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Facilitating and Meeting Skills
Building Team and Discover Group Wisdom
Contents
1. Introduction1. Introduction
2. Basic Skills of Facilitator2. Basic Skills of Facilitator
3. Facilitating Opening3. Facilitating Opening
4. Facilitating Discussion & Decision4. Facilitating Discussion & Decision
6. Dealing with Challenges6. Dealing with Challenges
5. Facilitating Conclusion5. Facilitating Conclusion
• Who care
• Know what
Appetizer
• Bad experience of meeting
• Good experience of meeting
1. Introduction
Know the basic
General Definition
• Facilitation is the art and science of
managing meetings and group processes
Definition
What is facilitation?
Facilitation is the process where a
facilitator guide the group members in
meeting to share ideas, opinions,
experiences, and expertise in order to
achieve a common goal and
agreeable action plan.
Facilitator
• A facilitator is someone who uses
knowledge of group processes to
formulate and deliver the needed structure
for meeting interactions to e effective
Meeting Progress Diagram
OpeningOpening DiscussionDiscussion ConcludingConcluding
Sharing
What is your facilitating experience?
Have you come across a skill facilitators?
Team Development and F
Increase the advantages of Team
List down the + / - of team development
Potential Advantages Potential Disadvantages
Building on each others’ ideas Confusion
Different perspectives No agreement
Better conclusion Conflict
Fun No time for individual thinking
Sharing the load Can avoid responsibilities
Meeting and Facilitation
• Meetings occur for a number of
reasons where participants are called
upon to:
• Ø make decisions
• Ø share information
• Ø plan work
• Ø learn from one another
• Ø create buy-in
• Ø solve problems
2. Basic Facilitation Skills
Know the basic
Facilitation Dimensions
Basic Skills
■ Making everyone feel comfortable
and valued
■ Encouraging participation
■ Increase understanding
■ Listening and observing
■ Guiding the group
■ Ensuring quality decisions
■ Ensuring outcome-based meetings
Make everyone feel comfortable
& valued
Small talks with participants
Get to know them
Use body language
Thank participants
Feel Comfortable
Skill: Make everyone feel comfortable
and valued
• Get to know them
• Use body language
• Thank the organization, then check
understanding
• Thank participants
Encourage participation
Use open-ended questions
Divide into small groups.
Consult the group
Use visual aids Encourage Silent members
Increase Understanding
• Use team-building activities.
• Set ground rules.
• Search for agreement.
• Agree to disagree.
Listen and observe
 Listen actively.
 Scan the room.
 Do not make assumption
 Check for understanding
 Rephrase their responses
 Summary
 Recap
 Write it down
Guide the group
 Delegate a timekeeper.
 Refer back to the meeting objectives and agenda.
 Stray from the agenda when necessary.
 Challenge their assumption
 Encourage them to go beyond (creative tension)
 Instill the concept of Effectiveness
 Instill the concept of Initiative
 Ask about Plan B and even Plan C
 Ask them about short term, long term, milestone
and continuity plan
 Use a parking lot
Ensure quality decisions
 Remind the group of decision
deadlines.
 Review criteria and supporting
information.
 Review the decision-making process.
 Poll the group before major decisions.
 Review the decision.
Ensure Commitment to Action
 Review objectives for each agenda
item.
 Record decisions.
 Develop an action plan.
 Ensure the team leader follow up
3. Facilitating Opening
Good Beginning
Facilitating Opening
Review minutes
Review minutes
Welcome participants
Go over and approve meeting objectives and agenda
Set the tone and pace
Introduce participants and
yourself
Welcome participant
• Formally start the meeting.
• Welcome everyone officially.
• Use body language
Introduce participants & yourself
• Consider an icebreaker.
• Give precise instructions.
• Allow brief announcements.
• Check in
Set the tone and pace
• Help the group develop ground rules.
• Set the stage for agreement.
• Clarify the role of members.
Go over and approve meeting
objectives and agenda
• Post meeting objectives
• Ask for input on the objectives and
agenda.
• Point out any changes to the agenda.
Agenda
Meeting Objective
Discussion of Preparation for Ramadan Sales
Attendees Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan
Date 2nd
Oct 2005
Time 2.00 pm – 4.00 pm
Location MTC of JMI
Abseetees Norashikin (MC), Puan Zaleha (Entertain customers)
No Item Person In Charge Duration Expected Outcome
1 Decide closing
time during
Ramadan
Denish 30 minutes Fix a time agreeable to everyone;
Ways of communicate to employees
2 Allocation of
manpower in
promotional
items
Uji 30 mins Name and number of employees
needed to be stationed at each
promotional section
3 AOB Zaidi
Meeting Preparation Facilitator role: Zaidi; Note Taker: Hamdan
Items to Bring to the Meeting Notes from April 4th
meeting – brainstormed ideas. Completed interview data.
Review minutes
• Allow adequate time to review and
approve minutes.
• Address follow-up items.
Meeting Minute
Meeting Minute
Meeting Objective
Discussion of Preparation for Ramadan Sales
Attendees Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan
Date 2nd
Oct 2005
Time 2.00 pm – 4.00 pm
Location MTC of JMI
Abseetees Norashikin (MC), Puan Zaleha (Entertain customers)
No Item Person In Charge Deadline Remarks
1 Review Agenda and
approve Minutes
2 Shop close at 10pm.
Communicate to
employees
Denish (Floor meeting)
Rahmah (Notice board)
7th
Oct 2005 OT provided
No MC allowed
4. Facilitating Discussions and
Decisions
Explore the Issues
Facilitating Discussions & Decisions
■ Keep the group on task
■ Assess the group’s concentration and
engagement
■ Clarify confusing discussions
■ Provide feedback to the group
■ Enforce ground rules
Keep the Group On Task
● Determine if you have enough time to
complete the agenda and the closing
tasks.
● Extend the meeting.
● Help the group set priorities and
decide which remaining agenda items
to address in the time remaining.
Assess the group’s concentration and
engagement
• Read the group’s energy level.
• Check involvement.
• Avoid presentations after lunch.
• Give them a break.
• Provide snacks.
Facilitating Discussions & Decisions
■ Keep the group on task
■ Assess the group’s concentration and
engagement
■ Clarify confusing discussions
■ Provide feedback to the group
■ Enforce ground rules
Clarify confusing discussions
• Listen for unfamiliar terms.
• Restate the issue before a decision.
Provide feedback to the group when
necessary or appropriate
• Check your personal biases.
• Be specific in describing what you observe.
• Describe or probe the impact of what you
observe.
• Ask for and summarize suggestions.
• Point out consensus.
• Point out similarities between members’
statements.
• Use conflict to improve decisions.
Enforce ground rules
• Know the ground rules.
• Create non threatening mechanisms to
enforce the rules.
• Correct violations the first time — and
as soon as — they occur.
• Be fair and consistent in enforcing
rules.
5. Facilitating the Conclusion
Tie Up The Loose End
Facilitating The Conclusion
Identify
the next
steps
Evaluate
the
meeting
Adjourn
on a
positive
note
Identify the next steps
• Complete an action plan.
• Visit your parking lot.
• Update the Team calendar.
Evaluate the meeting
• Do a group evaluation.
• Debrief after the meeting.
Adjourn on a positive note
• Thank members for their perseverance
and hard work.
• Recall agreement.
• Remind participants of decisions that
received strong support.
• Make it official.
6. Dealing With Challenges
Crowd Control
General Guideline
• Always look for the positive.
• Go easy.
• Put prevention before intervention.
• Look to the group for support.
• Seek outside assistance
Challenging Behaviors
■ Side conversations
■ Conversation domination
■ Repeaters, parrots, and ramblers
■ Verbal attackers
■ Disruptive audience
■ Absolute silence
■ Inability to reach consensus
■ Revisiting of decisions
■ Charges of being culturally incompetent
7. Summary
Test
Sharing
Evaluate the meeting
• Do a group evaluation.
• Debrief after the meeting.
Summary
Facilitating Meeting Skills
Different perspective

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Facilitating Meeting Skills

  • 1. Facilitating and Meeting Skills Building Team and Discover Group Wisdom
  • 2. Contents 1. Introduction1. Introduction 2. Basic Skills of Facilitator2. Basic Skills of Facilitator 3. Facilitating Opening3. Facilitating Opening 4. Facilitating Discussion & Decision4. Facilitating Discussion & Decision 6. Dealing with Challenges6. Dealing with Challenges 5. Facilitating Conclusion5. Facilitating Conclusion
  • 3. • Who care • Know what
  • 4. Appetizer • Bad experience of meeting • Good experience of meeting
  • 6. General Definition • Facilitation is the art and science of managing meetings and group processes
  • 7. Definition What is facilitation? Facilitation is the process where a facilitator guide the group members in meeting to share ideas, opinions, experiences, and expertise in order to achieve a common goal and agreeable action plan.
  • 8. Facilitator • A facilitator is someone who uses knowledge of group processes to formulate and deliver the needed structure for meeting interactions to e effective
  • 9. Meeting Progress Diagram OpeningOpening DiscussionDiscussion ConcludingConcluding
  • 10. Sharing What is your facilitating experience? Have you come across a skill facilitators?
  • 11. Team Development and F Increase the advantages of Team List down the + / - of team development Potential Advantages Potential Disadvantages Building on each others’ ideas Confusion Different perspectives No agreement Better conclusion Conflict Fun No time for individual thinking Sharing the load Can avoid responsibilities
  • 12. Meeting and Facilitation • Meetings occur for a number of reasons where participants are called upon to: • Ø make decisions • Ø share information • Ø plan work • Ø learn from one another • Ø create buy-in • Ø solve problems
  • 13. 2. Basic Facilitation Skills Know the basic
  • 15. Basic Skills ■ Making everyone feel comfortable and valued ■ Encouraging participation ■ Increase understanding ■ Listening and observing ■ Guiding the group ■ Ensuring quality decisions ■ Ensuring outcome-based meetings
  • 16. Make everyone feel comfortable & valued Small talks with participants Get to know them Use body language Thank participants
  • 17. Feel Comfortable Skill: Make everyone feel comfortable and valued • Get to know them • Use body language • Thank the organization, then check understanding • Thank participants
  • 18. Encourage participation Use open-ended questions Divide into small groups. Consult the group Use visual aids Encourage Silent members
  • 19. Increase Understanding • Use team-building activities. • Set ground rules. • Search for agreement. • Agree to disagree.
  • 20. Listen and observe  Listen actively.  Scan the room.  Do not make assumption  Check for understanding  Rephrase their responses  Summary  Recap  Write it down
  • 21. Guide the group  Delegate a timekeeper.  Refer back to the meeting objectives and agenda.  Stray from the agenda when necessary.  Challenge their assumption  Encourage them to go beyond (creative tension)  Instill the concept of Effectiveness  Instill the concept of Initiative  Ask about Plan B and even Plan C  Ask them about short term, long term, milestone and continuity plan  Use a parking lot
  • 22. Ensure quality decisions  Remind the group of decision deadlines.  Review criteria and supporting information.  Review the decision-making process.  Poll the group before major decisions.  Review the decision.
  • 23. Ensure Commitment to Action  Review objectives for each agenda item.  Record decisions.  Develop an action plan.  Ensure the team leader follow up
  • 25. Facilitating Opening Review minutes Review minutes Welcome participants Go over and approve meeting objectives and agenda Set the tone and pace Introduce participants and yourself
  • 26. Welcome participant • Formally start the meeting. • Welcome everyone officially. • Use body language
  • 27. Introduce participants & yourself • Consider an icebreaker. • Give precise instructions. • Allow brief announcements. • Check in
  • 28. Set the tone and pace • Help the group develop ground rules. • Set the stage for agreement. • Clarify the role of members.
  • 29. Go over and approve meeting objectives and agenda • Post meeting objectives • Ask for input on the objectives and agenda. • Point out any changes to the agenda.
  • 30. Agenda Meeting Objective Discussion of Preparation for Ramadan Sales Attendees Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan Date 2nd Oct 2005 Time 2.00 pm – 4.00 pm Location MTC of JMI Abseetees Norashikin (MC), Puan Zaleha (Entertain customers) No Item Person In Charge Duration Expected Outcome 1 Decide closing time during Ramadan Denish 30 minutes Fix a time agreeable to everyone; Ways of communicate to employees 2 Allocation of manpower in promotional items Uji 30 mins Name and number of employees needed to be stationed at each promotional section 3 AOB Zaidi Meeting Preparation Facilitator role: Zaidi; Note Taker: Hamdan Items to Bring to the Meeting Notes from April 4th meeting – brainstormed ideas. Completed interview data.
  • 31. Review minutes • Allow adequate time to review and approve minutes. • Address follow-up items.
  • 32. Meeting Minute Meeting Minute Meeting Objective Discussion of Preparation for Ramadan Sales Attendees Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan Date 2nd Oct 2005 Time 2.00 pm – 4.00 pm Location MTC of JMI Abseetees Norashikin (MC), Puan Zaleha (Entertain customers) No Item Person In Charge Deadline Remarks 1 Review Agenda and approve Minutes 2 Shop close at 10pm. Communicate to employees Denish (Floor meeting) Rahmah (Notice board) 7th Oct 2005 OT provided No MC allowed
  • 33. 4. Facilitating Discussions and Decisions Explore the Issues
  • 34. Facilitating Discussions & Decisions ■ Keep the group on task ■ Assess the group’s concentration and engagement ■ Clarify confusing discussions ■ Provide feedback to the group ■ Enforce ground rules
  • 35. Keep the Group On Task ● Determine if you have enough time to complete the agenda and the closing tasks. ● Extend the meeting. ● Help the group set priorities and decide which remaining agenda items to address in the time remaining.
  • 36. Assess the group’s concentration and engagement • Read the group’s energy level. • Check involvement. • Avoid presentations after lunch. • Give them a break. • Provide snacks.
  • 37. Facilitating Discussions & Decisions ■ Keep the group on task ■ Assess the group’s concentration and engagement ■ Clarify confusing discussions ■ Provide feedback to the group ■ Enforce ground rules
  • 38. Clarify confusing discussions • Listen for unfamiliar terms. • Restate the issue before a decision.
  • 39. Provide feedback to the group when necessary or appropriate • Check your personal biases. • Be specific in describing what you observe. • Describe or probe the impact of what you observe. • Ask for and summarize suggestions. • Point out consensus. • Point out similarities between members’ statements. • Use conflict to improve decisions.
  • 40. Enforce ground rules • Know the ground rules. • Create non threatening mechanisms to enforce the rules. • Correct violations the first time — and as soon as — they occur. • Be fair and consistent in enforcing rules.
  • 41. 5. Facilitating the Conclusion Tie Up The Loose End
  • 42. Facilitating The Conclusion Identify the next steps Evaluate the meeting Adjourn on a positive note
  • 43. Identify the next steps • Complete an action plan. • Visit your parking lot. • Update the Team calendar.
  • 44. Evaluate the meeting • Do a group evaluation. • Debrief after the meeting.
  • 45. Adjourn on a positive note • Thank members for their perseverance and hard work. • Recall agreement. • Remind participants of decisions that received strong support. • Make it official.
  • 46. 6. Dealing With Challenges Crowd Control
  • 47. General Guideline • Always look for the positive. • Go easy. • Put prevention before intervention. • Look to the group for support. • Seek outside assistance
  • 48. Challenging Behaviors ■ Side conversations ■ Conversation domination ■ Repeaters, parrots, and ramblers ■ Verbal attackers ■ Disruptive audience ■ Absolute silence ■ Inability to reach consensus ■ Revisiting of decisions ■ Charges of being culturally incompetent
  • 50. Test
  • 52. Evaluate the meeting • Do a group evaluation. • Debrief after the meeting.