Presentation on theme: "The Fundamentals of Effective Meeting and Facilitation Skills"— Presentation transcript:
1 The Fundamentals of Effective Meeting and Facilitation Skills CAP 108:The Fundamentals of Effective Meetingand Facilitation Skills
2 Learning ObjectivesUpon completion of this workshop you will be able to:Design, plan and prepare for effective meetingsExplain the role of the facilitator before and during a meetingDifferentiate between when to facilitate and when to lead during meetingsHandle the dynamics of challenging group situationsEffectively direct the energies and talents of a group to achieve the objectives and/ or outcomes defined for the meetingFacilitate a group from ideas to actions
3 Today’s Agenda Welcome & Introduction The Key Components to Effective MeetingsBefore the Meeting - PlanningThe Role of the FacilitatorGroup DynamicsGetting the Most from Meeting ParticipantsPractice .. Practice .. PracticeWrap up and evaluations
4 Welcome & Warm Up Introduce Yourself Complete the following statements …“I hate meetings that / when …….. ““Meetings are great when they …. ““My biggest challenge with meetings is …. “
5 Provide an example of an icebreaker you have used or experienced ICE BREAKERSThe importance of icebreakers …Help to clarify group members’ expectations & knowledgeIntroduce participants to working within a groupProvide space to build interpersonal relationshipsRelieve anxietyProvide facilitator with insights as to the group’s mood, motivation, and unique focusProvide an example of an icebreaker you have used or experienced
6 ESTABLISHING GROUND RULES Enable the facilitator and the participants to establish principles for how they will work together.Create structure / contract amongst the participants to manage conversation and interactionTool to aid the facilitator when dealing with difficult participants
7 SAMPLE GROUND RULES Participate, speak up and share information Don’t monopolize time .. Give everyone a chance to speakTurn off cell phones and pagersRespect everyone’s ideas .. you don’t have to agree but be positive and constructive when disagreeingDon’t carry on ‘side bar’ conversationsWhat is said in the room .. Stays in the roomBe open to new ideas and ways of thinkingOne conversation at a timeStay on time for breaks and lunchHave fun !
11 Importance of Meeting ‘Objectives’ Ensures that everyone knows why they are thereEnables participants to prepare appropriatelyHelps the facilitator to design the meeting to ensure objectives are achievedHelps the facilitator keep the participants on track and focused during the meeting
12 Purpose of the AgendaA road map for how the objectives will be achievedKeeps the meeting focused on key topicsBuilds commitment to the task when meeting participants contribute to an agenda and agree to itGives the facilitator a mandate to intervene when the discussion loses focus
13 The Various Factors to Consider when Planning for a Meeting Why are we meeting?What do I want to achieve?Content, sequence, timingWho Needs to be there?How can each person contribute to this meeting?What materials are needed?Should they be sent in advance? When?How should they be sent?Purpose for the meetingObjectivesStructure / FlowParticipantsRoles & responsibilitiesMaterials / Handouts
14 The Various Factors to Consider when Planning for a Meeting Cont’d … March break ?Size of room, layoutWhereTime of dayAccessibility (public transit)ParkingProjectsFlip charts, markersRefreshmentsScheduleFacilitiesLogisticsOTHER IDEAS ???
15 Learning Activity 1- Planning for a Meeting In small groups, work on the scenarios on Pg. 11 of Workbook 2.Consider the objectives, purpose, agenda, invitees, roles, decision-making strategy, the room, food, preparation, follow-up, additional stakeholders…The details are less important in this exercise than the thinking that goes into them. If you adjust one thing, how does it affect the others?Each group will present their results
16 Learning Activity 1- Planning for a Meeting Labour negotiations – Union and management representatives will be meeting to renegotiate the contract that is set to expire. What would be the implications of having a facilitator run the meetings? How would the parties decide on a facilitator? What would the scope of authority be for the facilitator? How would this be different than a mediator? How would the meetings differ if the parties are on good terms versus tense terms? In a potential strike situation? Where would the meetings be held, and what would be required of the facilities?A staff person has just been fired or suspended – Should there be a meeting? If so, what roles would a leader and/or facilitator play in a team or all-staff meeting? What would the purpose of the meeting be, and how would it be achieved? Who should be invited? How would the room be arranged? How would the considerations vary if the person was fired for insubordination, laziness or failure to fulfill duties, discriminatory or other inappropriate behaviour with colleagues or clients? What if the organization has under 12 staff versus over 50? What if the person who left was a volunteer instead of an employee?Multiple agencies are partnering on a Trillium Foundation application and they have not worked together closely on other projects – Who should attend the meetings? Should there be a facilitator or a leader to run the meeting? How would the person(s) be selected? What decision-making approach will you use and how will it be determined? Who would establish the purpose, the agenda, run the meeting, conduct the follow up? What are the considerations for the organization that will host the meeting? How will expenses be handled?
18 WHAT IS ‘FACILITATION’? Facilitation is broadly used to describe any activity which makes tasks for others easy. For example:In business ‘facilitation’ is used to ensure the designing and running of successful meetings.
19 The Role of the Facilitator Create an environment for a group of individuals to come together and achieve its goals & outcomesBalances between achieving ‘task’, managing the ‘process’ and ‘engaging’ the participantsTends to listenProvides structureUse processes, tools & techniques that build group dynamicsKeep the group on trackHelp resolve conflictDraws out participation from everyoneEnsures the goals and objectives are met
20 The Role of a Chairperson Tends to be a senior person in the organizationHeavily involved in the ‘business aspect’ of the meetingOften has a stake in the outcome of the meetingControls the agenda, timing, flow during the meetingTends to speak a lotKeeps the meeting moving‘Facilitates’ the process ** Definite overlap between a facilitator and chair
21 Some Characteristics of a Successful Facilitator ConfidentFlexibleObjectivePatientExcellent listenerAbility to think on their feetAbility to confront issuesAdapts to the group dynamicsRespectfulOTHER IDEAS ???Flexible egoIntuitiveResponsiveArticulateAbility to summarize key points in a clear and concise mannerAbility to ‘read’ a group and individualsLeads, directs and keeps movingSense of humour
22 The Value of Facilitated Meetings Provides the opportunity to create an environment where the full contribution of each and every member of the group is allowed, encouraged and supportedProvides the opportunity to tap into the hidden potential of all employees or group membersEnables the organization to create an atmosphere where:People are encouraged to participate actively and to think creatively.People are involved in problem solving and decision making.People see themselves as partners and have a strong sense of responsibility and commitment to the processTrust and integrity is built and nurtured through an open and caring flow of information.
23 Learning Activity 2 – Reflection Can I Facilitate Learning Activity 2 – Reflection Can I Facilitate ? … Take a moment to answer these questions for yourselfAre you willing to listen to others without judgment or preconceived notions about what they should or shouldn't say or do?Do you show respect for the opinions of others even when they disagree with you?Can you release the need to have complete control of a conversation or other situations?Are you comfortable dealing with conflict?Are you comfortable speaking in public?Are you able to laugh at yourself?Can you think on your feet?Do you believe that groups working together are smarter than individuals working alone?Can you accept feedback from others about yourself?
24 Other Roles for Meeting Participants Expert / ResourceMinute / NotetakerTimekeeperGatekeeperCo-facilitator
26 Group DynamicsGroup dynamics refers to the understanding of the behaviour of people in groups that are trying to solve a problem or make a decision.A skilled facilitator is able to assist a group in accomplishing its goals & objectives by determining how well the group is functioning as a problem-solving or decision-making entity and intervening appropriately, to alter the group's operating behaviour.
27 Process Intervention: Dealing with Difficult Behaviours An intervention is an interruption by the facilitator of the meeting and conversation to refocus participants and and/or rebalance group interaction.The objective of an intervention to keep the process on track and moving forward making the best use of time and resources.As a facilitator you want to balance participation with meeting results.
28 Discussion --- Suggested Interventions for: Side bar conversationsStaying on timeNever ending discussionsPersonal attacksPerson who always sees the glass as ‘half empty’Participants coming back late from breaks / lunchParticipants with personal agendasParticipants that are very quietIndividuals that ‘over contribute’
29 Learning Activity 3AAnytown Neighborhood Services Agency (ANSA) is holding a planning meeting to submit a proposal for a new program to the provincial government, who is their major funding partner. Below are the participants and their role:Meeting FacilitatorANSA’s Executive DirectorDirector of ProgramsProgram Co-ordinatorAdministrative AssistantWorking on your own:Imagine you will be the facilitator of the meeting Complete the Planning Form found in your Participant Workbook.(Time: 10 minutes)
30 Learning Activity 3B Working in a small group: (Time: 15 minutes) Discuss each of your answers with your team.In preparation for the meeting, collectively as a group, agree upon the following items:Meeting ObjectivesResourcesIce Breaker / OpenerDiscussion QuestionsClosing / SummaryMeeting Evaluation Method
31 Learning Activity 3C Working in your same small group: Appoint / nominate / volunteer a facilitatorConduct the meeting(Time: 30 minutes)
32 DEBRIEF of Learning Activity 3C What were your meeting objectives?What worked well?What challenges did the ‘facilitator’ experience?What changes would you make?Were the meeting objectives met?
33 Learning Activity 3DWorking in your same small group: (Time: 30 minutes)Appoint / nominate / volunteer a different facilitatorMeeting participants select a ‘behaviour’ from the envelope given to your group.Assume the “persona” you selected for the roleplayConduct the meetingFacilitators – apply the skills you’ve learned today to manage the group dynamics & process
34 DEBRIEF of Learning Activity 3D What worked well?As facilitators, what challenges did you experience?As participants, what new challenges did you experience?What would you do differently as a:facilitator?participant?Did any of the participants help with the group process and intervene? How? What happened?
35 Get More Out Of Meetings! Have a purposeCreate contentPrepareDefine roles and responsibilitiesCreate processesKeep the meeting focused and movingEnsure participation and team buildingIntervene when necessary with sensitivity and diplomacyPay attention to the group dynamicsAct as a resource
36 Facilitators - Fine Tune Your Skills Focus:Separate yourself as the facilitator from the discussionKeep the issue clear and manageableHelp participants ‘stick to the issue’.Help speakers avoid repeating other people’s pointsKeep the meeting moving
37 Facilitators - Fine Tune Your Skills Positive Attitudes:Set the tone upfrontKeep discussions from getting too heatedGive positive feedbackDiscourage criticismRefer to points and ideas by title not the person who presented themMake the space comfortable. Arrive early!
38 Facilitators - Fine Tune Your Skills Participation:Recognize speakers and get everyone involvedEncourage everyone to speak their mindEncourage creativity
39 Facilitators - Fine Tune Your Skills Pulling it All Together!Sum up what has been said / agreed uponUse resources to list / show points for all to reviewKnow if / when a decision cannot be made, why and what is needed to proceedMake sure everyone understands the decision when one is made
40 Learning ObjectivesHaving completed this workshop you should now be able to:Design, plan and prepare for effective meetingsExplain the role of the facilitator before and during a meetingDifferentiate between when to facilitate and when to lead during meetingsHandle the dynamics of challenging group situationsEffectively direct the energies and talents of a group to achieve the defined objectives and/ or outcomes defined for the meetingFacilitate a group from ideas to actions
41 The Fundamentals of Effective Meeting and Facilitation Skills CAP 108:The Fundamentals of Effective Meetingand Facilitation Skills