1. NorthSky Nonprofit Network May 17, 2011 Tricks of the Trade: Effective Meeting Facilitation

2. Welcome! Introduce yourself to the people near you… Goals for this session: Understand your role as facilitator or GUIDE, the importance of remaining neutral Outline strategies for keeping groups focused and productive Share my “lessons learned” (ouch!) What’s in my Bag of Tricks?

3. Your Role To lead a group through a process which brings them to some level of resolution The importance of doing your homework The risk of assumptions You are there to play devil’s advocate, if needed, but with NO VESTED INTEREST in the final decision They decide WHAT the answer is; you lead them through the HOW of getting there If you’re an “insider”, you may need to set that role aside for the integrity of the process

4. Basic Meeting Framework Agenda, with pre-determined time blocks Address breaks, food, restroom up front Establishing Ground Rules Clarify norms and expectations How do we deal with difference of opinion? What we have time for, what we don’t What happens in Vegas… “Add your own” (e.g. eye-rolling is counterproductive) At the end of the day, we will have X

5. Advance Preparation Do your homework! Do you know enough about the issue to ask probing questions? Are you GOOD at on-the-spot analysis and problem-solving? What issues/attitudes are coming to the table? Dig A Little Deeper: Survey Monkey, Focus Groups or Interviews

6. Parking Lot Capture issues/discussion topics that cannot or should not be dealt with now Revisit Parking Lot at end of day to determine follow up on each item Empower group to suggest something goes in the Parking Lot as well as the facilitator

7. Nominal Group Process Purpose: allow all participants to feel their voices are heard in setting priorities and making decisions Small groups process, and share main points with large group Large group then processes and prioritizes Can take a long time – check your agenda and monitor accordingly http://en.wikipedia.org/wiki/Nominal_group_technique

8. (Modified) Nominal Group Process Allows for more of a “full-group” process Identify helpers in advance if needed (or pre-determine categories) Post-it Notes and scotch tape Sticky dots or stars 3-M sprays GoTo Meeting and other online tools allow you to survey members in process

9. Using Flipcharts Options: Post-it sheets (2x expense, 2/3 space) Old-fashioned flipcharts with quick – release PAINTER’s tape (environmentally friendly) Two or three colors on each sheet Water-based markers preferable; permanent can bleed Label or number for collection at end Be wary of letting people help at the end

10. Adult Learning and Communication Interactive learners Fidget-stuff stimulates creative thought and allows stress release Check for migraines re: Playdoh and anything scented Paper wads, red flags, ability for participants to call attention to issues (with limitations) Check in, “How are we doing so far?” Don’t be afraid to shift gears: Process v. Product

11. Wrapping Up “This doesn’t end today.” Review work of day Identify agreements Next Steps Accountability Say Thank You End on a good note

12. What’s in My Bag of Tricks? 1. Scissors 2. Scotch Tape 3. Painter’s Tape 4. Stapler 5. Paper Clips 6. Pens 7. Sharpies 8. Water-color Markers 9. Post-it Notes 10. Colored Dots 11. Fidget Stuff 12. Binder Clips 13. Note Cards 14. Business Cards 15. Nail Polish Remover and Cotton Balls (acetone) 16. Rubber Bands 17. Egg Timer 18. Small Dry-Erase board 19. Name tents 20. Name tags 21. Extension Cord (if needed)

13. Closing Thoughts Two head are better than one – work in teams if possible If you’re on a budget and can’t hire someone, try “swapping favors” with someone you trust Don’t be trapped by your agenda: it’s a nice place to start, but your job is to read the group and to proceed in a process that won’t go anywhere is a dis-service to all

14. Questions? Advice? Robin Lynn Grinnell, Program Officer Cook Family Foundation robin@cookfamilyfoundation.org rlgrinnell@yahoo.com