THE ROLE OF THE FACILITATOR

What is a Meeting Facilitator?

The facilitator is a guide or discussion leader for the group. The process of facilitation is a way
of providing leadership without taking the reigns.

A facilitators job is to get others to assume responsibility and take the lead.

Some common definitions include:

A person who is acceptable to all group members, substantively neutral, and has no

decision-making authority who helps a group improve the way it identifies and solves

problems and makes decisions.

- adapted from Roger M. Schwarz

One who contributes structure and process to interactions so groups are able to

function effectively and make high-quality decisions. A helper and enabler whose goal

is to support others as they achieve exceptional performance.

- Ingrid Bens

What Does a Meeting Facilitator Focus On?

A facilitative leader focuses on both content and process. They are the content and process
leader.

Content = What tasks, subjects, problems are being addressed

Process = How things are discussed, including:

Methods

Procedures

Format

Tools

Style of interaction

Group norms

Group dynamics

Group climate
The Two Types of Facilitator Roles

Process Facilitator Content Facilitator

How What

The methods and procedures The subjects for discussion

How relations are maintained The task
The tools being used The problem being solved
The rules or norms set The decisions being made
The group dynamics The agenda items
The climate The goals

The Content Facilitator as Facilitative Leader

The type of leader innovative organizations need is one who works from a set of core values
consistent with the concepts of empowerment, commitment, collaboration, learning and
partnership. This type of facilitator use core values and principles that underlie the role of
facilitator and provide a foundation for becoming a facilitative leader.

A process facilitator and a facilitative leader use the same core values and principles, but apply
them in different ways consistent with their roles. Many facilitative leaders are in fact people
leading implementation teams or directing and managing their own business units. Hence, the
have more authority to make decisions for their group while serving as facilitator during meetings
or planning sessions.

Differences between Facilitators and Facilitative Leaders

Characteristics Facilitator (Process) Facilitative Leaders (Content)

Group Membership Third Party Leader of group

Involvement in substantive Substantively neutral Deeply involved in issues

issues

Use of expertise Process expert Content and process expert

Decision making authority No Yes

Core Values of Facilitation Applied to Leadership

Valid Information
Facilitative leaders share all relevant information with group members (e.g., about strategy,
financing, and salaries). Facilitative leaders share the reasons for their actions and statements.
They encourage other to disagree with them. Ultimately all issues are open to discussion.

Free and Informed Choice

Facilitative leaders understand that while external controls generate compliance, internal controls
generate commitment. Consequently, they seek to increase the extent to which group members
make their own choices about their work.

Internal Commitment
This is a neutral result of valid information and free and informed choice.

Serving Everyones Interests and Thinking Systematically

Facilitative leaders help other to focus on the interests of all stakeholders when crafting solutions.
They understand that to remain effective, groups must maintain their ability to work together and
meet members personal needs (as appropriate), as well as deliver quality services or products.
They shift from focusing on placing blame to focusing on understanding how problems arise and
how they continue despite the sincere efforts of many people to solve them.

Increasing Responsibility and Ownership and Reducing Dependence

The facilitative leader seeks to do for the group that which it can not yet do for itself. He/she
recognizes that the systematic solution lies in helping the group address the root causes of its
ineffective behavior, thereby increasing the groups ability to deal with similar problems in the
future.

Creating Conditions for Learning

Learning is when members identify the core values and beliefs that guide their behavior,
understand how some values and beliefs undermine their effectiveness, and learn how to act
consistently with a more effective set of values and beliefs. Facilitative leaders share the core
values, principles, and ground rules with others, discuss what they mean and ask for feedback as
to how they use them. They model the values so that others can make informed choices about
whether to embrace them themselves.

Facilitator Competencies

The Facilitator is effective in using core methods (distinguishes

process from content)

The Facilitator carefully manages the client relationship and

prepares thoroughly (scoping)

The Facilitator uses time and space intentionally

The Facilitator is skillful in evoking participation and creativity

The Facilitator is practiced in honoring the group and affirming

its wisdom

The Facilitator is capable of maintaining objectivity

The Facilitator is skilled in reading the underlying dynamics of
the group

The Facilitator orchestrates the event drama

The Facilitator releases blocks to the process

The Facilitator is adroit in adapting to the changing situation

The Facilitator assumes responsibility for the group journey

The Facilitator can produce powerful documentation

The Facilitator demonstrates professionalism, self-confidence,

and authenticity

The Facilitator maintains personal integrity

Characteristics of the Facilitator

One who is willing to commit to a style of:

"asking" rather than "telling."

paying personal compliments

willing to spend time in building relationships rather than

being always task-oriented

initiating conversation rather than waiting for someone else to

asking for other's opinions rather than always having to offer

their own

negotiating rather than dictating decision-making

listening without interrupting

emoting but able to be restrained when the situation requires it

drawing energy from outside themselves rather than from within

basing decisions upon intuitions rather than having to have facts

has sufficient self-confidence that they can look someone in the

eye when talking to them

more persuasive than sequential

more enthusiastic than systematic

more outgoing than serious

more like a coach than a scientist

more like a counselor than a sergeant

is naturally curious about people, things and life in general

can keep the big picture in mind while working on the nitty-gritty

Facilitation Tools: Exercises, Simulations, Diagnostics

Facilitation tools are the gimmicks, instruments, exercises, and tricks which facilitators employ to
stimulate activity, illustrate a point, provide feedback, perform analysis, keep the participants on
track and focused, and handle the unexpected. An experienced facilitator will have literally
hundreds of tools in his/her toolkit . Types of facilitation tools include:

Ice breakers, energizers, and closers

Experiential learning exercises for team building, goal setting

communication, problem solving, paradigm shifts, decision making,
diversity issues, etc.

Metaphors

Drawings/pictures

Ground rules and agendas

Assumptions/constraints/issues

Parking lot

Simulations

Diagnostics

Toys, cartoons, jokes

Core Practices of a Facilitator

A good facilitator must manage and do the following while conducting meetings:

Listen actively

Ask questions
Paraphrase

Check for common understanding of terms and definitions

Synthesize ideas

Track discussions

Offer clear summaries

Use appropriate language

Design meetings and activities

Tools and Processes

At the heart or core of all facilitation practices exist the processes and techniques used in guiding
participants through the process. A process or technique is the approach used by a facilitator to
help participants achieve one or more goals of a workshop or meeting such as the sharing of
information, generating and organizing ideas, or making decisions. Several different processes are
usually employed during the course of a single workshop. Where models or methodologies provide
a framework, processes and techniques are used to fill in that framework.

While many processes can be used to achieve the same end, successful facilitators intuitively know
what process or technique to employ in any given situation. Factors that influence the selection of
a process or technique include: the desired end result, group size, the meeting room, time
constraints, personalities of participants, their level of expertise,
documentation requirements and the facilitator's intuition. Some of the more commonly used
processes and techniques are:

Role playing

Brainstorming or idea generation

Mind mapping

Scenario building

Affinity diagramming

Round robin or talking stick

Dialogue process

Strawman model

Process block diagram

Graphic visioning

Force field analysis

Criteria matrix

Ranking or voting with dots

Essential Attributes of Effective Meetings

The facilitators role in conducting a good meeting includes these attributes:

Start and end on time

Only the people who need to be there

Clear, meaningful purpose

Realistic agenda

Individuals understand and agree on roles and responsibilities

Honest, respectful expression

Ground rules for interaction and process

Understood decision-making process

Leadership

How to Get Meetings Started

There are several factors important to getting a meeting started. This section of the workbook will
provide some direction as to how to get a meeting agenda organized and then how to open the
meeting with participants.

Some general tips for starting off a meeting are provided below:

Create a meeting agenda in advance and communicate it to participants

Anticipate how you might need to manage others in the room based on the nature of the
material being discussed or facilitated

Arrive early

Set-up the room so that it is the most useful design for the group

Provide an overview of the group purpose

Allow everyone to introduce themselves to the group, and provide a structured way of having
each person share something personal

Link each members interests to the group purpose

Refine the group purpose

Clarify roles and responsibilities

Establish guidelines for how to work together

Creating a Sense of Participation

Most of us have been in meetings before, particularly meetings that we are not that interested in
being in. Imagine that this dynamic is certainly true for some of your participants. In order to
gain the interest and energy of the participants in the room, it is important to start the meeting off
in such a way as to gain full attention.

Facilitators should be aware that participants might arrive with the following barriers to
participation:

Confusion about the topic

Dislike for the topic or adverse to the nature of the discussion

Feelings of insecurity based on ability or others in the room

Feelings of superiority to others in the room or towards the facilitator

Afraid to see or hear the reaction of others in the room

Fear of dealing with others in the room due to poor relationships

Fear of speaking or sharing of ideas in front of others, particularly if a supervisor is in the room
at the same time

Low level of trust in the group, process or facilitator

Coming from another meeting and still thinking about that content rather than what you might
be sharing or facilitating

A history of not sharing ideas or listening to new concepts in other words a past history of
negativity to project implementation or discussion of the issues at hand

All of these dynamics the facilitator must manage during the opening of the meeting as well as
throughout the entire discussion.