roles of a facilitator. what is a facilitator facilitators are to use various tools, techniques and...

Roles of a FacilitatorRoles of a FacilitatorRoles of a FacilitatorRoles of a Facilitator

What is a FacilitatorWhat is a FacilitatorWhat is a FacilitatorWhat is a Facilitator

• Facilitators are to use various tools, techniques Facilitators are to use various tools, techniques

and methodologies to assist teams with increasing and methodologies to assist teams with increasing

the effectiveness of accomplishing their objectivesthe effectiveness of accomplishing their objectives

• Facilitators are to use various tools, techniques Facilitators are to use various tools, techniques

and methodologies to assist teams with increasing and methodologies to assist teams with increasing

the effectiveness of accomplishing their objectivesthe effectiveness of accomplishing their objectives

Roles, Responsibilities and ActivitiesRoles, Responsibilities and ActivitiesRoles, Responsibilities and ActivitiesRoles, Responsibilities and Activities

1.1. Prior to the meetingPrior to the meeting

a.a. Assist the leader with planning for the meetingAssist the leader with planning for the meeting

b.b. Develop an agenda and ensure it is distributed in a Develop an agenda and ensure it is distributed in a

timely mannertimely manner

c.c. Anticipate possible roadblocks and plan for themAnticipate possible roadblocks and plan for them

d.d. Determine with the leader if contact should be made Determine with the leader if contact should be made

in advance to specific team membersin advance to specific team members

e.e. Check to see if the logistics are arranged (room Check to see if the logistics are arranged (room

reserved, refreshments, equipment needed, etc.)reserved, refreshments, equipment needed, etc.)

1.1. Prior to the meetingPrior to the meeting

a.a. Assist the leader with planning for the meetingAssist the leader with planning for the meeting

b.b. Develop an agenda and ensure it is distributed in a Develop an agenda and ensure it is distributed in a

timely mannertimely manner

c.c. Anticipate possible roadblocks and plan for themAnticipate possible roadblocks and plan for them

d.d. Determine with the leader if contact should be made Determine with the leader if contact should be made

in advance to specific team membersin advance to specific team members

e.e. Check to see if the logistics are arranged (room Check to see if the logistics are arranged (room

reserved, refreshments, equipment needed, etc.)reserved, refreshments, equipment needed, etc.)


2. During the meeting2. During the meeting

a.a. The team leader should lead the overall meetingThe team leader should lead the overall meeting

B.B. The facilitator will actually lead the meeting on The facilitator will actually lead the meeting on

specific agenda topics specific agenda topics

c.c. Assist the leader with managing the “process” Assist the leader with managing the “process”

and and stay out of the “content”stay out of the “content”

d.d. Remind team and individual members when they Remind team and individual members when they

are are not following Team Operating Proceduresnot following Team Operating Procedures

e.e. Watch for good balanced participation all team Watch for good balanced participation all team

membersmembers


a.a. The team leader should lead the overall meetingThe team leader should lead the overall meeting

B.B. The facilitator will actually lead the meeting on The facilitator will actually lead the meeting on

specific agenda topics specific agenda topics

c.c. Assist the leader with managing the “process” Assist the leader with managing the “process”

and and stay out of the “content”stay out of the “content”

d.d. Remind team and individual members when they Remind team and individual members when they

are are not following Team Operating Proceduresnot following Team Operating Procedures

e.e. Watch for good balanced participation all team Watch for good balanced participation all team

membersmembers



f.f. Introduce tools and provides specific training that Introduce tools and provides specific training that

the the team needs to use themteam needs to use them

g.g. Remind the team if they are drifting from their Remind the team if they are drifting from their

agenda agenda or objectiveor objective

h.h. Ensure the team finalizes the Action Register Ensure the team finalizes the Action Register

including developing plans for future meetings, including developing plans for future meetings,

finalizing and distributing documents, etc.finalizing and distributing documents, etc.

i.i. Conduct a Process Check at the end of the Conduct a Process Check at the end of the

meetingmeeting


f.f. Introduce tools and provides specific training that Introduce tools and provides specific training that

the the team needs to use themteam needs to use them

g.g. Remind the team if they are drifting from their Remind the team if they are drifting from their

agenda agenda or objectiveor objective

h.h. Ensure the team finalizes the Action Register Ensure the team finalizes the Action Register

including developing plans for future meetings, including developing plans for future meetings,

finalizing and distributing documents, etc.finalizing and distributing documents, etc.

i.i. Conduct a Process Check at the end of the Conduct a Process Check at the end of the

meetingmeeting


3. After the meeting3. After the meeting

a.a. Meet with the leader to debrief the meetingMeet with the leader to debrief the meeting

i.i. Identify what went wellIdentify what went well

ii.ii. Determine what to do to make the next Determine what to do to make the next

meeting meeting even bettereven better

iii.iii. Give the leader feedback regarding his or Give the leader feedback regarding his or

her her behaviorbehavior

3. After the meeting3. After the meeting

a.a. Meet with the leader to debrief the meetingMeet with the leader to debrief the meeting

i.i. Identify what went wellIdentify what went well

ii.ii. Determine what to do to make the next Determine what to do to make the next

meeting meeting even bettereven better

iii.iii. Give the leader feedback regarding his or Give the leader feedback regarding his or

her her behaviorbehavior


4. Between meetings4. Between meetings

a.a. Work with leader between meetings doing what is Work with leader between meetings doing what is

appropriate to ensure that process continues at a appropriate to ensure that process continues at a

satisfactory pacesatisfactory pace

b.b. Ensure appropriate interaction with the SponsorEnsure appropriate interaction with the Sponsor

c.c. Be available for assistance to any team memberBe available for assistance to any team member

d.d. Assist with resolving conflicts between membersAssist with resolving conflicts between members

4. Between meetings4. Between meetings

a.a. Work with leader between meetings doing what is Work with leader between meetings doing what is

appropriate to ensure that process continues at a appropriate to ensure that process continues at a

satisfactory pacesatisfactory pace

b.b. Ensure appropriate interaction with the SponsorEnsure appropriate interaction with the Sponsor

c.c. Be available for assistance to any team memberBe available for assistance to any team member

d.d. Assist with resolving conflicts between membersAssist with resolving conflicts between members


5. General5. General

a.a. Always be looking for barriers that might keep Always be looking for barriers that might keep

from from accomplishing the objective in the timeframe accomplishing the objective in the timeframe

expected. Take the appropriate action that would expected. Take the appropriate action that would

typically be to discuss the observation with the typically be to discuss the observation with the

Team Team Leader or Sponsor.Leader or Sponsor.

b.b. Act as a neutral party with all involved; never take Act as a neutral party with all involved; never take

sidessides

c.c. Assist with improving communications and Assist with improving communications and

building building relationshipsrelationships

5. General5. General

a.a. Always be looking for barriers that might keep Always be looking for barriers that might keep

from from accomplishing the objective in the timeframe accomplishing the objective in the timeframe

expected. Take the appropriate action that would expected. Take the appropriate action that would

typically be to discuss the observation with the typically be to discuss the observation with the

Team Team Leader or Sponsor.Leader or Sponsor.

b.b. Act as a neutral party with all involved; never take Act as a neutral party with all involved; never take

sidessides

c.c. Assist with improving communications and Assist with improving communications and

building building relationshipsrelationships

Ten Commandments of FacilitationTen Commandments of FacilitationTen Commandments of FacilitationTen Commandments of Facilitation

1. Do not do anything the team can do for itself.1. Do not do anything the team can do for itself.

2. Intervene only to satisfy the team's needs (not your own).2. Intervene only to satisfy the team's needs (not your own).

3. Wait before intervening; give team members time to 3. Wait before intervening; give team members time to

correct the problem for themselves.correct the problem for themselves.

4. Start and end with validating the individual.4. Start and end with validating the individual.

5.5. Avoid editing; let the team use its own methods and Avoid editing; let the team use its own methods and

language.language.

1. Do not do anything the team can do for itself.1. Do not do anything the team can do for itself.

2. Intervene only to satisfy the team's needs (not your own).2. Intervene only to satisfy the team's needs (not your own).

3. Wait before intervening; give team members time to 3. Wait before intervening; give team members time to

correct the problem for themselves.correct the problem for themselves.

4. Start and end with validating the individual.4. Start and end with validating the individual.

5.5. Avoid editing; let the team use its own methods and Avoid editing; let the team use its own methods and

language.language.

Ten Commandments of FacilitationTen Commandments of FacilitationTen Commandments of FacilitationTen Commandments of Facilitation

6. Try to speak no longer than 30 seconds at a time.6. Try to speak no longer than 30 seconds at a time.

7. Do more asking than telling. Do more listening than 7. Do more asking than telling. Do more listening than

talking.talking.

8. Do not try to take over the team. It always backfires.8. Do not try to take over the team. It always backfires.

9. When you hear the same thing for the third time, 9. When you hear the same thing for the third time,

intervene.intervene.

10. When the group falls silent, that is your cue to keep silent.10. When the group falls silent, that is your cue to keep silent.

6. Try to speak no longer than 30 seconds at a time.6. Try to speak no longer than 30 seconds at a time.

7. Do more asking than telling. Do more listening than 7. Do more asking than telling. Do more listening than

talking.talking.

8. Do not try to take over the team. It always backfires.8. Do not try to take over the team. It always backfires.

9. When you hear the same thing for the third time, 9. When you hear the same thing for the third time,

intervene.intervene.

10. When the group falls silent, that is your cue to keep silent.10. When the group falls silent, that is your cue to keep silent.

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