facilitation - lean construction instituteical to this success. facilitate is definedas “to make...
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1.0 Why
2.0 How Preparation
TypicalEventFormat
Roles
Techniques
References/SourcesHumble Inquiry, byEdgarHSchein,https://www.google.com/#q=Humble+Inquiry
Just Listen byMarkGoulston,https://www.google.com/#q=Just+Listen
A More Beautiful Question byWarrenBerger,https://www.google.com/#q=A+More+Beautiful+Question
http://facilitatoru.com/
Facilitation
“AFACILITATORISTHE
CUSTODIANOFTHE
CONSENSUSPROCESS,A
SERVANT-LEADERWHOSE
PURPOSEISTOHELPTHE
GROUPMAKETHEBEST
DECISIONSPOSSIBLE.”| Beatrice Briggs |
A collaborative presentation from over a dozen experienced Lean IPD practitioners.
© 2015 Lean Construction Institute
FACILITATION | 2
1.0 Why
EstablishingastrongteamcultureiskeyforLean/IPDprojectsuccess.Havingagoodfacilitatoronboardwillhelpestablishandmaintain that strong culture. Lean/IPDprojectsoutper-form traditional project delivery projects because they arewell-plannedandinvolvekeystakeholdersearlyintheproject,thusincreasingparticipantengagement.Thisengagementcanleadtomoreparticipantsinmoresessionsthanontraditionalprojectdeliveryprojects.Effectivefacilitationofteamsiscrit-ical to this success. Facilitate is defined as “tomake easy”or to “help something runmore smoothly and effectively.”Aneffectivefacilitatorbringsoutthebestinindividualteammembers and the group as a whole by encouraging deepthinking,activeparticipation, collective learning,andbuy-infromeveryoneinvolved.Byfosteringanenvironmentwhereideas,solutions,andsuccessfuloutcomesflow,agoodfacili-tatorkeepstheteamontasksothattheyproduceexceptionalresults.
Facilitator Competencies
Aneffective facilitator is keenlyobservant, insightful, andtactful–andhasexceptionalinterpersonalskills.Heorshemustmaintainaproductiveandsafeenvironment,knowswhentolead,whentointerveneforcoursecorrection,andwhentobeneutralandtakeabackseat.Aproficientfacil-itatordesigns,plans,guides,andcontrols themeetingbyfocusingonthegroupprocessandoutcomes,ratherthanfocusingonspecificcontentandopinionsinvolved.Afacil-itatorisnotanactivegroupcontributor;however,ifafacil-itatorfeelsitisnecessarytocontributetoaconversation,itisimportantthatheorsheannouncetheyaretemporarily“steppingoutof facilitator role,”make their contribution,andannouncewhenreturningtothefacilitator’srole.
Facilitatorsshould:
• Havestrongcommunicationskills• Makedistributedeye contactwitheveryone in group
anduseparticipantnames• Be familiarwith the subjectmanner (This is not nec-
essaryifheorsheisabletorelyonteammembersforcontentexpertise)
• Respect all participants and enable a respectfulenvironment
• Askopen-ended,impactfulquestions• Listenthoughtfullyandparaphrasecomments• Encouragefullparticipationfromallattendees• encouragequestionsandconversation• Demonstrateanenergeticandpositivepresence• Beabletoconnectwithmultiplelearningstyles,varied
personalities,anddifferingsubjectmatterexpertiseoftheparticipants
• Servethegroup’sobjectiveratherthanhisorherownpersonalobjective(facilitatenotparticipate)
• Stay neutral by focusing on the process and not thecontent
• Havetheauthoritytoconfrontandstopunproductiveconversationsandbehaviors
• Manage the room by keeping participants focused,on-task,andontime
• Createasupportivelearningclimate• Facilitate agreement and manage conflicting
perspectives• Usehisorhervoiceandbodylanguageeffectivelyby:
• Voicevarietymatters• Varyingvocalpitchtohighlightkeyideas• Pausing frequently to allow contributions from
others• Projectingwithconfidence• Usingtheroomtoadjustdistancefromparticipants
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FACILITITATION | 3
Event Structure
Tofacilitateaneventwell,itiscrucialtounderstandthegroup’sdesiredoutcomeand thebackgroundandcon-text of themeetingor event. Facilitators should thinkabouttheprocessandagendaforthemeetingandinvestinadvancedpreparationtotaketheeventthroughtoasuccessfulconclusion. Greatfacilitationisagrouppro-cessthatflowsfromanagendatoaconclusionandcre-atesanenvironmentwherethegroup’sideas,solutions,anddecisionsfloweffectivelythroughtheevent.
Preparation:
• Things toconsiderwhendesigning theagendaandeventprocess:
• Inwhatordershouldthetopicsbeconsidered?• Howwillparticipantsgettoknoweachother?What
willbetheicebreaker?• How will they reach agreement on the meeting
objectives?• Howmuchtimewillbeallocatedtoeachitem?• Willtherebesmallerbreak-outgroups?• Whenwillrecapandsummarizeoccur?• Howwillthemeetingplus/deltasbecaptured?• How will the event be closed? How will the next
stepsbedetermined?• Other things to considerwhenplanning ameeting
orevent:• Whatdoparticipantsneedtoknowbeforethemeet-
ingorevent?Howwillthisbeprovidedandwhen?• Whatroomset-upwillbestencourageparticipation?
Areseparateroomsneededforbreak-outgroups?• What supplies and materials are needed? (Pens,
charts,post-it-notes,projectors,etc.)• Willrefreshmentsbeprovided?• Willparticipantsbegivenawardsorother typesof
recognition?
Typical Event Format
• Ifdeemednecessary,begin thesessionwithan icebreakerevent
• Review Event Purpose and Expectations for themeeting• Clearlystatethepurposeofthemeeting• Clearlystatetheexpectationsofthemeeting
• ReviewandAlignonMeetingAgenda• Ifpossible,publishinadvance• Reviewatthestartofthemeeting,adjustifgroup
providesstronginput• Consider asking for hot topics from the
participants and how theymay inform theagenda
• Allocatetimeforexternale-mailorcommunica-tionandkeepthatpromise(thisallowsforstrictenforcementofthenomulti-taskingpolicy)
• Develop meeting Code of Conduct/Ground Rules(someexamplesarelistedbelow)• StayonTime–thisincludesstarttime,endtime,
breaktimes• Safe Zone – everyone is encouraged to speak
theirmindwithoutconcern forembarrassmentorridiculebyothers
• Behavior–respectforallparticipantsandopendiscussionamongattendees
• NoStripes–everyonehasequalstatusandsayinallmatters;noonepersonhasmoreauthoritythanothers
• SpeakUp–everyoneagreestostayengagedinconversationandshareideas
• ListentoOthers–focusonwhatothershavetosayandtheirpointofview
• NoSide-BarConversations–onlyhaveonemeet-ingsothatopinionscanbesharedandheardbyall(unlessdesignedforbreak-outsessions)
• TurnOff/MuteCellPhones–helpkeepthemeet-ing and participants on track by eliminatingphonedisruptions
• NoMulti-tasking–everyonestaysfocusedonthemeetingandshowsrespecttoparticipants(thisincludesrestrictinguseoflaptopsandPDA’s)
2.0 How
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FACILITITATION | 4
Define roles for meeting activities
• Facilitator – leader/facilitator of the meeting isresponsibleforthefollowing(orassigningvolunteersfromattendees):• Stating their role of a facilitator as “neutral vs
contributor”andas“responsibleforkeepingthesessionandattendeesinbalance”
• Scribe – person responsible for capturing theconversation and ideas generated during theevent and for consolidating fordistribution thegroup’sfinaldecisionsandactions
• Timekeeper/Gatekeeper – person responsibleforstartingandendingontime,aswellaskeep-ingthingsontrack
• Parking Lot – person responsible for capturingimportant items that arise in themeeting andare not on the agendabut should be capturedforreviewoutsidethemeeting.
• Guideandcontroltheeventtoensurethemeetingkeepsprogressingtowardsasuccessfuloutcome• Keep up the team’smomentum and energy. If
energy levels decline, consider taking a shortbreakorstretch
• Listen, engage, and include all teammembers.Stay alert, listen actively, and remain engaged(thissetsagoodexample)andfocusonengag-ing others who may be less involved in theconversation
• Monitorcheckpointsandsummarize.Controltheagenda, sharewhat has been achieved,what’snext,andsummarizeoften
• Interveneonlyifrequired• If there is unresolved conflict, anger and
disagreement• Ifthereareobviouspersonalattacks
• Keeptheeventflowingandpositive• Watchforandclosesideconversations• Knowwhen to end a conversation if it isn’t
reachingatimely,naturalconclusion• Be on the lookout for people who are not
fullyparticipating• Payattentiontogroupandindividualbehav-
ior,bothverbalandnon-verbal
• Summarize,RecordandAssignAction• Review captured outputs of the event and
ensure they are understood, agreed upon,andareactioned
• Developnextstepsforownersandduedatesonallactionitemscaptured
• PerformPlus/Deltaofmeeting
After Event
Askatrustedcolleaguewhoparticipatedintheeventtoprovide open, honest feedback on facilitation skills forcontinuousimprovement
Common Techniques
Several simple yet effective facilitation techniques areavailableandencouragedtoadvancetheflowofthecon-versation. Someexamples (but not limited) are notedbelow:• Icebreakereventatthebeginningofthemeeting• Using“roundrobin”togeteveryone’sparticipation• Askingappropriatefocusingquestions• Directing the group to takeone to twominutes to
individuallywritedown ideasor answers and thensharethemwiththegroup
• Asking follow-up questions that clarify, probe andredirect
• Drawingoutclarificationswithphraseslike“canyousaymoreaboutthat?”
• Rephrasingaparticipant’spointandasking ifthat’swhattheymeant
• Identifyingandverballysummarizingagreements• Declaringa“lightninground”togenerateideasand
re-energizethegroup
2.0 How
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