want to learn how to facilitate interactions for outcomes?
DESCRIPTION
We spend so much time interacting with colleagues but not enough progress is made to get to specific business outcomes. Learn how to facilitate meetings, workshops, brainstorming sessions to drive to specific outcomes. Be effective, efficient and use resources wisely.TRANSCRIPT
Tips and Tools to be effective
Facilitating for outcomes
Anita Rao
April 2013
Agenda
Process
Preparation
Ground Rules
Follow up – tool
Checklist
Accountable for…
Appendix
Workout (for mature facilitators)
Process
Purpose • Agree on the purpose
Outcomes • Develop clear measurable outcome statements • These should be benefits for stakeholders • Provides focus and means for evaluation
Steps
• Brainstorm what needs to happen; before, during, and after • Determine and hand out pre-work assignments based on outcomes,
agree on responsibilities for completion • DACI for outcomes
Capabilities • Ensure right skills, participation • Outline attitudes, behavior, ground rules • Resources required for all stages
Feedback • Evaluation criteria • Capture learning for continuous improvement cycle
Source Murray Hiebert & Bruce Klatt
Process Planning Effective Interactions
Purpose
(brainstorm what the purpose is, and is
not, then prioritize)
Why?
Clarify Purpose
Outcomes
(develop observable/measurable outcomes
for each high priority purpose)
What will we take away from this meeting?
Goal Statements
Steps
(brainstorm steps then put in sequence,
assign pre-work)
What steps do we need to take to achieve our
outcomes?
Capabilities
(who needs to participate, and what
specifically is needed from each)
Who needs to be at this meeting, and what
groundrules can we use to guide our actions?
Feedback
(Evaluation, informing others, follow-
through on decisions)
What evaluation and follow-through will be needed
after this meeting?
Source Murray Hiebert & Bruce Klatt
Tool – Why? What? How?
Suggestions for a meeting Agenda
Meeting Purpose
Date, Time, Location
Attendees, Roles, (Facilitator, Scribe, …)
Agenda Item (Person responsible, time allocated, measureable
outcomes)
Pre meeting requirements and responsibilities (any preparatory
work)
Ground Rules – a sample
We will start and end on time.
Every meeting will have written Agenda and expected results.
Someone will summarize the decisions before we move on to
the next topic.
Only one person will talk at a time. No side conversations.
It is ok to disagree or to present another point of view.
If someone becomes emotional over an issue, the next person
must summarize before responding.
If you don’t agree, say so inside the meeting. Outside the
meeting everyone will support all decision that were made in
the meeting.
Source Murray Hiebert & Bruce Klatt
Tool – Minutes, Actions, Decisions
Suggestions for follow up
Meeting Purpose
Date, Time, Location
Attendees, Roles, (Facilitator, Scribe, …)
Agenda Item (Meeting decision or action, owner, deadline)
Checklist
Steps
• Plan using a tool
• Pick participants
• Agree on Agenda
• Discuss roles
• Plan resource requirements
Preparing
1
Starting
2
• Start on time
• Refine agenda, purpose, outcomes,
• Solicit active participation
• Review ground rules
Ending
4
• End on time
• Solicit commitment on decisions and action items
• Review outcomes per agenda, purpose
Following up
5
• Send minutes in 24hours
• Follow up on action items
• Report progress
Advancing
3
• Manage meeting process
• Get closure on each agenda item
• Keep discussions on time
• Encourage innovative dialog
Source Murray Hiebert & Bruce Klatt
The facilitator is accountable for…
Facilitator
Ensure that meetings are well planned with a clear purpose and clearly defined outcomes
Ensure that the right people are invited to participate
Ensure that participants come prepared
Hold all participants responsible for contributing to the success
Ensure that meetings achieve their defined purpose and outcomes
Ensure that meeting minutes are accurate and sent promptly
Source Murray Hiebert & Bruce Klatt
Appendix
For Mature Facilitators
Workout (for mature facilitators)
Steps
•Briefed on goals
•Objectives
•Agenda
•Process
•Ground rules
Introduction
1
Brainstorming
2
•Cross functional teams
•Discuss different aspects of problem
• Top 10 ideas
Action Plans
4
•Develop action plans
•Prepare presentation with data to get approval from sponsor
Town Meeting
5
• Teams present ideas to sponsor
• Sponsor asks questions
• Sponsor makes “yes/no” decisions
Gallery of Ideas
3
• Each team presents 10 best ideas
•All teams vote on 3-4 ideas from each team’s top 10
Source Ulrich, Kerr, Ashkenas
Thank You
Twitter @anitaprao;
Blog:
http://anitapaulrao.wordpress.com/
Linkedin:
www.linkedin.com/in/anitarao
Slideshare
http://www.slideshare.net/raoanita