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FACILITATION. Lasting Agreements Succeed Along 3 Axes. Process. Relationships . Substance. FACILITATION. Facilitation is about managing process during a meeting What is on the agenda? Who speaks and for how long? How are decisions made? The facilitator provides procedural control
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Lasting Agreements Succeed Along 3 Axes • Process • Relationships • Substance
FACILITATION • Facilitation is about managing processduring a meeting • What is on the agenda? • Who speaks and for how long? • How are decisions made? • The facilitator provides procedural control • But power resides with the group
THE KEY PRINCIPLE The facilitator acts on behalf of everybody in the meeting, providing a structure that serves everybody’s interests
Facilitator Qualifications • Skilled in active listening and communicating concerns • Knowledgeable about group process and design • Able to remain neutral • Have sufficient subject matter knowledge to follow the dialogue
Facilitator’s Role • Structure is in everybody’s interest • A facilitator is given control over the process, in return for being neutral on content • People fear that meeting control = outcome control • The facilitator must consult with the group on major process changes
Facilitation Tasks • Help in designing the meeting process • Work with the group to set the agenda and ground rules • Summarize comments or concerns
Facilitation Tasks • Help group to observe agreements and stay on track • Suggest group process techniques • Acknowledge speakers and determine speaking order • Restate conflicting positions so all sides understand • Summarize consensus and gets confirmation from the group
WHEN SHOULD A FACILITATOR INTERVENE? When… • Group has drifted off the agreed-upon topic • People are interrupting each other • Comments exceed agreed-upon time limits • Comments are insulting • Group would benefit from trying a new process technique
THE PROBLEM WITH USING POWER punishments - - - - - - - - rewards + + + ++ + + + BIG CIRCLE higher status or authority + + + + + + - - + + - - - - - - Little Circle Little Circle Little Circle Little Circle Those with greater power reap greater rewards with success and receive greater punishment with failure
POWER DIFFERENCES CAN LEAD TO “EQUALIZING BEHAVIORS” • “Cutting down to size” – constant attacks • Teaming-up in opposition • Finding another “bigger circle,” e.g., courts • Withdrawal • Passive-aggressiveness – no open opposition, but constant undermining, delays, nit-picking
AN IMPORTANT NOTE:“Equalizing behavior” is a key dynamic between agencies, and between supporters and opponents The Facilitator should recognize and try to mitigate these equalizing behaviors so the group can be productive
Recorder • The recorder keeps a visual summary of what people say • May use flipchart, wall covered with butcher paper, or laptop with digital projector • Recorder’s summary usually serves as the record of the meeting
Pointers for Recorders • Each participant is the expert on his/her comment • Capture the comment the way the participant wants it to be captured • Ask people to review recorder’s summary, and make corrections (but only to their own comment) • Important to summarize content at end of meeting and provide to attendees
Timekeeper • Assigned after the facilitator helps the group set time limits on the meeting • Timekeeper periodically informs group of time remaining until end of meeting or meeting milestone
Other Meeting Leadership Roles • Spokesperson: The person who speaks for the agency (e.g., Corps), or states the agency’s position • Facilitator and recorder should never be put in the position of speaking for the agency • Fact Person (“expert”): Limited to factual issues only
REMEMBER: All people in other roles must work through the facilitator or they will undermine the facilitator’s control of the meeting
POP QUIZ A meeting facilitator: a. Has power and is responsible for meeting processes b. Sets discussion “ground rules” c. Minimizes group displays of emotion during the meeting d. Provides structure
POP QUIZ A meeting facilitator: d. Provides structure