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Meeting facilitation 2.0 - Vadim Nareyko

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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

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Meeting facilitation 2.0 - Vadim Nareyko

  1. 1. MEETING FACILITATION 2.0 Vadim Nareyko, 2016
  2. 2. TRAIN FACILITATOR’S SKILLS Goal Target by Jasper Johns (Creative Common license)
  3. 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. 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. 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. 6. VADIM NAREYKO • https://www.linkedin.com/in/ nareyko • https://www.facebook.com/ vadim.nareyko
  7. 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. 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. 9. WHAT’S MANAGEMENT MASTERS SCHOOL? • http://www.slideshare.net/nareyko • https://www.youtube.com/user/ ManagementMasters • https://www.facebook.com/ManagementMasters/
  10. 10. WHAT’S MEETING FACILITATION? Vocabulary Everybody is surrounded by many question marks!!! by ePi.Longo (Creative Common license)
  11. 11. WHAT’S MEETING?
  12. 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. 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. 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. 15. WHAT’S FACILITATION?
  16. 16. –Wikipedia “Facilitation is any activity that makes tasks for others easy, or tasks that are assisted”
  17. 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. 18. WHO’S FACILITATOR?
  19. 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. 20. HOW FACILITATION DIFFERS? Facilitation Skills for Team Leaders Donald Hackett, Charles L. Martin Difference by Alper Çuğun (Creative Common license)
  21. 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. 22. FACILITATOR’S SKILLS Who is facilitator? IMG_1606 by MAZA FIGHT (Creative Common license)
  23. 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. 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. 25. AREYOU READYTO DO SOMETHING NEW IN 2016?
  26. 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. 27. WHO IS READYTO BE AN ORGANISER?
  28. 28. DEMO SESSION #1
  29. 29. RELAX AND NETWORK Coffee break & Preparation Relax by Stefano Fulgoni (Creative Common license)
  30. 30. WHY DO WE NEED FACILITATION? What’s the the main issue? Why not by Peter Reed (Creative Common license)
  31. 31. WHAT DOYOU LIKETO EAT ON BREAKFAST? A. Fried Eggs B. Omelette C. Porridge D. Yogurt E. Sausages F. Sandwich G. Nothing
  32. 32. RESULTS A B C D E F G
  33. 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. 34. GROUP DYNAMICS Forming Storming Norming Performing
  35. 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. 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. 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. 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. 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. 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. 41. PERFORMING Performing is the stage where the group is working collaboratively and is highly productive
  42. 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. 43. WHO WILL FACILITATETODAY? Facilitators May 12, 1939 LOUIS ZAMPERINI byThe Happy Rower (Creative Common license)
  44. 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. 45. LEADERS SPEECHES 1-minute speech Speech by Christian Pierret (Creative Common license)
  46. 46. PITCHES • “Event Leaders” do 1-minute pitches • Make notes (what’s good / what can be improved) • After all pitches leaders create teams
  47. 47. SESSION I 40-minutes session + lunch
  48. 48. SESSION I • Plan Events: • Topic • Format • Marketing • Logistics
  49. 49. LUNCH 1 hour Lunch time is coming... byTheophilos Papadopoulos (Creative Common license)
  50. 50. CONTENT FACILITATION
  51. 51. PRESENTING RESULTS What was achieved? Presents for All by Kris Mouser-Brown (Creative Common license)
  52. 52. PROCESS REVIEW - WHAT WAS GOOD?
  53. 53. MEETING OPENING Steps andTechniques open by velkr0 (Creative Common license)
  54. 54. MEETING OPENING • Purpose, Outcome and Agenda • Ground Rules • Decision Making Methods • Parking Lot • Next Step Chart
  55. 55. MEETING CLOSING Steps andTechniques Closed Sign inYellowstone by Bryan Mills (Creative Common license)
  56. 56. MEETING CLOSING • Review Agreements and Decisions • Identify Next Steps • Check the Parking Lot • Evaluate the meeting • Consider Personal Closure
  57. 57. SESSION II 60-minutes session
  58. 58. SESSION II • Plan Events: • Topic • Format • Marketing • Logistics • Opening • Closing • Time keeper • Recorder
  59. 59. PRESENTING RESULTS What was achieved? 27/365 Present - Regalo by Helena Eriksson (Creative Common license)
  60. 60. PROCESS REVIEW - WHAT WAS GOOD?
  61. 61. NON-VERBAL LISTENING SKILLS • Eye Contact • Body Positioning • Facial Expressions • Silence
  62. 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. 63. QUESTIONS • Direct questions • Open-ended questions • Repetition • Summary • Redirecting questions by Andrew Steele (Creative Common license)
  64. 64. SESSION II 60-minutes session
  65. 65. SESSION II • Plan Events: • Topic • Format • Marketing • Logistics • Opening • Closing • Time keeper • Recorder
  66. 66. THANKYOU AND GOOD LUCK Vadim Nareyko Team rider by Sunova Surfboards (Creative Common license)
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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

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