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… Creative Participatory Get further acquainted Related to our topic

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 You have 20 minutes.

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

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.

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

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

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 4 facilitators – 10 minutes each – Couple minutes feedback in-between rounds Everyone is practicing… when “pointed at” by the instructor, try to get the skill in within the next 10 seconds… The instructor can also intervene as participant or facilitator!

Meeting Practice Presidential Task Force – Recommend guidelines for dissemination of “Terrorist Alert” information. How much to communicate? How to disseminate?

Managing Meeting Energy

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

Task - Questions What behaviors or actions might participants exhibit that will be challenges/difficult to manage? Identify what this type of participant does and/or says that makes them difficult.

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.

Presidential Task Force US Foreign Assistance - $15 Billion for HIV/AIDS – Define the issues – What $ should be spent on – What $ should not be spent on

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.

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

Facilitation Scenarios 1. Retreat Planning Sessions Facilitate a focus group to decide issues for a company retreat 2. Defining Issues Facilitate a group of staff to uncover issues of low morale 3. Task Force Facilitate a cross-departmental group charged with developing best practices 4. Meeting Facilitation Facilitate a group concerned about lack of leadership in the department 5. Policy Change Facilitate a group of employees who are trying to generate a new company policy on …

Day Two

Agenda – Day Two Reflections from Day One Discussion of readings Preparation for practice rounds Practice session Lunch!!!! Practice Session Sign-up

Questions on the Article What did you like about the article? What were the key points that you found most useful? What -for you- will be important to keep in mind as you continue to develop you facilitation skills?

Practice Round Sign-up for a time You will have 40 minutes of meeting time to facilitate your session – 20 minutes for each facilitator Base 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?

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

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?