Facilitator Skills - Participants

Facilitation Skills

Learning Objectives

.To understand the roles of facilitators

.To understand the facilitator’s

basic responsibilities

.To understand the structure

of facilitation map

.To understand the basic facilitation

skills

Program Outline and Timelines1.Getting Started – 30 minutes2.Basic Responsibilities of a Facilitator – 120 minutes3.Basic Facilitation Map – 60 Minutes4.The Facilitation Techniques – 180

minutes5.Conclusion – 30 minutes

Timetable

8.30 am – 9.00 am Getting started8.30 am – 9.00 am Getting started9.00 am – 10.00 am Basic Responsibilities (I)9.00 am – 10.00 am Basic Responsibilities (I)10.00 am- 10. 15 am Break10.00 am- 10. 15 am Break10.15 am – 11.15 am Basic Responsibilities (II)10.15 am – 11.15 am Basic Responsibilities (II)11.15 am – 12.15 pm Basic Facilitation Map11.15 am – 12.15 pm Basic Facilitation Map12.15 pm – 1.15 pm Lunch Break12.15 pm – 1.15 pm Lunch Break1.15 pm – 3.00 pm Basic Facilitation Techniques (I)1.15 pm – 3.00 pm Basic Facilitation Techniques (I)3.00 pm – 3.15 pm Break3.00 pm – 3.15 pm Break3.15 pm – 4.30 pm Basic Facilitation Techniques (II)3.15 pm – 4.30 pm Basic Facilitation Techniques (II)4.30 pm - 5.00 pm Conclusion4.30 pm - 5.00 pm Conclusion

Module 1 Getting Started

Getting Started

Simple term

Facilitation means to “Make Easy”.

This course is designed to help teach people how to make it easy to have

productive events and meetings.

Module 1 Getting Started

1. What do you think a facilitator is?

The Role of Facilitator

The facilitator’s task is to ensure that a team

a. avoids the potential disadvantages and

b. experiences all of the advantages

and so performs as a synergistic team creating

excellent outcomes

2. Why is facilitator essential for long term success?

a.Enhance process behaviors in fast paced environment which encourage people to think and discuss before implementing something

b.Bring about the positive aspect of team development which will results high synergy, productivity and teamwork.

3. Today’s fast paced business environment bring about task

behaviors. (read notes)

Business Environment

Task behaviors

DoingDoing Work IndependentlyWork Independently Making logic-based decisionsMaking logic-based decisions ActingActing Moving things alongMoving things along Focusing on detailsFocusing on details DirectingDirecting Bringing things to closure (making decisions)Bringing things to closure (making decisions) ControllingControlling TellingTelling Focusing on the job at handFocusing on the job at hand Resistance to changeResistance to change

Do it first

Do it first

Thinking, discussion and planning are needed for optimum productivity.

Process Behaviors

Process Behaviors

Thinking Participating/teamwork Using creativity and intuition Talking Exploring ideas more deeply Focusing on the big picture Facilitating Opening up/looking for other ideas (generating

alternatives) Letting go and empowering Asking Focusing on the people, values, and vision Receptivity to change

Facilitator provides the structure that encourage process behaviors that

emphasis on thinking, discussion and planning together.

Process Behaviors

4. Working In a Team

Advantages Disadvantages

Synergy or Dysfunction?

Role of Facilitator

+ Experience all the advantages Avoid the potential disadvantages

Synergistic team

Excellent Outcomes

In a Dysfunctional Team

2 + 2 = 3 or less

In a Synergistic Team

2 + 2 = 4 or more

Equation


Role of Facilitator

+ Experience all the advantages Avoid the potential disadvantages

Synergistic team

Excellent Outcomes


The facilitator’s task is to ensure that a team

a. avoids the potential disadvantages and

b. experiences all of the advantages

and so performs as a synergistic team creating

excellent outcomes

Facilitator is essential for today’s business in two aspects:

a. It helps the team to focus on process behaviors, that is planning, thinking and discussion

b. It helps the team to bring out the best part of team to be more synergistic.

Conclusion

The definition of facilitation Komag’s SDWT Context

Facilitator is the individual who designs and manages of structures and processes that help a group do its work and minimize the common problems

Komag’s Definiotion

1. Analyzing Information to determine the best approach

2. Designing Meeting (Facilitation Map)3. Establishing group climate, norms and

roles with the team (Ground Rules)4. Creating and implementing structures

and processes to accomplish tasks and meet objectives

Core Processes of Facilitation

5. Intervening to manage group dynamics and to influence what members are doing or how they are doing it (Basic Facilitation Skills)

6. Coaching team leaders and team members in effective behaviors

7. Evaluation meeting and facilitation effectiveness to enhance team learning (Facilitator Feedback)

8. Ensuring follow-up action related to production, meeting, results, communication and implementation of decision.

Core Processes of Facilitation

Module 2

Introduction to the Basic Introduction to the Basic Responsibilities of a FacilitatorResponsibilities of a Facilitator

Module 2

What are the essential responsibilities of facilitator?

Basic Responsibilities

Refer to Note 2.1

Clarify Objectives

Explain what the topic is

What do we want to achieve?

Why are we having this meeting?

Clarify Objectives

For example:

Background :the team is calling for quarter end outing.

Objectives Department Outing What do we want to achieve? Identify venue and select organizing

committee

Clarify Objectives For example:

Background: The team discuss the issue of labeling and displaying goods

Objectives Housekeeping What do we want to achieve? Identify issues faced by HIT leaders

Ensure Full Participation

Everyone must have an equal opportunity to participate and that all participants contribute to the process


How do you handle such situation?How do you handle such situation?

Quiet person?Talkative person?


Encouraging participationEncouraging participation “Who else has an idea?” “Is there a user’s perspective on this issue?” “A lot of men are talking, now lets hear from

the men””Is this discussion raising questions for anyone?”

“Let’s hear from someone who hasn’t spoken in a while”

Stay on Time and Stay on Track

Item Topic Action Time Allocated

1 a. Decide the datefor Langkawi trip

John Tan 15 minutes

b. Explain recreation activities and solicit feedback

Mohd Farouk 20 minutes

c. Report on trip budget and decide on amount of money to be collected

Chandran 10 minutes


What happen when the team does not stay on track?

What would you do?


What happen when the team does not stay on time?

What would you do?

Clarify Understanding

Ask for examples, pictures, diagrams, data

Ask if other participants understand what was being said

Ensure Commitments to Action

identifying who is to do what and when

Ensure Commitments to Action

Item Topic Action By Completion Date

1 Confirm the date andissue email

Shaik Amir 20th April 2002

2 Get a team toorganize TreasureHunt. Report namescontents and rules

Ruzi Panjang 18th April 2002

3 Collect money from40 participants

Chandran 24th April 2002

Recap

Recap what has been decidedRecap what has been decided

“Today we have decided to adopt 5S as the way to improve our housekeeping system. Anyone has anymore concerns?”

Recap

Recap who has agreed to do what Recap who has agreed to do what and by whenand by when

“John has agreed to lead the Housekeeping Improvement Team. He will submit a plan for training, discussion and implementation by 18th of April. We will discuss the plan in next meeting. John do you have anything to add?”

Preparation for Workout:

Feedback Guideline

Giving Feedback

You are not looking for what you “like” or “don’t like” about a person’s facilitation style.

Select feedback that can benefit the practice facilitator. No personal attack.

Giving Feedback

Use specific example “you didn’t recap the discussion on housekeeping improvement team

Provide feedback on the strengths and opportunities for improvement (refer the the Facilitation Feedback Form)

Giving Feedback

Always assumeAlways assume:You are successful to the extent that you

provide feedback without lowering the person’s self esteem

People want to do a good jobYou care about the person (if you don’t,

expect your attempt to fail)You may be incorrect

Structure of Giving Feedback

Observation

Effect on me

Pause (and listen)

Suggestion

Receiving Feedback

We often uncomfortable receiving feedback

But they take risk to tell us.

Receiving Feedback

1. Listen. Say “Thank you”2. Probe for example “Can you give me an example?”3. Ask for help “Can you give me some ideas how should I

deal with it?”4. Delay respond. “Thank you. I will think

about it”

Example of FON, FF

Facilitation Observation Notes

Refer to Note 2.2 and

Note 2.3

Team Workout

Identifying Facilitation Challenges

Refer to Note 2.4

Team Workout

Facilitator Challenges Tips/Tool

How to deal with Ask opinion from

talkative participant? Other participants

“I like your idea. Any one else have fresh ideas?

Team Workout: Feedback

What has the person done well?

How can the improve ?

Team Workout

Key Learning Points

Module 3

Road Map for facilitation SuccessRoad Map for facilitation Success

Map

Opening

Clarifying Objectives

Clarifying Role of the Facilitator

Overview of Agenda and/or Process

Developing Ground Rules

The Body

Recap Outcome

Conformation of Consensus and Next Steps

Opening

First few words

Set the tone – positive

Get their attention

Tell them the purpose of the meeting

Clarifying Objectives

What do we want to achieve?

Why do we meet today?

Present a brief statement of objectives (written form) – reminder

“are we on track?”

Clarifying the Role of Facilitator

Tell them what you do – as process expert, not content expert

Tell them how you will intervene - off track: “ I will pull you back” - dominant conversation: “I will gate keep the

conversation”

Overview of Agenda and/or process

Dept Outing

1. Objective of Outing – Ahmad – 5 minutes

2. Select Venue – Ahmad – 10 minutes

3. Select Organizing Committee – Wan – 20 minutes

4. Decide on activities – Lee Guan – 10 minutes

5. AOB – Ahmad – 5 minutes

Developing Ground Rules

Powerful tool to shape culture. The team empower you to lead the team

How the team behave and work together

Write in a flipchart. Put it up for the first five meetings to remind them

Ground Rules

1. We are prompt and regular in attendance2. We listen attentively3. We only allow one person talk at a time4. We complete assigned work within stipulated time5. We appreciate the other person’s point of view6. We provide constructive feedback and receive it

willingly7. We keep confidences and assume others will8. We stick to the agenda and schedule unless we

agree to change them9. We are here to find solutions, not to fight and win

The Body

The part the team tackle the issues

You apply most tools

The Body

Fact finding Brainstorming

Action Plan Problem Solving Decision Making Brainstorming

Recap Outcomes

Recap outcome briefly to ensure understanding

Recap what has been decided

Recap who has agreed to do what and by when

Confirmation of Consensus and Next Steps

Confirm of the actions agreed to be taken or decisions have been made

Decide on next meeting or things to do next

Team Workout

Using The Facilitation Map as a Planning Tool

Refer to Note 3.3



How can the person improves ?

Team Workout

Key Learning Points

Module 4

Basic Facilitation TechniquesBasic Facilitation Techniques

Focus on Basic Techniques

There are many facilitation techniques such as decision making, problem solving etc.

We focus on the fundamental. You will learn 26 techniques altogether.

Background

You will see facilitation skills used in marketing and shipping department

Outline

1.Opening a Meeting a. Proper Room Set Up

b. Set Enthusiastic Tone c. Make Introduction

d. Ground Rules

2. Running A Meeting a. Managing Discussion b. Balance Participation c. Manage Transitions d. Identify Strategic Moments e. Use the team’s resources

3. Closing Meeting a. Review Agenda

b. Summarize decisions and recommendations c. Determine remaining issues d. Manage follow-up actions

e. Evaluate Meeting

View Video

Watch video for familiarization. It takes only 15 minutes

View Video


View Video


View Video


View Video


View Video


View Video


View Video


Learning

Step Have you used Why is this this skills before? Skills

How? Important?

Yes/No

Stretch Your Mind

View Tape Answer Questions Share with the group Refer to Note 4.1

Problems

Have the techniques you have learnt help you answer some of the concerns you have as facilitator earlier on?

Team Workout

Running A Meeting – Pros and Cons

Refer to Note 4.2

Team Workout

Topics

1. Should we allow Internet access to every employee?

2. Can we hold our Family day in Langkawi? Employees are allowed to bring spouse.

3. Should we build a multi-storey car park?

4. Should we work without uniform?

5. Should the company provide us free breakfast?

6. Should we assign a person to oversee the sustainability of housekeeping at Common area?



How can the improve ?

Team Workout

Key Learning Points

Conclusion

Open Book Quiz

Questions

The role of facilitator

The responsibilities of Facilitator

The Facilitation MapBasic facilitation skills

Sharing

1.

Share three things you have picked up from this training

1`.

2.

3.