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Facilitation and Meeting Skills

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Laurence Yap M.A. (UM) CHRM
Laurence Yap M.A. (UM) CHRM

This document provides guidance on facilitating effective meetings. It discusses basic facilitation skills like making participants comfortable, encouraging participation, and guiding the group. It also covers facilitating the opening, discussions/decisions, and conclusion of a meeting. Challenges that may arise are addressed, such as side conversations or an inability to reach consensus. The overall document aims to teach facilitators how to properly structure and manage a meeting to achieve objectives and make quality decisions.

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Facilitating and Meeting Skills Building Team and Discover Group Wisdom
Contents 1. Introduction 2. Basic Skills of Facilitator 3. Facilitating Opening 4. Facilitating Discussion & Decision 6. Dealing with Challenges 5. Facilitating Conclusion
Who care Know what
Appetizer Bad experience of meeting Good experience of meeting
1. Introduction Know the basic
General Definition Facilitation is the art and science of managing meetings and group processes
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.
Facilitator A facilitator is someone who uses knowledge of group processes to formulate and deliver the needed structure for meeting interactions to e effective
Meeting Progress Diagram Opening Discussion Concluding
Sharing What is your facilitating experience? Have you come across a skill facilitators?
Team Development and F Increase the advantages of Team List down the + / - of team development Potential Advantages Potential Disadvantages Building on each others’ ideas Confusion Different perspectives No agreement Better conclusion Conflict Fun No time for individual thinking Sharing the load Can avoid responsibilities
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
2. Basic Facilitation Skills Know the basic
Facilitation Dimensions
Basic Skills ■ Making everyone feel comfortable and valued ■ Encouraging participation ■ Increase understanding ■ Listening and observing ■ Guiding the group ■ Ensuring quality decisions ■ Ensuring outcome-based meetings
Make everyone feel comfortable & valued Small talks with participants Get to know them Use body language Thank participants
Feel Comfortable Skill: Make everyone feel comfortable and valued Get to know them Use body language Thank the organization, then check understanding Thank participants
Encourage participation Use open-ended questions Divide into small groups. Consult the group 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 Recap 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 Review minutes Review minutes Welcome participants Go over and approve meeting objectives and agenda Set the tone and pace Introduce participants and yourself
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 Meeting Agenda Items to Bring to the Meeting Notes from April 4 th meeting – brainstormed ideas. Completed interview data. Meeting Preparation Facilitator role: Zaidi; Note Taker: Hamdan Zaidi AOB 3 Name and number of employees needed to be stationed at each promotional section 30 mins Uji Allocation of manpower in promotional items 2 Fix a time agreeable to everyone; Ways of communicate to employees 30 minutes Denish Decide closing time during Ramadan 1 Expected Outcome Duration Person In Charge Item No Norashikin (MC), Puan Zaleha (Entertain customers) Abseetees MTC of JMI Location 2.00 pm – 4.00 pm Time 2 nd Oct 2005 Date Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan Attendees Discussion of Preparation for Ramadan Sales Meeting Objective
Review minutes Allow adequate time to review and approve minutes. Address follow-up items.
Meeting Minute Meeting Agenda Meeting Minute Norashikin (MC), Puan Zaleha (Entertain customers) Abseetees MTC of JMI Location 2.00 pm – 4.00 pm Time 2 nd Oct 2005 Date Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan Attendees Discussion of Preparation for Ramadan Sales Meeting Objective OT provided No MC allowed 7 th Oct 2005 Denish (Floor meeting) Rahmah (Notice board) Shop close at 10pm. Communicate to employees 2 Review Agenda and approve Minutes 1 Remarks Deadline Person In Charge Item No
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 the next steps Evaluate the meeting Adjourn on a positive 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

More Related Content

Facilitation and Meeting Skills

  • 1. Facilitating and Meeting Skills Building Team and Discover Group Wisdom
  • 2. Contents 1. Introduction 2. Basic Skills of Facilitator 3. Facilitating Opening 4. Facilitating Discussion & Decision 6. Dealing with Challenges 5. Facilitating Conclusion
  • 4. Appetizer Bad experience of meeting Good experience of meeting
  • 6. General Definition Facilitation is the art and science of managing meetings and group processes
  • 7. 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.
  • 8. Facilitator A facilitator is someone who uses knowledge of group processes to formulate and deliver the needed structure for meeting interactions to e effective
  • 9. Meeting Progress Diagram Opening Discussion Concluding
  • 10. Sharing What is your facilitating experience? Have you come across a skill facilitators?
  • 11. Team Development and F Increase the advantages of Team List down the + / - of team development Potential Advantages Potential Disadvantages Building on each others’ ideas Confusion Different perspectives No agreement Better conclusion Conflict Fun No time for individual thinking Sharing the load Can avoid responsibilities
  • 12. 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
  • 13. 2. Basic Facilitation Skills Know the basic
  • 15. Basic Skills ■ Making everyone feel comfortable and valued ■ Encouraging participation ■ Increase understanding ■ Listening and observing ■ Guiding the group ■ Ensuring quality decisions ■ Ensuring outcome-based meetings
  • 16. Make everyone feel comfortable & valued Small talks with participants Get to know them Use body language Thank participants
  • 17. Feel Comfortable Skill: Make everyone feel comfortable and valued Get to know them Use body language Thank the organization, then check understanding Thank participants
  • 18. Encourage participation Use open-ended questions Divide into small groups. Consult the group Use visual aids Encourage Silent members
  • 19. Increase Understanding Use team-building activities. Set ground rules. Search for agreement. Agree to disagree.
  • 20. Listen and observe Listen actively. Scan the room. Do not make assumption Check for understanding Rephrase their responses Summary Recap Write it down
  • 21. 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
  • 22. 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.
  • 23. Ensure Commitment to Action Review objectives for each agenda item. Record decisions. Develop an action plan. Ensure the team leader follow up
  • 24. 3. Facilitating Opening Good Beginning
  • 25. Facilitating Opening Review minutes Review minutes Welcome participants Go over and approve meeting objectives and agenda Set the tone and pace Introduce participants and yourself
  • 26. Welcome participant Formally start the meeting. Welcome everyone officially. Use body language
  • 27. Introduce participants & yourself Consider an icebreaker. Give precise instructions. Allow brief announcements. Check in
  • 28. Set the tone and pace Help the group develop ground rules. Set the stage for agreement. Clarify the role of members.
  • 29. 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.
  • 30. Agenda Meeting Agenda Items to Bring to the Meeting Notes from April 4 th meeting – brainstormed ideas. Completed interview data. Meeting Preparation Facilitator role: Zaidi; Note Taker: Hamdan Zaidi AOB 3 Name and number of employees needed to be stationed at each promotional section 30 mins Uji Allocation of manpower in promotional items 2 Fix a time agreeable to everyone; Ways of communicate to employees 30 minutes Denish Decide closing time during Ramadan 1 Expected Outcome Duration Person In Charge Item No Norashikin (MC), Puan Zaleha (Entertain customers) Abseetees MTC of JMI Location 2.00 pm – 4.00 pm Time 2 nd Oct 2005 Date Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan Attendees Discussion of Preparation for Ramadan Sales Meeting Objective
  • 31. Review minutes Allow adequate time to review and approve minutes. Address follow-up items.
  • 32. Meeting Minute Meeting Agenda Meeting Minute Norashikin (MC), Puan Zaleha (Entertain customers) Abseetees MTC of JMI Location 2.00 pm – 4.00 pm Time 2 nd Oct 2005 Date Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan Attendees Discussion of Preparation for Ramadan Sales Meeting Objective OT provided No MC allowed 7 th Oct 2005 Denish (Floor meeting) Rahmah (Notice board) Shop close at 10pm. Communicate to employees 2 Review Agenda and approve Minutes 1 Remarks Deadline Person In Charge Item No
  • 33. 4. Facilitating Discussions and Decisions Explore the Issues
  • 34. 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
  • 35. 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.
  • 36. 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.
  • 37. 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
  • 38. Clarify confusing discussions Listen for unfamiliar terms. Restate the issue before a decision.
  • 39. 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.
  • 40. 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.
  • 41. 5. Facilitating the Conclusion Tie Up The Loose End
  • 42. Facilitating The Conclusion Identify the next steps Evaluate the meeting Adjourn on a positive note
  • 43. Identify the next steps Complete an action plan. Visit your parking lot. Update the Team calendar.
  • 44. Evaluate the meeting Do a group evaluation. Debrief after the meeting.
  • 45. 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.
  • 46. 6. Dealing With Challenges Crowd Control
  • 47. General Guideline Always look for the positive. Go easy. Put prevention before intervention. Look to the group for support. Seek outside assistance
  • 48. 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
  • 50. Test
  • 52. Evaluate the meeting Do a group evaluation. Debrief after the meeting.
  • 53. Summary Facilitating Meeting Skills Different perspective