Presentation of 1-day training in the Management Masters School. Introduction to the Meeting Facilitation: Basic techniques, Roles and Skills of Facilitator, Practical Sessions Instructor: Vadim Nareyko

1. MEETING FACILITATION 2.0
Vadim Nareyko, 2016

2. TRAIN FACILITATOR’S SKILLS
Goal
Target by Jasper Johns (Creative Common license)

3. PLAN
From To Activity
09:30 10:00 Registration
10:00 10:30 Introduction - Plan - Rules - Acquaintance
10:30 11:20 What’s Meeting Facilitation?
11:20 11:50 Facilitator’s Skills. Principles of Facilitation
11:50 12:20 Case Study. Expected Result. Demo Session.
12:20 12:40 Coffee break & Networking
12:40 13:20 Results.Why do we need facilitation. Facilitator roles. Group dynamics
13:20 13:50 Facilitators. Pitches.Team creation.
13:50 14:30 Session 1
14:30 15:30 Lunch
15:30 15:45 Content facilitation
15:45 16:10 Presentations. Process feedback.
16:10 16:30 Meeting opening and Closing
16:30 17:30 Session II (with Opening and Closing)
17:30 17:50 Presentations. Process feedback.
17:50 18:10 Coffee break & Networking
18:10 18:30 Non-Verbs Listening Skills. Questions.“You” and “I”
18:30 19:30 Session III (Opening, Closing, Listening Skills)
19:30 20:00 Closing session

4. WANTED 2 ASSISTANTS
Recorder and Break Monitor
Venice Muscle Beach by Lin Mei (Creative Common license) Dark muscle woman by Rikard Elofsson (Creative Common license)

5. HOW WE WORKTODAY?
• Use cellphones is the silent
mode
• Ask questions
• Write down your thoughts
• Share knowledge and ideas
• Speak using “I”
• Post results to Facebook Is Brainstorming the Enemy of Innovation? by Crispin Blackall (Creative Common license)

6. VADIM NAREYKO
• https://www.linkedin.com/in/
nareyko
• https://www.facebook.com/
vadim.nareyko

7. ACQUAINTANCE
• Stand up and work in pairs
with a pen and a paper
• Find a person you don’t know
or haven’t seen for a long time
• Ask questions and write down
answers (q’s are on the next
slide)
• When finish - give a paper to
the trainer Handshake by AK Rockefeller (Creative Common license)

8. QUESTIONS
• What’s your name?
• Who are you?
• Why do you join this event?
• What’s the most important question you have (regarding
the topic)?
• How this event may help in your life?

9. WHAT’S MANAGEMENT
MASTERS SCHOOL?
• http://www.slideshare.net/nareyko
• https://www.youtube.com/user/
ManagementMasters
• https://www.facebook.com/ManagementMasters/

10. WHAT’S MEETING FACILITATION?
Vocabulary
Everybody is surrounded by many question marks!!! by ePi.Longo (Creative Common license)

11. WHAT’S MEETING?

12. – Meeting and Convention Planners. (2009, December 17). U.S. Bureau of
Labor Statistics.
“A meeting is a gathering of two or more people that
has been convened for the purpose of achieving a
common goal through verbal interaction, such as
sharing information or reaching agreement”

13. MEETINGTYPES
• In groups (5 people) collect
different meetings types
• Try to categorise results
• Post results to the
Facebook group
• You have 15 minutes
Structure by Herr Olsen (Creative Common license)

14. MEETINGTYPES
Reason Members
Frequency
Specials
Kick off
Work
Ad hoc
Retrospective
Investigative
Pre-Bid
Board
Management
Staff
Team
One-time Recurring Series
Off-site Stand-up One-to-one

15. WHAT’S FACILITATION?

16. –Wikipedia
“Facilitation is any activity that makes tasks for others
easy, or tasks that are assisted”

17. MEETING PROBLEMS
• In groups (6 people) collect
standard meetings problems
• Try to categorise results
• Post results to the
Facebook group
• You have 15 minutes
No problems by Eli Christman (Creative Common license)

18. WHO’S FACILITATOR?

19. FACILITATOR
A facilitator is an individual who enables groups and
organizations to work more effectively; to collaborate and
achieve synergy. She or he is a “content-neutral” party who
by not taking sides or expressing or advocating a point of
view during the meeting, can advocate for fair, open, and
inclusive procedures to accomplish the group’s work.
Sam Kaner, Facilitator's Guide to Participatory Decision-
Making

20. HOW FACILITATION DIFFERS?
Facilitation Skills for Team Leaders
Donald Hackett, Charles L. Martin
Difference by Alper Çuğun (Creative Common license)

21. Training Presenting Facilitation
Participants are present
to learn
Audience is present to
receive prepared
remarks
Participants are
members of teams
whose mission is to
recommend quality
improvement
Objectives are based
upon learning
Objectives are based on
what is to me
communicated (inform,
sell, motivate, describe)
Objectives are based on
process improvements
Instructor asks questions
to evaluate learning
Presenter primarily
answers rather than asks
questions
Questions are used to
develop individual
involvement

22. FACILITATOR’S SKILLS
Who is facilitator?
IMG_1606 by MAZA FIGHT (Creative Common license)

23. FACILITATOR SKILLS
1. Write down 5 skills of
facilitator
2. Do 5 times:
1. Rise your hand and
find another person
with risen hand
2. Exchange your ideas
Writing by jeffrey james pacres (Creative Common license)

24. FACILITATOR’S SKILLS
Facilitation Skills for Team Leaders
Donald Hackett, Charles L. Martin
• Planning for a team meeting
• Knowing how to ask questions
• Being an active listener
• Knowing how to use flip chart
• Remaining neutral on content issues
• Encouraging open communication
• Encouraging team problem-solving
and decision-making
• Knowing how to lead using problem-
solving tools
• Sensitive to capturing and
maintaining documentation
• Maintaining team focus
• Giving verbal and written feedback
• Developing a culture of teamwork
• Tolerating and smoothing conflict

25. AREYOU READYTO DO
SOMETHING NEW IN 2016?

26. MMS PLAN 2016
• 12+ events
• Each event has separate
Organiser
• 6+ events in other cities
or in country side (i.e.
camping,“MMS Base”,
“Naroch”,“4-days”)
• Trainers and Organiser
work for free
• Accommodation of
Trainers and Organiser
are covered by
members or partners
• Next Event: 20 Feb

27. WHO IS READYTO BE AN
ORGANISER?

28. DEMO SESSION #1

29. RELAX AND NETWORK
Coffee break
&
Preparation
Relax by Stefano Fulgoni (Creative Common license)

30. WHY DO WE NEED FACILITATION?
What’s the the main issue?
Why not by Peter Reed (Creative Common license)

31. WHAT DOYOU LIKETO EAT
ON BREAKFAST?
A. Fried Eggs
B. Omelette
C. Porridge
D. Yogurt
E. Sausages
F. Sandwich
G. Nothing

32. RESULTS
A
B
C
D
E
F
G

33. FACILITATOR ROLES
GREAT MEETINGS! GREAT RESULTS
DEE KELSEY AND PAM PLUMB
• Facilitator
• Facilitator/Expert
• Facilitator/Leader
• Facilitator/Member
• Recorder
• Time Keeper
• Break Monitor

34. GROUP DYNAMICS
Forming
Storming
Norming
Performing

35. FORMING
This characterizes the time when a group is first coming
together, or when new members are joining the group
FACILITATOR’STASK:The task of the facilitator in this
stage is to assess what group forming work needs to be
done, and then to structure an appropriate opening so
that people can feel safe, legitimized, valued and have a
sanctioned way to get a feel for one another

36. FORMING FACILITATION
• planning introductions and orientation
• reviewing the “road map” (desired outcomes and agenda)
• using warm up activities
• inviting expressions of expectations
• establishing ground rules
• agreeing upon decision-making methods

37. STORMING
Storming is the stage where members are
concerned about control, power and influence
FACILITATOR’STASK:The task of the facilitator in
this stage is to assess and name the specific storming
issues of the group, and guide and model good
conflict resolution process

38. STORMING FACILITATION
• remember you are not the target
• serve as a mirror to the group
• separate the problem from the person
• acknowledge, then deal with or defer any concerns
• enforce the ground rules
• be assertive in your role as process expert

39. NORMING
Norming is the stage in which group members move
toward inter- dependence
FACILITATOR’STASK:The task of the facilitator is to
support the group’s functioning

40. NORMING FACILITATION
• mirror and record norms that are emerging
• affirm the group’s cohesiveness and the work it has taken to
get there
• affirm the positive value of expressing differences
• guide the group through collaborative negotiation
• provide opportunities for the group to enjoy its connectedness

41. PERFORMING
Performing is the stage where the group is working
collaboratively and is highly productive

42. PERFORMING FACILITATION
• offer effective processes for getting the task
accomplished
• format the work in a way that is useful to the group
• affirm the good work of the group
• stay out of the way when not needed

43. WHO WILL FACILITATETODAY?
Facilitators
May 12, 1939 LOUIS ZAMPERINI byThe Happy Rower (Creative Common license)

44. HOW WE CHOOSE
• In groups by 4 everybody answers “why can I be a
facilitator?”
• Then everybody rank inside the group
• Then groups are changing

45. LEADERS SPEECHES
1-minute speech
Speech by Christian Pierret (Creative Common license)

46. PITCHES
• “Event Leaders” do 1-minute pitches
• Make notes (what’s good / what can be improved)
• After all pitches leaders create teams

47. SESSION I
40-minutes session + lunch

48. SESSION I
• Plan Events:
• Topic
• Format
• Marketing
• Logistics

49. LUNCH
1 hour
Lunch time is coming... byTheophilos Papadopoulos (Creative Common license)

50. CONTENT FACILITATION

51. PRESENTING RESULTS
What was achieved?
Presents for All by Kris Mouser-Brown (Creative Common license)

52. PROCESS REVIEW - WHAT
WAS GOOD?

53. MEETING
OPENING
Steps andTechniques
open by velkr0 (Creative Common license)

54. MEETING OPENING
• Purpose, Outcome
and Agenda
• Ground Rules
• Decision Making
Methods
• Parking Lot
• Next Step Chart

55. MEETING
CLOSING
Steps andTechniques
Closed Sign inYellowstone by Bryan Mills (Creative Common license)

56. MEETING CLOSING
• Review Agreements
and Decisions
• Identify Next Steps
• Check the Parking Lot
• Evaluate the meeting
• Consider Personal
Closure

57. SESSION II
60-minutes session

58. SESSION II
• Plan Events:
• Topic
• Format
• Marketing
• Logistics
• Opening
• Closing
• Time keeper
• Recorder

59. PRESENTING RESULTS
What was achieved?
27/365 Present - Regalo by Helena Eriksson (Creative Common license)

60. PROCESS REVIEW - WHAT
WAS GOOD?

61. NON-VERBAL LISTENING
SKILLS
• Eye Contact
• Body Positioning
• Facial Expressions
• Silence

62. “YOU”AND “I”
• "You" messages remove the ownership for behaviour
from the person speaking and label the receiver instead
of describing the thoughts, needs or feelings of the
speaker
• "I" messages promote positive communication, which in
turn fosters effective interpersonal relationships.They
promote ownership by the speaker of his needs, wants,
and feelings, rather than a projection onto the listener

63. QUESTIONS
• Direct questions
• Open-ended questions
• Repetition
• Summary
• Redirecting
questions by Andrew Steele (Creative Common license)

64. SESSION II
60-minutes session

65. SESSION II
• Plan Events:
• Topic
• Format
• Marketing
• Logistics
• Opening
• Closing
• Time keeper
• Recorder

66. THANKYOU AND GOOD LUCK
Vadim Nareyko
Team rider by Sunova Surfboards (Creative Common license)