FACILITATING GROUPS Community Health Education Methods Chapter 11

Facilitation Facilitation – Actions that ‘promote, aid, simplify, or make a task easier.’ Health educators facilitation skills promote group communication and collaboration, aid participants in making individual contributions and working as a group, conceptualize and organize tasks so they are easily accessible and achievable, and help make the overall experience more rewarding and productive. Group Facilitation is one of the ways in which health educators can become successful community change agents

Effective Facilitators Effective group facilitation is both a skill and an art. It is refined with practice, requires discipline and focus, and draws upon the facilitator’s intuitive insights. Effective facilitators focus more on process rather than content. To an effective facilitator, how a group works together is more important than the content of what they do or decide.

Communication and Decision Making Groups Staff Groups:  Typically exist to enhance communication and decision making among groups of people with long term roles in an ongoing organization Standing Committees:  Key sub-groupings that are considered necessary to the overall work and productivity of the organization. (Resource Development, Recruitment) Sub-Committees:  Smaller groups former from members of an existing committee Committee-of-the-whole:  A discussion group that provides an opportunity for members of a larger group to address issues that may be beyond the scope of the usual meetings or that require additional time and broader input.

Task-Specific Groups Ad hoc committees:  Typically have a charge and a specific timeframe. Often formed to give issues a ‘quick study,’ explore options, and formulate recommendations for a larger body. Task Forces:  Formed for a slightly longer time to complete a specific task. (Example – a task force formed to assist with a health fair at a school) Coalitions:  A large group formed from other groups, with the purpose of sharing information, raising awareness, or advocating for an issue.

Oversight and Advisory Groups Oversight, partner, and advising groups:  Enable health educators to obtain direction and guidance from people who understand the key issues and dynamics of a community-based program or initiative.

Planning Committees Planning councils:  A specific kind of advisory group, created, often by government, as a way of soliciting broad participation in program priorities and resource allocation. (Example – HIV prevention)

Commissions Commissions:  Another type of formal body, usually appointed by an organization or government leader, charged with making recommendations on a specific issue or problem. (Example – A leader of an organization might want guidance on how the organization can increase the diversity of its membership.

Steering Committees Steering Committees:  Oversee the implementation of programs or initiatives. (Example – integrating peer volunteers into a clinical facility)  The role of a facilitator of a steering committee is similar to that of the other kinds of oversight groups.

Steps For Effective Group Facilitation When planning a meeting, ask yourself these questions What is the purpose of the meeting? Who should attend? Where should the meeting take place? What should we do if everyone can’t attend? When should the meeting be held and how long should it last? Where does this meeting fit in the ongoing work of the group?

Steps For Effective Group Facilitation Develop an agenda: The agenda serves three basic purposes 1. It establishes the order of events 2. It provides a roadmap for the facilitator while the meeting is in progress 3. It limits and focuses discussions so that the crucial action items are dealt with

Steps For Effective Group Facilitation Develop Time Allotments: These provide a general guideline of when things will happen in your meeting Agenda With Time Allotments Example Welcome and Introductions2:00 Agenda Review2:15 Review and Approval of Minutes2:25 Budget Review2:35

Steps For Effective Group Facilitation Attend to Details Setting: Make it comfortable but appropriate for the audience Identification: Should you or the audience be wearing name tags? Meeting tone: The beginning of the meeting sets the tone for the rest. Do you want it to be formal, informal, warm, inviting, serious, urgent, focused… Breaks: Should you take breaks?

Tips for Effective Group Facilitation Have a genuine belief in the power of groups Have a genuine interest in others and an attitude of inquiry Exhibit an open and respectful interaction style Maintain a commitment to capacity development Have a sense of humor Establish a climate of inclusion Keep discussions on track Evaluate the meeting

Group Facilitation Video w w

Participation Concerns The most important participation concerns for a facilitator 1. Establishing a process that honors the differences and encourages communication 2. Monitoring the emerging dynamics to encourage all members to participate in the manner in which they are most comfortable 3. Ensuring that the group process benefits from as much participation and group input as possible

Strategies to help a facilitator overcome uneven participation 1. Establish full participation as an explicit goal when opening the meeting 2. Include a round of introductions or ice breakers at the beginning of the meeting 3. List ‘full participation’ as a criterion in the meeting evaluation 4. Periodically remind the group of the importance of full participation 5. Note the number of people who have spoken, and the number who have not.

Strategies to help a facilitator overcome uneven participation cont. 6. Try small group discussions for five to ten minutes in the middle of a larger discussion 7. Consider adding a co-facilitator who brings additional insights into the participation dynamics 8. Check in with participants privately, both who have not participated, and those who may be dominating the discussions 9. Offer to facilitate or coordinate training on multicultural communication, group dynamics, or decision making for the group 10. Repot on the ‘full participation’ evaluation results as a way of stimulating discussion of ways to make group discussions more inclusive

Techniques to maintain and improve attendance Send reminder notices well in advance Make sure that the meeting time and location work for participants Call or participants to ensure everyone feels welcome prior to the meeting Check in with people who have not been attending Conduct a survey to gather opinions and recommendations Review meeting procedures and the meeting formalities Make sure that all participants have meaningful roles Do not take it personally

Minimizing Technology Disruptions Make sure the opening remarks include the instruction that cell phones and other devices be turned off Do not assume everyone shares the same rules of mobile phone courtesy Pay attention to whether text messaging is creating a disturbance to the group process

Techniques to Resolve a Conflict Help the group articulate its ground rules Hold firm to the ground rules Explore what the conflict is really about Check in with key individuals Have a plan for what can be don next time conflict arises Use good judgment

Ways to Avoid Burnout Try not to rush Remember why one does this kind of work Talk with others Seek out experts Take care of yourself

Characteristics of Effective Group Meetings Careful time management The facilitator and members are sensitive to each other’s needs and expressions Goals and objectives are clearly defined Interruptions at meetings are not allowed or are held to a minimum The facilitator is prepared The atmosphere is engaging Members are qualified and have a vested interest in the groups purpose Accurate minutes are recorded Members feel validated The groups discussions or recommendations are actually used