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Facilitating Effective Meetings

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Facilitating Effective Meetings

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  2. Session Goals and Objectives • To review basic roles, skills, tips and tools of effective facilitation • To practice key facilitation interventions and skills

  3. Facilitator’s Faux Pas Recall a meeting you have facilitated or attended that did not go as planned… What were some of the things that you/the facilitator did that did not work? • Goals: • Generate a list of facilitation don’ts • Practice facilitation technique—go around

  4. Effective Facilitation What are some key qualities, skills and roles of facilitators? • Goals: • Generate a list of facilitation do’s • Practice brainstorming as a tool

  5. Facilitation — Basic Roles • A facilitator guides and helps people move through a process together • A facilitator focuses on HOW people participate, not just on WHAT gets achieved • A facilitator is neutral and never takes sides • A facilitator encourages participation

  6. Facilitation — Basic Tasks • Understanding the goals • Creating an effective agenda • Setting the tone • Creating ground rules • Identifying methods of decision-making • Engaging all participants • Keeping the meeting moving and on-track • Handling difficult people and challenging situations

  7. Creating an Effective Agenda • Understanding organizational goals • Knowing the participants and dynamics • Inviting the right people at the right time • Establishing a clear purpose for the meeting • Preparing objectives for each segment of the agenda • Determining best method to meet objectives

  8. Creating Ground Rules/Agreements • Purpose of meeting • Time lines and length of meetings • Meeting leadership and other roles • Participation and attendance • How decisions will be made • Expected behavior in meeting* • Communication with those outside the meeting * What guidelines should we keep in mind to ensure our work together is productive and enjoyable?

  9. Engaging All Participants • Developing a structure that allows for everyone's ideas to be heard • Creating a comfortable and safe environment for sharing all ideas and viewpoints • Ensuring that the group feels that the ideas and decisions are theirs, not just the leader's • Supporting everyone's ideas and not criticizing anyone for what they've said

  10. Keeping the Meeting Moving • Facilitation skills • Facilitation preventions and interventions • Facilitation tools

  11. Facilitation – Basic Skills Active Listening • Reflecting – feeding back the content and feeling of the message • Clarifying – restating an idea or thought to make it more clear • Summarizing – stating concisely the main thoughts. • Shifting focus – moving from one speaker or topic to another

  12. Handling Difficult People — Preventions • Get agreement on the agenda, ground rules and outcomes • Find out the group's expectations • Show respect for experience • Listen to understand   • Stay in your role • Don't be defensive • “Buy-in" power players

  13. Handling Difficult People —Interventions • Have the group decide • Use the agenda and ground rules • Be honest: say what's going on • Use humor • Accept or legitimize the point or deal • Use body language • Take a break • Confront in the room

  14. Dealing with Conflict • Help clarify what the conflict is about • Affirm the validity of all viewpoints • Frame the conflict as a problem to be solved • Create space for problem solving to occur • Help participants save face • Help group proceed with agreements and hold back on areas of disagreement • Discuss what happens if no agreement

  15. Facilitation Exercise —Scenario Problem Solving How could the facilitator respond to this common meeting process problem? Goals: • Apply information to practical scenarios • Benefit from sharing ideas with others

  16. Facilitation Exercise – Practicing Specific Skills • Listening • Reflecting • Clarifying • Summarizing • Shifting focus Goals: • Practice to gain feedback • Practice to build confidence

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