TOOLS TO HELP FACILITATORS DO THEIR JOB

In our last few e-zines we have been looking at all the tasks a facilitator does and how he/she accomplishes those tasks. We listed 27separate tasks that are a part of a facilitators job description. In this e-zines we will look seven more of those tasks and suggest some tools to help accomplish them.

Task 1: The facilitator protects participants from attack.

Tools: When important decisions are being made subtle or not so subtle attacks are common. While ground rules are one way to deal with these attacks, they are hard to enforce in a respectful way that doesn't make participants look bad. The facilitator cannot be afraid to interrupt a speaker who is attacking someone. Once the facilitator has the floor they might try simply acknowledging the feelings of the speak or reframing the attack as a concern about a specific topic or suggestion. If people are feeling heard they usually calm down. Meeting evaluations at the end of the meeting can also help create a respectful environment.


Task 2: The facilitator listens intently.

Tools: Flip charts, paraphrasing, asking good questions, and minutes of the meeting are all tools to help participants feel heard. Being fully present is the required mind set to really listen. As a sign says at a casino, "you must be present to play."


Task 3: The facilitator handles difficult situations and behaviors.

Tools: The more the facilitator can anticipate a difficult situation, the more likely they can plan for it in the agenda. Structured go-arounds and working in small groups are safer processes to use. Normalizing difficulties can be helpful to a group when they get discouraged. Also, framing the issues that come up in a neutral way that allows for future problem solving is critical.

Task 4: The facilitator names conflict when it arises and guides those involved through a negotiation of their differences.

Tools: Once again framing the issues to be negotiated in a neutral way is critical. Exploring what is most important to people (which may be different from what they are saying), listening for any common ground, and asking many questions, especially hypothetical questions can be helpful.

Task 5: The facilitator monitors the meeting pace

Tools: The facilitator needs to make sure that if the group is taking much longer with any item on the agenda that the group as a whole makes the decision to change course. One eye of a facilitator must be watching the clock. A facilitator should not be either too loose, or too strict with the time keeping. Asking someone to help keep time is sometimes useful. .

Task 6: The facilitator summarizes progress of the meeting at key points.

Tools: This one is pretty self explanitory. Once you have covered enough ground that participants might not recall where you started, or if participants are feeling stuck and have forgotten the good work that they have already done, summarizing can be useful.

Task 7: The facilitator encourages the group with affirmation and appreciation.

Tools: Normalizing hard situations is the main tool here. Some authors refer to a stage in group decision making as the "groan zone". Knowing that this is normal and that groups do work through it can be very helpful.