how to facilitate precise, productive, powerful meetings
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Accentuating Performance
Broadening
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
How To Facilitate Precise, Productive, Powerful Meetings
How to Facilitate Precise, Productive, Powerful Meetings
Accentuating Performance
Broadening
SolutionsCharting
Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Learning Objectives
Understand the role of a facilitator
Indentify communication tools and techniques
Learn the value of various decision options
Learn how to evaluate meetings to ensure maximum results
Accentuating Performance
Broadening
SolutionsCharting
Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
True or False
Part 1: Introduction
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
What is Facilitation
Facilitation is the art of leadership in group communication
Facilitation largely focuses on the “how” as opposed to the “what” of the meeting
Facilitation is the method of guiding groups in timely decision making while ensuring all voices are heard
Part 1: Introduction
Accentuating Performance
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
What is Facilitation
Part 1: Introduction
Facilitator = CONDUCTOR
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What Does a Facilitator Believe
Part 1: Introduction
Beliefs
The IntellectOf People
The PowerOf Groups
Opinions holdEqual Value
Creation Fosters
Commitment
Conflict IsManageable
Members AreGreatestAssets
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Definition of Roles
The methods and procedures
How relations are maintained
The tools being used The group dynamics The climate
The subjects for discussion
The problems being solved
The decisions made The agenda items The goals
Facilitator (Process) Member (Content)
Part 2: Conducting Precise Meetings
Accentuating Performance
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Additional Roles
Note Taker Takes notes of discussions and
decisions Incorporate flip chart notes Minimal participation Role can be rotated
Part 2: Conducting Precise Meetings
Accentuating Performance
Broadening
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Additional Roles
Time Keeper Monitors time Reminds group of time Participative in discussion Role can be rotated
Part 2: Conducting Precise Meetings
Accentuating Performance
Broadening
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Additional Roles
Recorder Manages flip chart Coordinated with facilitator Removed from discussion Role can be rotated
Part 2: Conducting Precise Meetings
Accentuating Performance
Broadening
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Activity
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Evaluation Methods
Method Description
Force-field Analysis Strengths, weaknesses and corrections
Exit Survey Briefly measures output, use of time, participation, decision making, action plans & organization. 10 questions max
Formal Survey Measure same items in exit survey, but in greater detail. 20-35 questions.
Part 2: Conducting Precise Meetings
Accentuating Performance
Broadening
SolutionsCharting
Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Sample Agenda
Part 2: Conducting Precise Meetings
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
High Participation Techniques
Part 3: Conducting Productive Meetings
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HPT Through Activities
Part 3: Conducting Productive Meetings
One-on-One
Think Inside the Box
MVP Award
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HPT Through Empathetic Responses
Part 3: Conducting Productive Meetings
Paraphrasing
“It sounds like you’re saying . . . ““I hear you saying . . . ““Let me see if I understand you . . . “
Explore Further
“I understand so far, now tell us more”“What do you mean by . . . ““How so?” “You said . . . , because . . . ?”
Mirroring Speaker: “I like giving two book awards”Facilitator: “Tell us why you like . . .”
Stacking “WOW! This topic is stirring a lot of interest. Barry, I saw your hand first, Susan second, and Michael you are third.
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
HPT Through Empathetic Responses (cont’d)
Part 3: Conducting Productive Meetings
Encouraging “Who else has an idea?”“The women (men) have been quiet. Do you have any comments?”“Let’s hear from someone who hasn’t spoken for awhile.”
Balancing “Okay, we have heard one position, does anyone have a different position?”“Is there another way to look at this”
Making Space “Would you like to speak to this?”“What are your ideas?”“You looked like you wanted to say something.”
Magic Wand “If time and money were no obstacle, how could we solve this problem.”
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HPT Through Effective Questioning
Part 3: Conducting Productive Meetings
IF YOU WANT TO . . . THEN . . .Stimulate everyone’s thinking Direct the question to the group
Allow people to respond voluntarily or avoid putting an individual on the spot
Ask a question such as “What experiences have any of you had with this issue?”
Stimulate one person to think and respond
Direct the question to that individual. “How should we handle this, Allen.”
Tap the resources of an “expert” in the group
Direct the question to that person. “Laura, you have had a lot of experience with this. What would you do in this instance?”
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Redirecting Negative Behavior
Four Behavioral Choices:
1. Direct aggression
2. Indirect aggression
3. Submissive
4. Assertive
Part 3: Conducting Productive Meetings
Accentuating Performance
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Defining Empowerment Zones
Part 4: Conducting Powerful Meetings
Zone 1
Management Controlled Team Controlled
Management decides then informs staff
Zone 2
Management gets team input before
deciding
Zone 3
Team decides and recommends
Zone 4
Team decides and acts
Accentuating Performance
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Decision Options
Part 4: Conducting Powerful Meetings
Spontaneous
Agreement
One Person
Compromise
Multi-voting
Voting
Consensus Building
Accentuating Performance
Broadening
SolutionsCharting
Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Spontaneous Agreement
Part 4: Conducting Powerful Meetings
Spontaneous Agreement
One Person
Compromise
Multi-voting
Voting
Consensus
Building
Pros
• Fast• Easy• Unites
Cons
• Too fast• Lack of
discussion
Uses
• When full discussion is not critical
• Trivial issues
Accentuating Performance
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
One Person
Part 4: Conducting Powerful Meetings
Spontaneous Agreement
One Person
Compromise
Multi-voting
Voting
Consensus
Building
Pros
• Can be fast
• Clear account-ability
Cons
• Lack of input
• Low buy-in
• No synergy
Uses
• When one person is the expert
• Individual willing to take sole responsibility
Accentuating Performance
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Compromise
Part 4: Conducting Powerful Meetings
Spontaneous Agreement
One Person
Compromise
Multi-voting
Voting
Consensus
Building
Pros
• Discussion
• Creates a solution
Cons
• Adversarial
• Win/Lose• Divides
the group
Uses
• When positions are polarized; consensus improbable
Accentuating Performance
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Multi-Voting
Part 4: Conducting Powerful Meetings
Spontaneous Agreement
One Person
Compromise
Multi-voting
Voting
Consensus
Building
Pros
• Systematic
• Objective• Participati
ve• Feels like a
win
Cons
• Limits dialogue
• Influenced choices
• Real priorities may not surface
Uses
• To sort or prioritize a long list of options
Accentuating Performance
Broadening
SolutionsCharting
Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Voting
Part 4: Conducting Powerful Meetings
Spontaneous Agreement
One Person
Compromise
Multi-voting
Voting
Consensus
Building
Pros
• Fast• High
quality with dialogue
• Clear outcome
Cons
• May be too fast
• Winners and losers
• No dialogue
• Influenced by choices
Uses
• Trivial matter
• When there are clear options
• If division in group is okay
Accentuating Performance
Broadening
SolutionsCharting
Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
Consensus Building
Part 4: Conducting Powerful Meetings
Spontaneous Agreement
One Person
Compromise
Multi-voting
Voting
Consensus
Building
Pros
• Collaborative
• Systematic
• Participative
• Discussion-orientated
• Encourages commitment
Cons
• Takes time• Requires
data and member skills
Uses
• Important issues
• When total buy-in matters
Results achieved : Work completed : Work outstanding : Next steps
That was a great meeting. I’m sure I’ll get to my part
one of these days!
Follow-up Report Essentials
Accentuating Performance
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Success© 2014 VCL Consulting Group, Inc. All Rights Reserved
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