Presentation on theme: "Professional Facilitation"— Presentation transcript:
1 Professional Facilitation Leading meetings and committees to success!
2 Goals of Workshop How to prepare for professional meetings Facilitating effective committee meetingsDiscuss empowering language that can be used during meetings
3 Working with Committees What to do before a meeting Clarify purpose and goalsCreate an agendaMake room arrangementsSchedule the meetingInitial meeting 2 weeks in advanceReminder week of meetingPost and send out agendaCirculate supporting information in advance
4 Logistics! Logistics! Determine the meeting time/location How many will attend?What time/day works for most individuals involved?What do you need to do to reserve the space?Creating the agendaWhat needs to be discussed?What decisions need to be made?What needs to be delegated?What tasks need to be completed?What does the team/committee need to be informed about?What is coming up?What needs to be followed up on?
5 Working with Committees What to do during a meeting Start on timeDistribute and Review AgendaKeep Discussion FocusedEncourage participationHelp Group come to decisionsSummarize decisionsAgree on action planDelegate responsibilitiesDraft agenda for next meeting- For subsequent meetings make sure to follow up with progress on tasks assigned
6 Working with Committees What to do After a meeting Reserve next meeting spaceDistribute minutes to committeeKey pointsWho is responsible for what follow-up action & by whenArchive meeting documentsComplete assigned tasksSend meeting reminder to committee
7 Adding the Effective into Meetings Think about a meeting that you’ve been to lately that you consider to have been effectiveHow do effective team meetings contribute to collaboration?Individually, list as many ideas as you can about factors that contribute to effective team meetings.In pairs of triads, talk about your ideas and identity five ideas that you and your partner consider most important to effective team meetings.
8 Tips for Leading Effective Meetings Good structureDefines when and how groups will come together to do their workGood processCommunication and related strategies that help groups organize their work.Good leadership/facilitationPromote relationship building and participationAccomplish team’s tasks
9 Strong Structures Decide on regular meeting times Decide how meeting will be conducted (use of agendas and roles)How will decisions be made? (consensus, democratic)Identify group norms and purposeWhat would group norms be?Talk about how members will communicate between meetings.
10 Productive Process Use roles and share them when possible Facilitator, timekeeper, recorderFacilitators role can be and should be shared to create a sense of equal value.Find ways to develop trust and a sense of shared responsibilityPay attention to the use of good communication skillsAllow time for the group to say what they are doing well and what can be improved.Use of Agendas and timelinesCome up with partial agenda and ask for input and additional itemsIf there’s too much to do, prioritize and stick to your timelines
11 Problem-Solving Activity Think about some times when meetings have not been effective (please do not be specific)“What happened and why you saw this as a challenge.”Group Members: Drawing on your own experiences as well as today’s discussion, generate alternatives to the situations described.
12 Leadership & Facilitation Balance the task and relationship aspects of collaborationFocus both on getting tasks done and developing good relationshipsRead the energy of the group and adapt as necessaryUse humor-wiselyUse your role to develop a sense of equity among membersEncourage participationRemind members that participation is listening and talkingWhen necessary, step in to help resolve conflict and/or to help in doing so.Use your role as a way to identity when decisions are being madeNot the difference between “discussion time” and “deciding time.”
14 Common Meeting Problems Dominant ParticipantsSilent ParticipantsRound robinName platesAllow individual brainstorm timeSmall groupsDiscuss in privateEmphasize importance of everyone contributing
15 Common Meeting Problems Can’t Make decisionsWhy does this happen?What are solutions?Create actionable agenda with clear expectationsUse prioritize toolsAsk for alternativesGo back to the purposeFinishing on timeTimekeeperPlace topics that require more discussion at the very beginningStart meeting on timeEnd meeting on time
16 The art of facilitation ParaphraseParaphrase what a participant has said so that he or she feels understood and provide a concise summary of statement for participantsEX: So, what you’re saying is that we need to talk with AS before determining our program date?Check for MeaningCheck your understanding of a participant’s statement or ask the participant clarify what he or she is saying.EX: Are you saying that this plan is not realistic? I’m not sure that I understand exactly what you mean.”Give positive feedbackCompliment an interesting or insightful comment. EX: That’s a good point. I’m glad that you brought that to our attention.”ExpandElaborate on a participants contribution to the discussion with examples, or suggest a new way to view the problem.
17 Basic PrinciplesHow would you define the role of the facilitator of a meeting?“Facilitator accepts responsibility to help the group accomplish a common task by moving through the agenda in the time available and to make the necessary decisions and plans for implementation.”Facilitator doesn’t make decisions for the group but suggests way to help the group move forward. Its important that each member understands they play an important roleYour commitment is to the group not the individual- Describe the difference between professional facilitation and facilitation a discussion
18 The art of facilitation Increase the PaceEnergize the discussion by quickening the pace, using humor, or, if necessary, prodding the group for more contributions.EX: Ok so I know we are all tired so for the next 2 minutes I want you to throw out as many programming ideas you can on the topic of Cesar Chavez. Ready go!Devil’s AdvocateDisagree (gently) with a participants comments to stimulate further discussionEX: I can see where you are coming from, but I’m not sure what you are describing is always the case. What do you think students from AS Gov would view this problem?Relieve TensionMediate differences of opinion between participants and relieve any tensions that may be brewing.ConsolidatePull together ideas, showing their relationship to each other.
19 The art of facilitation Change the processAlter the method of obtaining participation or by having the group evaluate ideas that have been presented.EX: “Let’s break into smaller groups and see if you can come up with some ideas”SummarizeSummarize (and record) the major views of the group.