPensSharpiesWater-color MarkersPost-it NotesColored DotsFidget StuffBinder ClipsNote CardsBusiness CardsNail Polish Remover and Cotton Balls (acetone)Rubber BandsEgg TimerSmall Dry-Erase boardName tentsName tagsExtension Cord (if needed)Closing ThoughtsTwo head are better than one work in teams if possibleIf youre on a budget and cant hire someone, try swapping favors with someone you trustDont be trapped by your agenda: its a nice place to start, but your job is to read the group and to proceed in a process that wont go anywhere is a dis-service to all

Questions? Advice? Robin Lynn Grinnell, Program OfficerCook Family Foundationrobin@cookfamilyfoundation.orgrlgrinnell@yahoo.com