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Facilitating Effective Meetings

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Presentation on theme: "Facilitating Effective Meetings"— Presentation transcript:

1 Facilitating Effective Meetings
<?xml version="1.0"?><AllQuestions /> <?xml version="1.0"?><Settings><answerBulletFormat>Numeric</answerBulletFormat><answerNowAutoInsert>No</answerNowAutoInsert><answerNowStyle>Explosion</answerNowStyle><answerNowText>Answer Now</answerNowText><chartColors>Use PowerPoint Color Scheme</chartColors><chartType>Horizontal</chartType><correctAnswerIndicator>Checkmark</correctAnswerIndicator><countdownAutoInsert>No</countdownAutoInsert><countdownSeconds>10</countdownSeconds><countdownSound>TicToc.wav</countdownSound><countdownStyle>Box</countdownStyle><gridAutoInsert>No</gridAutoInsert><gridFillStyle>Answered</gridFillStyle><gridFillColor>255,255,0</gridFillColor><gridOpacity>50%</gridOpacity><gridTextStyle>Keypad #</gridTextStyle><inputSource>Response Devices</inputSource><multipleResponseDivisor># of Responses</multipleResponseDivisor><participantsLeaderBoard>5</participantsLeaderBoard><percentageDecimalPlaces>0</percentageDecimalPlaces><responseCounterAutoInsert>No</responseCounterAutoInsert><responseCounterStyle>Oval</responseCounterStyle><responseCounterDisplayValue># of Votes Received</responseCounterDisplayValue><insertObjectUsingColor>Red</insertObjectUsingColor><showResults>Yes</showResults><teamColors>Use PowerPoint Color Scheme</teamColors><teamIdentificationType>None</teamIdentificationType><teamScoringType>Voting pads only</teamScoringType><teamScoringDecimalPlaces>1</teamScoringDecimalPlaces><teamIdentificationItem></teamIdentificationItem><teamsLeaderBoard>5</teamsLeaderBoard><teamName1></teamName1><teamName2></teamName2><teamName3></teamName3><teamName4></teamName4><teamName5></teamName5><teamName6></teamName6><teamName7></teamName7><teamName8></teamName8><teamName9></teamName9><teamName10></teamName10><showControlBar>All Slides</showControlBar><defaultCorrectPointValue>0</defaultCorrectPointValue><defaultIncorrectPointValue>0</defaultIncorrectPointValue><chartColor1>187,224,227</chartColor1><chartColor2>51,51,153</chartColor2><chartColor3>0,153,153</chartColor3><chartColor4>153,204,0</chartColor4><chartColor5>128,128,128</chartColor5><chartColor6>0,0,0</chartColor6><chartColor7>0,102,204</chartColor7><chartColor8>204,204,255</chartColor8><chartColor9>255,0,0</chartColor9><chartColor10>255,255,0</chartColor10><teamColor1>187,224,227</teamColor1><teamColor2>51,51,153</teamColor2><teamColor3>0,153,153</teamColor3><teamColor4>153,204,0</teamColor4><teamColor5>128,128,128</teamColor5><teamColor6>0,0,0</teamColor6><teamColor7>0,102,204</teamColor7><teamColor8>204,204,255</teamColor8><teamColor9>255,0,0</teamColor9><teamColor10>255,255,0</teamColor10><displayAnswerImagesDuringVote>Yes</displayAnswerImagesDuringVote><displayAnswerImagesWithResponses>Yes</displayAnswerImagesWithResponses><displayAnswerTextDuringVote>Yes</displayAnswerTextDuringVote><displayAnswerTextWithResponses>Yes</displayAnswerTextWithResponses><questionSlideID></questionSlideID><controlBarState>Expanded</controlBarState><isGridColorKnownColor>True</isGridColorKnownColor><gridColorName>Yellow</gridColorName></Settings> <?xml version="1.0"?><AllResponses /> <?xml version="1.0"?><AllAnswers /> Facilitating Effective Meetings Presented by: Heidi M. Klein, MSPH Community Environmental Health Strategies, Inc. 32 Wildwood Drive Essex Jct., VT 05452 802/ (v) 802/ (f) Heidi M. Klein, MSPH Community Environmental Health Strategies, Inc. Oneida County (NY) CARE Project Facilitator

2 Session Goals and Objectives
To review basic roles, skills, tips and tools of effective facilitation To practice key facilitation interventions and skills

3 Facilitator’s Faux Pas
Recall a meeting you have facilitated or attended that did not go as planned… What were some of the things that you/the facilitator did that did not work? Goals: Generate a list of facilitation don’ts Practice facilitation techniques—Go around 11:00 Write list on paper and the immediately into brainstorm 11:05 Brainstorm—ask for a volunteer to lead us “Key Qualities Goals: Generate a list of facilitation don’ts Practice facilitation technique—go around

4 Effective Facilitation
What are some key qualities, skills and roles of facilitators? Goal: Generate a list of facilitation do’s Brainstorm Volunteer needed Think about the positive Finish brainstorm and move to “Basic Principles” Goals: Generate a list of facilitation do’s Practice brainstorming as a tool

5 Facilitation — Basic Roles
A facilitator guides and helps people move through a process together A facilitator focuses on HOW people participate, not just on WHAT gets achieved A facilitator is neutral and never takes sides A facilitator encourages participation The facilitator is not the seat of wisdom and knowledge. That means a facilitator isn't there to give opinions, but to draw out opinions and ideas of the group members. The facilitator is attentive to 3 different dimensions: The results—getting to the desired outcomes The process—making sure that it is clear how move from here to there and what decision-making rules will be used Relationships—how participants experience their interactions with the facilitator and one another—team building, collaboration REFER TO HANDOUT “WHAT ARE FACILITATION SKILLS” excellent overview and introduction to steps in facilitating a meeting—share with your colleagues back home

6 Facilitation — Basic Tasks
Understanding the goals Creating an effective agenda Setting the tone Creating ground rules Identifying methods of decision-making Engaging all participants Keeping the meeting moving and on-track Handling difficult people and challenging situations Setting tone: Ice breakers; Personal manner + meeting on time, sticking to agenda, etc. Creating Ground Rules Jointly first meeting; keep them posted for the future Decision-making Voting Consensus Advisory None—receives Keeping it on track: 3 common problems Topic drift "OK, let's come back and focus on the problem we need to solve. . ." Table it or change agenda Breaking time agreements—notice and ask for new agreement "I notice that we don't heed our stated start and end times, which causes a bind for me. Could we make a new agreement that reflects our true intentions and practice?" Subgroup focus--Make the spontaneous break-out session public by saying: "This discussion appears to involve only a few people. Is it something that can be resolved rapidly or is there another way to handle this? What does the group want to do?" Engaging all Participants: engaging quiet ones and dealing with domineering Once-around, brainstorming, direct questioning Handling Difficult people and challenging situations: Preventions—planning essential Early managing of expectations and setting tone Interventions—range of options

7 Creating an Effective Agenda
Understanding organizational goals Knowing the participants and dynamics Inviting the right people at the right time Establishing a clear purpose for the meeting Preparing objectives for each segment of the agenda Determining best method to meet objectives

8 Creating Ground Rules/Agreements
Purpose of meeting Time lines and length of meetings Meeting leadership and other roles Participation and attendance How decisions will be made Expected behavior in meeting* Communication with those outside the meeting * What guidelines should we keep in mind to ensure our work together is productive and enjoyable? Defn: logistical agreements or the standards of operating that determine how people conduct their discussions and how they will make their decisions. The value of ground rules lies in their very creation. What operating principles should we adopt in order to make our work more efficient and of higher quality?" Or "What are some important guidelines we should all keep in mind as we work together in these meetings?" 

9 Engaging All Participants
Developing a structure that allows for everyone's ideas to be heard Creating a comfortable and safe environment for sharing all ideas and viewpoints Ensuring that the group feels that the ideas and decisions are theirs, not just the leader's Supporting everyone's ideas and not criticizing anyone for what they've said

10 Keeping the Meeting Moving
Facilitation skills Facilitation preventions and interventions Facilitation tools

11 Facilitation – Basic Skills
Active Listening Reflecting – feeding back the content and feeling of the message Clarifying – restating an idea or thought to make it more clear Summarizing – stating concisely the main thoughts. Shifting focus – moving from one speaker or topic to another Reflecting “Let me see if I’m hearing you correctly…” Clarifying “What I believe you are saying is…” Summarizing “It sounds to me as if we have been talking about a few major themes…” Shifting focus “Thank you, John. Do you have anything to add, Jane?” “We’ve been focusing on views 1 and 2. Does anyone have strong feelings about the other views?” What is not on this list that is the MOST CRITICAL???? Listening

12 Handling Difficult People — Preventions
Get agreement on the agenda, ground rules and outcomes Find out the group's expectations Show respect for experience Listen to understand   Stay in your role Don't be defensive “Buy-in" power players Preventions are techniques that can help you avoid disruption from the start. Listen closely to understand the points the speaker is making, and restate these points aloud if you are unsure. Remain neutral "Buy-in" power players These folks can turn your meeting into a nightmare if they don't feel that their influence and role are acknowledged and respected. If possible, give them acknowledgment up front at the start of the meeting. Try giving them roles to play during the meeting such as a "sounding board" for you at breaks, to check in with about how the meeting is going.

13 Handling Difficult People —Interventions
Have the group decide Use the agenda and ground rules Be honest: say what's going on Use humor Accept or legitimize the point or deal Use body language Take a break Confront in the room 1. Have the group decide throw it back to the group and ask them how they feel. Let the group support you. 2. Use the agenda and ground rules remind folks of the agreements made at the beginning of the meeting. 3. Be honest: Say what's going on If someone is trying to intimidate you, if you feel upset or undermined. It's better to say what's going on. Everyone will be aware of the dynamic in the room. 4. Use humor If there is a lot of tension in the room, if you have people at the meeting who didn't want to be there, if folks are scared/shy about participating, if you are an outsider: self-deprecating 5. Accept or legitimize the point or deal: 6. Use body language If side conversations keep occurring, if quiet people need to participate, if attention needs to be re-focused: Move closer, Make eye contact 7. Take a break invite the disruptive person outside the room and politely but firmly state your feelings about how disruptive their behavior is to the group and that it needs to end. But also try to find out if there are other ways to address that person's concerns. 8. Confront in the room the last resort

14 Dealing with Conflict Help clarify what the conflict is about
Affirm the validity of all viewpoints Frame the conflict as a problem to be solved Create space for problem solving to occur Help participants save face Help group proceed with agreements and hold back on areas of disagreement Discuss what happens if no agreement Separate content and from process If you get to the point where the meeting cannot move on because of conflict among participants, you may need to suggest a different venue and a formal conflict resolution process to deal with the conflict. Do not bog down your meeting or involve everyone in this. REFER TO NEA HANDOUT

15 Facilitation Exercise — Scenario Problem Solving
How could the facilitator respond to this common meeting process problem? Goals: Apply information to practical scenarios Benefit from sharing ideas with others

16 Facilitation Exercise – Practicing Specific Skills
Listening Reflecting Clarifying Summarizing Shifting focus Goals: Practice to gain feedback Practice to build confidence Skill-building exercise Break the group into pairs, with each team having a designated “speaker” and a “trainee.” For each of the four skills, the practice will be the same. Begin by explaining and defining the first skill. Then, ask the “speaker” to talk for 3 minutes about a topic the trainer has assigned. The trainer calls time. The “trainee” responds, using the skill in question. Then the partners switch roles for the next three minutes. For example, shifting focus. The trainer begins by saying, “Shifting focus means the facilitator intervenes in the conversation to change speakers or move on to a new topic. The speaker will speak for three minutes about how different races are treated in this community. Sometime during that time, the trainee will intervene and shift the focus. Then, switch roles.” Potential topics: current status of EH in community concerns re: starting PACE EH challenge with specific community partners

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