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Slide 1: Facilitating and Meeting Skills Building Team and Discover Group Wisdom
Slide 2: Contents 1. Introduction 2. Basic Skills of Facilitator 3. Facilitating Opening 4. Facilitating Discussion & Decision 5. Facilitating Conclusion 6. Dealing with Challenges
Slide 3: • Who care • Know what
Slide 4: Appetizer • Bad experience of meeting • Good experience of meeting
Slide 5: 1. Introduction Know the basic
Slide 6: General Definition • Facilitation is the art and science of managing meetings and group processes
Slide 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.
Slide 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
Slide 9: Meeting Progress Diagram Opening Discussion Concluding
Slide 10: Sharing What is your facilitating experience? Have you come across a skill facilitators?
Slide 11: Team Development and F Increase the advantages of Team List down the + / - of team development Potential Advantages Building on each others’ ideas Different perspectives Better conclusion Fun Sharing the load Potential Disadvantages Confusion No agreement Conflict No time for individual thinking Can avoid responsibilities
Slide 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
Slide 13: 2. Basic Facilitation Skills Know the basic
Slide 14: Facilitation Dimensions
Slide 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
Slide 16: Make everyone feel comfortable & valued Get to know them Use body language Small talks with participants Thank participants
Slide 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
Slide 18: Encourage participation Divide into small groups. Consult the group Use open-ended questions Use visual aids Encourage Silent members
Slide 19: Increase Understanding • Use team-building activities. • Set ground rules. • Search for agreement. • Agree to disagree.
Slide 20: Listen and observe         Listen actively. Scan the room. Do not make assumption Check for understanding Rephrase their responses Summary Recap Write it down
Slide 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         
Slide 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.
Slide 23: Ensure Commitment to Action  Review objectives for each agenda item.  Record decisions.  Develop an action plan.  Ensure the team leader follow up
Slide 24: 3. Facilitating Opening Good Beginning
Slide 25: 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
Slide 26: Welcome participant • Formally start the meeting. • Welcome everyone officially. • Use body language
Slide 27: Introduce participants & yourself • Consider an icebreaker. • Give precise instructions. • Allow brief announcements. • Check in
Slide 28: Set the tone and pace • Help the group develop ground rules. • Set the stage for agreement. • Clarify the role of members.
Slide 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.
Slide 30: Agenda Discussion of Preparation for Ramadan Sales Meeting Objective Attendees Date Time Location Abseetees No 1 Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan 2nd Oct 2005 2.00 pm – 4.00 pm MTC of JMI Norashikin (MC), Puan Zaleha (Entertain customers) Item Decide closing time during Ramadan Allocation of manpower in promotional items Person In Charge Denish Duration 30 minutes Expected Outcome Fix a time agreeable to everyone; Ways of communicate to employees Name and number of employees needed to be stationed at each promotional section 2 Uji 30 mins 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.
Slide 31: Review minutes • Allow adequate time to review and approve minutes. • Address follow-up items.
Slide 32: Meeting Minute Meeting Minute Discussion of Preparation for Ramadan Sales Meeting Objective Attendees Date Time Location Abseetees No 1 Denish, Uji, Wani, Zaidi, Guna,Rahmah, Isma, Nesan, Laurence, Alan 2nd Oct 2005 2.00 pm – 4.00 pm MTC of JMI Norashikin (MC), Puan Zaleha (Entertain customers) Item Review Agenda and approve Minutes Shop close at 10pm. Communicate to employees Person In Charge Deadline Remarks 2 Denish (Floor meeting) Rahmah (Notice board) 7th Oct 2005 OT provided No MC allowed
Slide 33: 4. Facilitating Discussions and Decisions Explore the Issues
Slide 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
Slide 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.
Slide 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.
Slide 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
Slide 38: Clarify confusing discussions • Listen for unfamiliar terms. • Restate the issue before a decision.
Slide 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.
Slide 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.
Slide 41: 5. Facilitating the Conclusion Tie Up The Loose End
Slide 42: Facilitating The Conclusion Identify the next steps Adjourn on a positive note Evaluate the meeting
Slide 43: Identify the next steps • Complete an action plan. • Visit your parking lot. • Update the Team calendar.
Slide 44: Evaluate the meeting • Do a group evaluation. • Debrief after the meeting.
Slide 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.
Slide 46: 6. Dealing With Challenges Crowd Control
Slide 47: General Guideline • Always look for the positive. • Go easy. • Put prevention before intervention. • Look to the group for support. • Seek outside assistance
Slide 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
Slide 49: 7. Summary
Slide 50: Test
Slide 51: Sharing
Slide 52: Evaluate the meeting • Do a group evaluation. • Debrief after the meeting.
Slide 53: Summary Facilitating Meeting Skills Different perspective