Facilitator Training Program

Day One

Agenda – Day One Welcome Getting Started Activity Course Objectives Overview of Facilitation Skills Facilitation Skills Practice Lunch!!!! Dealing with Difficult Situations Facilitation Skills Practice II Planning and Designing for Facilitated Events Sign-up

Introductions Your name Where you work One thing that puts a smile on your face

Getting Started… FUN Creative Participatory Get further acquainted Related to our topic FUN

Group Task Discuss some typical settings in which you use or see facilitation skills being used. What actions have you seen facilitators do that were NOT EFFECTIVE? Create a 3-minute skit that dramatizes these ineffective actions in practice and the impact they have. You have 20 minutes.

Expectations Think about your responses to the pre-work questions, the skits and discussion we just completed, and your reasons for participating in this course. Identify 2 or 3 things you hope to learn during this workshop. Make notes on page 2

Objectives By the end of the workshop, you will have increased your ability to: Use facilitation skills more naturally and fluently in a variety of settings Facilitate groups to work together productively Use different strategies to handle difficult facilitation situations

Pair Task Identify behaviors for working together that you would like this group to adopt to make this an effective learning experience for you and others You have 5 minutes

Individual Task Think of good facilitators you have seen What are some characteristics they exhibited when facilitating? What made them effective?

Facilitation Skills Asking Questions Paraphrasing Summarizing Encouraging

Asking Questions Clarify and gain more elaboration by asking open-ended questions What How When Where Closed-ended questions lead to short answers

Paraphrasing Using your own words to reflect what the speaker is saying and feeling Seeks to understand Clarifying ideas OK to paraphrase feelings

Paraphrasing Review the definition on pages 8 and 9 of your binder Think about various ways to have an “in” to paraphrasing and choose 1 or 2 that are most comfortable to you

Summarizing Pull important ideas, facts or data together Review progress Basis for transition Check for agreement Check for clarity Reinforce commitments

Encouraging Nodding head Maintaining eye contact Open body position Picking up on last work or two Repeating all or part of a sentence “Say more about that” “Good” “Uh-huh”

How Practice Will Work 3-4 facilitators – 10 minutes each Couple minutes feedback in-between rounds Everyone is practicing The instructor might suggest the use of specific skills at various points by holding up cards from the back of the room

Meeting Practice You are citizens participating in a bipartisan focus group sponsored by Gallup. The purpose of the focus group is to discuss what the next U.S. president should focus during his first 100 days in office. Brainstorm a list of issues Prioritize the list Generate recommendations

Managing Meeting Energy

Managing Meeting Energy

Managing Meeting Energy - Beginning Clarify purpose and agenda Use introductory statements and closed questions Energy – directed by leader/facilitator Facilitator’s role – ensure all work form same assumptions about purpose

Managing Meeting Energy - Middle Solicit contributions and participation Move between discussions and decisions Use open-ended questions, paraphrase, encouraging to keep discussions moving Energy – multidirectional Use flipchart for key points Facilitator’s role – track key points, test for consensus, ensure all points considered

Managing Meeting Energy - Ending Seek agreements, decisions, closure Use summarizing, closed questions Review outcomes, identify follow-up actions and people’s responsibilities Energy – focused by leader Facilitator’s role – keep group focused on decisions reached, next steps

Pair Task Identify 1-2 behaviors you have seen in meetings that really disrupt the flow of the meeting and caused difficulties for the facilitator. What was it about the behavior that was difficult for the facilitator? What impact did the behavior have on the group? What options does a facilitator have to manage this difficult behavior?

Facilitation Skills Practice Each person will have about 8 minutes to facilitate the discussion on the topic; Record any brainstormed items and recommendations; Only difference: Trainer will be handing out one or two behavior cards per practice to participants; People who receive a card are expected to demonstrate that difficult behavior during the practice.

PTA Meeting on Public School Budget Due to the economic crisis, your county has had to cut the school district’s budget by 20%. The PTA is meeting to discuss priorities to make recommendations to the School Board. Define the issues Develop recommendations: What $ should be spent on What $ should not be spent on

Day Two

Agenda – Day Two Reflections from Day One Decision Making Charting Preparation for practice rounds Practice session Lunch!!!! Practice Session

Decision-Making Considerations Team member buy-in Time available Importance of decision Information needed Capability Building teamwork

Facilitating Decisions Keep “common purpose” in front of the group Gauge when the group has talked about something “just enough” Keep on top of “time needed” vs. “progress needed” Record clear statement of each agreement Emphasize: Strive for “real world” consensus

Getting Agreement What can happen when you’re trying to help a group reach agreement or get consensus on something? What can go wrong? What are difficulties you have faced?

Tips for Charting Write BIG Record key points/phrases Use different colors (but not more than 3) Use dark colors Be creative Bullets Pictures Highlight

Preparation for Practice People will pair up to co-facilitate a topic; Each person will have 20 minutes each to do their part of the practice meeting; The practice will be videotaped; Feedback will be given to both facilitators after the 40 minute practice meeting.

Facilitation Scenarios Retreat Planning Sessions Facilitate a focus group to decide issues for a company retreat Defining Issues Facilitate a group of staff to uncover issues of low morale Task Force Facilitate a cross-departmental group charged with developing best practices Meeting Facilitation Facilitate a group concerned about lack of leadership in the department Policy Change Facilitate a group of employees who are trying to generate a new company policy on …

Practice Round One Find a partner and choose a topic Sign-up for a time You will have 40 minutes of meeting time to facilitate your session – 20 minutes for each facilitator Based on what you have learned, work with your partner to prepare for your session including supporting materials, using the preparation guide in the workbook Be prepared by 11 am

Group Facilitation What went particularly well? What difficulties did you have? Which skill become more important at which stage in the meeting?

Day Three

Agenda – Day Three Thoughts on Day Two practice Any further concerns on difficult situations Preparation for practice rounds Practice Session Lunch!!!!! Lessons Learned and application in your work

Facilitation Scenarios Retreat Planning Sessions Facilitate a focus group to decide issues for a company retreat Defining Issues Facilitate a group of staff to uncover issues of low morale Task Force Facilitate a cross-departmental group charged with developing best practices Meeting Facilitation Facilitate a group concerned about lack of leadership in the department Policy Change Facilitate a group of employees who are trying to generate a new company policy on …

Reflection on Practice and Application Planning Complete the reflection sheet on page 56, and Complete the application planning sheet on page 57 Discuss your responses with a partner

Evaluation of Course We would like feedback, too! Please complete the evaluation form.