Facilitating Meeting Skills
Building Team and Discover Group Wisdom
Contents
1.
1.Introduction
Introduction
2.2.Basic
BasicSkills
Skillsof
ofFacilitator
Facilitator
3.
3.Facilitating
FacilitatingOpening
Opening
4.
4.Facilitating
FacilitatingDiscussion
Discussion&&Decision
Decision
5.
5.Facilitating
FacilitatingConclusion
Conclusion
1. Introduction
Know the basic
Definition
What is facilitation?
Facilitation is the process where a facilitator
guide the group members in meeting to
share ideas, opinions, experiences, and
expertise in order to achieve a common goal
and agreeable action plan.
Why is it important?
• Reduce burden
• Higher level of thinking and planning
• Discover the wisdom of your team
– Ideas, experience, advise
– high commitment
• Develop People
Meeting Progress Diagram
Opening
Opening Discussion
Discussion Concluding
Concluding
Meeting and Facilitation
• Meetings occur for a number of reasons
where participants are called upon to:
• Ø make decisions
• Ø share information
• Ø plan work
• Ø learn from one another
• Ø create buy-in
• Ø solve problems
Sharing
What is your facilitating experience?
Have you come across a skill facilitators?
“Global”
2. Basic Facilitation Skills
Know the basic
Facilitation Dimensions
Basic Skills
■ Making everyone feel comfortable and
valued
■ Encouraging participation
■ Preventing and managing conflict
■ Listening and observing
■ Guiding the group
■ Ensuring quality decisions
■ Ensuring outcome-based meetings
Feel Comfortable
Skill: Make everyone feel comfortable
and valued
• Get to know them
• Use body language
• Thank the organization, then check
understanding
• Thank participants
Make everyone feel comfortable &
valued
Get to know them
Use body language
Small talks with participants
Thank participants
Encourage participation
Divide into small groups.
Consult the group
Use open-ended questions
Use visual aids Encourage Silent members
Increase Understanding
• Use team-building activities.
• Set ground rules.
• Search for agreement.
• Agree to disagree.
Listen and observe
Listen actively.
Scan the room.
Do not make assumption
Check for understanding
Rephrase their responses
Summary
Reap
Write it down
Guide the group
Delegate a timekeeper.
Refer back to the meeting objectives and agenda.
Stray from the agenda when necessary.
Challenge their assumption
Encourage them to go beyond (creative tension)
Instill the concept of Effectiveness
Instill the concept of Initiative
Ask about Plan B and even Plan C
Ask them about short term, long term, milestone and
continuity plan
Use a parking lot
Ensure quality decisions
Remind the group of decision deadlines.
Review criteria and supporting information.
Review the decision-making process.
Poll the group before major decisions.
Review the decision.
Ensure Commitment to Action
Review objectives for each agenda item.
Record decisions.
Develop an action plan.
Ensure the team leader follow up
3. Facilitating Opening
Good Beginning
Facilitating Opening
Set the tone and pace
Review minutes
Introduce participants and
yourself
Welcome participants
Review minutes
Go over and approve meeting objectives and agenda
Welcome participant
• Formally start the meeting.
• Welcome everyone officially.
• Use body language
Introduce participants & yourself
• Consider an icebreaker.
• Give precise instructions.
• Allow brief announcements.
• Check in
Set the tone and pace
• Help the group develop ground rules.
• Set the stage for agreement.
• Clarify the role of members.
Go over and approve meeting objectives
and agenda
• Post meeting objectives
• Ask for input on the objectives and agenda.
• Point out any changes to the agenda.
Agenda
Discussion of Preparation for Ramadan Sales
Meeting Objective
Attendees Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan
Date 2nd Oct 2005
Time 2.00 pm – 4.00 pm
Location MTC of JMI
Abseetees Norashikin (MC), Puan Zaleha (Entertain customers)
No Item Person In Charge Duration Expected Outcome
1 Decide closing time Denish 30 minutes Fix a time agreeable to everyone;
during Ramadan Ways of communicate to employees
2 Allocation of Uji 30 mins Name and number of employees needed to be
manpower in stationed at each promotional section
promotional items
3 AOB Zaidi
Meeting Preparation Facilitator role: Zaidi; Note Taker: Hamdan
Items to Bring to the Meeting Notes from April 4th meeting – brainstormed ideas. Completed interview data.
Review minutes
• Allow adequate time to review and approve
minutes.
• Address follow-up items.
Meeting Minute
Meeting Minute
Discussion of Preparation for Ramadan Sales
Meeting Objective
Attendees Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan
Date 2nd Oct 2005
Time 2.00 pm – 4.00 pm
Location MTC of JMI
Abseetees Norashikin (MC), Puan Zaleha (Entertain customers)
No Item Person In Charge Deadline Remarks
1 Review Agenda and approve
Minutes
2 Shop close at 10pm. Denish (Floor meeting) 7th Oct 2005 OT provided
Communicate to employees Rahmah (Notice board) No MC allowed
4. Facilitating Discussions and
Decisions
Explore the Issues
Facilitating Discussions & Decisions
■ Keep the group on task
■ Assess the group’s concentration and
engagement
■ Clarify confusing discussions
■ Provide feedback to the group
■ Enforce ground rules
Keep the Group On Task
● Determine if you have enough time to
complete the agenda and the closing tasks.
● Extend the meeting.
● Help the group set priorities and decide
which remaining agenda items to address in
the time remaining.
Assess the group’s concentration and
engagement
• Read the group’s energy level.
• Check involvement.
• Avoid presentations after lunch.
• Give them a break.
• Provide snacks.
Facilitating Discussions & Decisions
■ Keep the group on task
■ Assess the group’s concentration and
engagement
■ Clarify confusing discussions
■ Provide feedback to the group
■ Enforce ground rules
Clarify confusing discussions
• Listen for unfamiliar terms.
• Restate the issue before a decision.
Provide feedback to the group when necessary or
appropriate
• Check your personal biases.
• Be specific in describing what you observe.
• Describe or probe the impact of what you
observe.
• Ask for and summarize suggestions.
• Point out consensus.
• Point out similarities between members’
statements.
• Use conflict to improve decisions.
Enforce ground rules
• Know the ground rules.
• Create non threatening mechanisms to
enforce the rules.
• Correct violations the first time — and as
soon as — they occur.
• Be fair and consistent in enforcing rules.
5. Facilitating the Conclusion
Tie Up The Loose End
Facilitating The Conclusion
Identify Adjourn Evaluate
the next on a the
steps positive meeting
note
Identify the next steps
• Complete an action plan.
• Visit your parking lot.
• Update the Team calendar.
Evaluate the meeting
• Do a group evaluation.
• Debrief after the meeting.
Adjourn on a positive note
• Thank members for their perseverance
and hard work.
• Recall agreement.
• Remind participants of decisions that
received strong support.
• Make it official.
6. Dealing With Challenges
Crowd Control
General Guideline
• Always look for the positive.
• Go easy.
• Put prevention before intervention.
• Look to the group for support.
• Seek outside assistance
Challenging Behaviors
■ Side conversations
■ Conversation domination
■ Repeaters, parrots, and ramblers
■ Verbal attackers
■ Disruptive audience
■ Absolute silence
■ Inability to reach consensus
■ Revisiting of decisions
■ Charges of being culturally incompetent
7. Summary
Test
Sharing
Evaluate the meeting
• Do a group evaluation.
• Debrief after the meeting.
Summary
Facilitating Meeting Skills
Different perspective
