Facilitation & Presentation Techniques

1. Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

2. Session Overview • Trainer: • Marsha Tonkovich • Session topics: • Getting ready • Effective facilitation techniques • Effective presentation techniques • Session objectives: • Briefly share lessons learned and techniques • Answer key questions ICF International ---- Page 2

3. Getting Started: Key Terms • Facilitation: • Process designed to assist group to make a decision, address an issue, or provide feedback • Presentation: • Speech made before group of people • Group may be small (meeting) or very large (conference) • Primarily one-way dialog but often allow for questions ICF International ---- Page 3

4. Presentations and Facilitations Can Be Scary …….. • “According to most studies, people's number one fear is public speaking. Number two is death. Death is number two. Does that sound right? This means to the average person, if you go to a funeral, you're better off in the casket than doing the eulogy.” • Jerry Seinfeld ICF International ---- Page 4

5. Taking on the Challenge • Most of us have to present or facilitate at some point in our career: • Presentations to City Council • Public hearings or briefings • Training sessions for CHDOs or subrecipients • Decision-making meetings about program funding or design • Key is to be prepared and practice ICF International ---- Page 5

6. Getting Ready

7. Session Design • Key steps in designing good sessions: • Determine the right outreach approach to address the intended outcome • Write a detailed agenda that plans the timing of your topics • Develop handout materials to reinforce the learning • Plan for the right logistics: setting, timing, location of the session ICF International ---- Page 7

8. Developing Agendas • An agenda is the primary road map for your session • Typically includes the following: • Session goals or objectives • Session times, including breaks and end time • Key components of the agenda • Differentiates between presentations, discussions, and questions • Consult with stakeholders to get input ICF International ---- Page 8

9. Developing Agendas (cont’d) • There should be a logical flow to the topics covered in a session • Also for issues across a series of meetings • Document the logic flow of the issues that need to be covered • This will help you identify the sequence and inter-relationship between topics • Is also important when people want to change the order of topics ICF International ---- Page 9

10. Good Handout Materials • Types of needed handouts depend on: • Topic • Timing • Audience • Recommend handouts for most presentations, training sessions or facilitations • Helps keep on topic • Allows attendees to keep notes • Handout approaches: • Overheads • Workbook or training manual • Exercises • Copies of notices, regs, other background materials ICF International ---- Page 10

11. Really Bad Overheads • Really bad overheads put way too much information on a page and try to say too much. For example, a really bad overhead might quote the regulation verbatim or be written in paragraph form. Like this, for example. Participants can not read this from a distance of more than 5 feet and it defeats the purpose of having a coordinated discussion and overheads. • Information • Some overheads don’t work because the bullet points are meaningless (like the one above) • Be careful about format: font style; use of graphics; lay-out ICF International ---- Page 11

12. Really Good Overheads • Have a simple, clear layout • Make use of both text and graphics • Can be followed at a glance • Track readily with the presentation topic • Guide your thought process ICF International ---- Page 12

13. Why Logistics Are Essential • Regardless of how well-prepared your presentation is... • The entire session will only work if a number of little pieces are all in place first • Double check all the logistical arrangements • Where handouts are to be sent? • What equipment has been arranged for? • Who is responsible for the room being opened? • What is the room lay-out? ICF International ---- Page 13

14. Room Layout & Set Up • You have a range of layouts to consider • Auditorium • Classroom • A big table • An open U • 80% of all meetings are held in sub-optimal conditions • A lot of your job will be adjusting to the circumstances ICF International ---- Page 14

15. Facilitation

16. Core Values of Facilitators • Facilitations are meetings that are designed to either obtain feedback or guide decision-making • A facilitator is a neutral party • The meeting process is not designed to aid any one point-of-view • The meeting process is fair in allowing all parties and positions to be heard and understood • The meeting process is fair in allowing all parties equal opportunity to prepare for the meeting ICF International ---- Page 16

17. Simple Rules for Facilitating Group Processes • Meetings should always be outcome oriented • The size of the group really really matters • In terms of what you can accomplish • In terms of how you manage it • Not all meetings can be happy • Use voting, brainstorming and other techniques to achieve goals ICF International ---- Page 17

18. Outcome Oriented Meetings • The first step in planning any facilitation is determining what you want the meeting to accomplish • Ideally should be measurable (quantifiable) • Given the topic and the participants, be realistic about what can be accomplished ICF International ---- Page 18

19. RICHNESS CONTROLS Intensive give & take Facilitator Facilitator’s whims Q & A w/ follow-up Speakers queue Rules on holding floor Q & A Moderator Give comment Rules about # of times one can speak <5 10 15 40 100 200 The Size of the Group Really Matters ICF International ---- Page 19

20. Not All Meetings Can Be Happy • Conflict exists and often it is beyond your ability to overcome • Unhappiness, frustration and disagreement can be valid emotions expressed in meetings • Facilitator’s role is not to suppress these emotions • Facilitator’s role is to build a process that allows the expression without ending the meeting • Be sure not to: • Over promise • Give the impression that participants have more power/ input than they actually do ICF International ---- Page 20

21. Voting - An Overview • Some meetings will need to have voting mechanisms in place, not necessarily as a conclusionary device, but to express preferences and set priorities • Two models of voting • Consensus • Majority ICF International ---- Page 21

22. Decision-Making Meetings • Consensus • Is often what is hoped for in the group process • Is not uniformity • Means group will support decision, even if they disagree • May allow for minority opinions • But always prepare for a bottom-line definition • Consensus as “bestowing veto power” should be assumed unless the group has articulated a clearly different definition ICF International ---- Page 22

23. Decision-Making Meetings • Majority Voting -- Key Issues • Does everyone have the same number of votes? • Do you allow for proxies? • Is a majority sufficient, or does it have to be a plurality? • What about people that abstain? • Do not let others call for when it is time to vote • Sometimes you want more than 51% • Hurts consensus-building ICF International ---- Page 23

24. The Big Scoreboard • Is a tool for prioritizing discussions when there are lots of potential things to talk about • Is meant as a beginning, more than as an end • Although it can be used to bracket a discussion ICF International ---- Page 24

25. The Big Scoreboard -- Example ICF International ---- Page 25

26. Brainstorming • Brainstorming is frequently used to start off a process or get out of a rut • It works well for defining problems and searching for solutions to problems • It’s primary purpose is to generate more ideas in a quick period of time • Keys to facilitating a brainstorming session • Encourage creativity • Don’t stop to evaluate • Keep it lively and keep it fast ICF International ---- Page 26

27. Reaching the Meeting Objective • Actively look for and document points of common ground • Make summary statements to re-focus and move forward • Most groups are better reacting to something than creating from scratch • Develop straw men • Start small to build trust ICF International ---- Page 27

28. Keeping the DiscussionOn Track ICF International ---- Page 28

29. Resolving Conflict • Steps to resolving conflict • Create an atmosphere for frankness • Ensure that the conflict is not a misunderstanding • Ensure that the parties fully understand the consequences of not resolving the conflict • Group meetings are typically not the best forum for resolving conflict • Smaller groupings such as break-outs tend to be more effective ICF International ---- Page 29

30. Using Props - Recording a Meeting • Many small group facilitators us flip charts to “record” a meeting • Goal is to focus group’s attention and show concerns have been heard • Useful means of managing “off-the-mark” issues • Unfortunately, the method can be greatly misused • Alternatives to facilitator recording • Junior facilitator • Group member participation • Use of overheads ICF International ---- Page 30

31. Using Props - Name Tents & Badges • Name tents can be extremely useful • Creates an atmosphere of camaraderie and familiarity which facilitates discussion • An effective means for keeping a speakers’ queue • Name badges are less useful • Real value is in informal and off-line conversations ICF International ---- Page 31

32. Presentations

33. Many Types of Presentations • Public hearings • Large meetings or conferences • Political briefings • Training sessions for partners • Seminars for staff ICF International ---- Page 33

34. Key Items That Make for a Good Presenter • Bottom line qualifications of an effective presenter • Are you credible to the audience? • Can you hold their attention? • Know your material inside out • Know the context of your material • Be prepared when you step on stage ICF International ---- Page 34

35. Key Items That Make for a Good Presenter (cont’d) • Be enthusiastic about the topic • If you do not find the material interesting, why should anyone else? • Never take the “this is stupid, but...” approach • Be prepare to defend the “logic” of the topic material • Participants may end up liking you more -- but liking the content less ICF International ---- Page 35

36. Key Items That Make for a Good Presenter (cont’d) • Find your own style that best conveys your knowledge and enthusiasm • All other rules for instruction are secondary to this (with three exceptions) ICF International ---- Page 36

37. Keys to Effective Presentations: The Basics -- Eye Contact • Exception 1 to the “any style” rule: You must have eye contact • If this is difficult for you to do -- cheat! • Put it in you notes • Look at a colleague • Look at the back of a wall, just over their heads ICF International ---- Page 37

38. Keys to Effective Presentations: The Basics -- Speaking Voice • Exception 2 to the “any style” rule: you must be understood • Clear loud speech is imperative • You do not have to be Walter Cronkite -- you have to inform • How do you judge your voice? ICF International ---- Page 38

39. Keys to Effective Presentations: The Basics -- Put Downs • Exception 3 to the “any style” rule: put downs • Never put down the material • Never -- ever -- put down an attendee • Cynicism works in literary satire and comedy clubs, not in presentations ICF International ---- Page 39

40. Keys to Effective Presentations: Using Notes • Using notes is not inherently bad, unless • You are simply reading • You use them such that it is clear that you do not know the material • If you do use notes, do not try to hide the fact ICF International ---- Page 40

41. Keys to Effective Presentations: Sticking to the Script • Follow the logic of your presentation structure • There should be a relationship between the number of slides and the amount of time you have, but... • Do not expect to spend the same amount of time on each slide ICF International ---- Page 41

42. Keys to Effective Presentations: The Slide and You • Talk about the slide, but do not read it • What is your value added? • With a detailed course, such as the one you have, it is not important to cover every point on a given page • Look for opportunities to clarify, prioritize and give emphasis ICF International ---- Page 42

43. Keys to Effective Presentations: Telling War Stories • Personal experiences • Can enhance a presentation... BUT • … Do not overdo it ICF International ---- Page 43

44. Keys to Effective Presentations: Using Humor • It is O.K. to use humor so long as • It is in good taste • It does not detract from the overall importance of the material being presented • Never try to force humor • If you are not a funny person this is not the time to change your personality ICF International ---- Page 44

45. Keys to Effective Presentations: Movement • Movement can have meaning • Aimless wandering can be distracting • Unless it makes you feel very comfortable or is mandated by the situation, do not use a podium ICF International ---- Page 45

46. Keys to Effective Presentations: Using Equipment • Move away from the equipment • Don’t walk in front of an projector -- position it to the side if possible • Mark overheads that could be skipped if time runs out ICF International ---- Page 46

47. Keys to Effective Presentations: Introducing Your Presentation • Tell participants where you are going to take them • How long you expect it to take • Your question policy • Tell them what they will get out of it • If appropriate, tell them what they will not get out of it, or will be covered later ICF International ---- Page 47

48. Keys to Effective Presentations: Transitions • Continually remind attendees where you are going and where you have been • Mini-summaries • Big picture • Repetition ICF International ---- Page 48

49. Keys to Effective Presentations: Using Your Audience • Presentations are typically more effective when there is some interplay with participants • Look for opportunities to bring the attendees into the presentation • Take time to make sure you are being understood • Whenever possible, use participant’s names ICF International ---- Page 49

50. Keys to Effective Presentations: Avoid Common Problems • Talking too fast • Most frequent problem afflicting new presenters • Write yourself a note • Check in with your audience • Overuse of jargon ICF International ---- Page 50