TOOLS TO HELP FACILITATORS DO THEIR JOB

In our last e-zine we listed 27 tasks that are a part of a facilitators job description. In our next few e-zines we will look at each of those tasks and suggest some tools to help accomplish them. The list of tasks is taken in part, with permission, from Great Meetings by Dee Kelsey.

Task 1: The facilitator plans and designs the meeting process, in partnership with the client.

Tools: Planning is a huge component of successful meetings. Agendas that list the purpose of the meeting, the topics to be covered, the process to be used for each topic (will you brainstorm, work in small groups or discuss openly) and the desired outcome for each topic (do you hope to make a decision, surface options, create a time line, or talk until everyone drops) are essential. If you are working with a new group, and if the group is dealing with conflict, you may also want to do an assessment so that you have the necessary information to plan the meeting.

Task 2: The facilitator helps everyone feel welcome and get acquainted

Tools: Food and drinks help create a welcoming environment. A lot of important information is also exchanged informally around the coffee pot during breaks. Name tags and being sure to start with introductions (if everyone in the group does not know each other) can also help. An ice breaker is often effective at creating a light, welcoming environment. You might ask participants to share their favorite vacation spot or what they ate for breakfast.

Task 3: The facilitator clarifies the purpose of the meeting, the desired outcomes, the process to be used and the roles for each person.

Tools: While we spoke about most of these items under task 1, being sure that people understand your role as facilitator may be important. Also, if your group uses a time keeper or needs someone to take notes, be sure that these roles are assigned.

Task 4: The facilitator works with the group to establish and get buy-in to the ground rules and agenda.

Tools: While calling participants before meetings to get their sense of what needs to be dealt with can take time, in some situations figuring out what needs to be dealt with in advance can actually save time. Difficult issues also need to be framed and presented in such a way that they allow everyone to save face. Sometimes, especially if I have spoken with group members before or in between meetings, I will say, “While I sense that each of you might have come up with a slightly different agenda, my sense is that this agenda meets at least some of the desires of all of you.” If the group uses ground rules, having the group develop their own ground rules also helps them stay committed to them.

Task 5: The facilitator draws out opinions, encourages full participation from all members and keeps members from dominating.

Tools: To accomplish this facilitators need to slow things down. This can be done by stacking or queuing people who want to speak (so the facilitator would notice people as they raise their hands and create a queue of who will speak. Specifically inviting those who have not spoken to a topic is sometimes useful (although a facilitator also needs to make sure people don’t feel pressure to speak). Being comfortable with silence and with interrupting people who tend to dominate are also useful tools. Processes like having participants work in small groups as well as structured go-arounds also encourage broad participation.

Task 6: The facilitator clarifies communication

Tools: Asking questions is the main tool used to accomplish this

Task 7: The facilitator helps keep the group focused and on track.

Tools: To do this the facilitator uses the agenda as a blue print to make sure the group is doing the work it said it wanted to do when it committed to the agenda. If the group is getting off track the facilitator must be comfortable interrupting and refocusing the group. This can be done in a softer way by asking the group if the current topic is connected to the agenda, or if they want to decide as a group to deal with the new topic.

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