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Facilitating Group Agreement
Fostering Group SuccessThrough Effective Facilitation
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• Definition, function and responsibility for facilitation• Components of successful facilitation:
1. Group purpose2. Adequate resources3. Clear roles4. Clear, appropriate processes5. Communication
• Facilitation challenges
Scope of Presentation
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Definition: Interventions made by any person during a meeting that
furthers the group’s purpose and helps meet the group’s objectives.
Function:To help a group identify and achieve its purpose and
objectives.
Responsibility:The group.
Facilitation
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Group Purpose
Adequate Resources
Clear Roles
Clear, Appropriate Processes
Communication (including resolution of issues)
Successful Facilitation Components
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What do we intend to do?
•Articulates a clear and narrowly defined objective•Clarifies expectations and states desired outcome•Used as a touchstone throughout process•Embraced and understood by all group members
1. Group Purpose
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What do we need to do it?
•People– Who will be impacted by the decision?– Who has necessary information and expertise?– Who must be involved in the decision?
•Information– What information is needed?– Do all group members have access to it?
•Facilities, equipment, financial resources– What is needed to carry out the group’s purpose?– How should we set up the logistics of group work?
2. Adequate Resources
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How can resources foster group work?
•Space– Ensure that atmosphere will foster the group’s work and
that there is ample wall space for flip chart pages•Room set up
Set up meeting space in a way that you feel will facilitate the work. Examples:
– Small group work -- semi-circle or circle– Large group task/work -- round tables throughout room– Group discussion/negotiation -- open-U or V
2. Adequate Resources
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How can resources foster group work?
•Facilitator’s supply kit– Index cards -- record individual thoughts and ideas, which
can be “shuffled” or re-organized– Large Post-it notes -- record individual thoughts, map
processes, and develop timelines for public viewing and analysis, which is easy to modify
– Flip charts, easels and markers -- record group thoughts and conclusions for public viewing
2. Adequate Resources
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• Assessment, design, and preparation– Works with group leader to identify goals, prepare
agenda, and ensure resources– Identifies processes for group to reach goals and
spontaneously modifies process as needed– Seeks and accepts feedback and refines proposed
processes
3. Clear Roles (Facilitator)
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• Commencing meeting– Clarifies goals and explains process– Assists group in building rapport (introductions)– Guides group in establishing and articulating framework
within which to achieve goals; i.e., ground rules, group norms, and decision method
3. Clear Roles (Facilitator)
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• Maintaining meeting– Guides discussion through specific processes designed to
achieve goals – Brings everyone into discussion– Keeps group conscious of purpose/goals, progress, and
time– Actively listens, provides feedback, asks probing
questions, and offers suggestions– Routinely synthesizes and summarizes themes to test
understanding
3. Clear Roles (Facilitator)
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• Maintaining meeting (cont.)– Pushes group to think beyond surface concerns– Assists in identifying and resolving conflict– Remains neutral and accepts and uses feedback– Tracks and responds to group energy and momentum and
adjusts accordingly– Remains flexible and open-minded– Is a “super”-observer
3. Clear Roles (Facilitator)
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• Ending meeting and follow-up– Knows when to stop– Assists in developing action steps, accountability plan,
and next meeting– If needed, summarizes group work in writing and
includes clear next steps– Provides for system of follow-up and check-back– Seeks feedback on meeting and identifies
opportunities for improvement
3. Clear Roles (Facilitator)
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4. Clear, Appropriate Processes
Discussion Tools: 3-Phase Discussion
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Discussion Tools: Moving Toward Decision
Phases of Discussion
Description Tools Purpose
Opening discussion
Generate and clarify information and ideas
-Propose-List-Brainstorm-Clarify
Narrow to broad approaches to elicit options
Narrowing discussion
Organize, evaluate and prioritize the information
-Combine duplicates-Prioritize (multi-voting)-Advocate
Eliminates redundancy; offers a sense of preferences;offers strengths of options
Closing discussion
Reconcile differences and reach agreement
-Poll/negative poll-Both/And (UAS)
Eliminates low priority options; measures support
4. Clear, Appropriate Processes
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• Brainstorming or writing – Offers a starting point for idea generation (works best if
group has topic of brainstorm before the meeting)– All ideas are recorded without discussion or criticism– Storm collectively through oral “round robin” or “popcorn”
discussion in pairs– Storm through “think alone” writing, posting, and condensing
ideas (increases introvert participation)– Always follow up brainstorming with a refining process of
clarifying, condensing, discussing, and if appropriate, prioritizing ideas
Discussion Tools: Generating Options
4. Clear, Appropriate Processes
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• Clarifying, combining and condensing – Offers opportunity for participants to ask for and receive
clarification on any option or idea– Combines similar options to reduce overall number– Establishes other useful affinities, such as categories of
options or themes that may be useful to the group as they prioritize options
– Fosters refinement and enhancement of options
Discussion Tools: Refining Options
4. Clear, Appropriate Processes
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• Multi-voting – Gives sense of group’s preferences– Keeps everyone involved in the decision– Not a substitute for data– Process; after generating and refining a list of options:
• Give participants a number of votes.• Allow participants to vote on favorite options based on agreed-upon criteria
(place all votes on one option or distribute across several)• If useful and time permits, ask participants to share “what was behind their
decisions”• Reduce list of options by removing those with fewest votes• Repeat the process with remaining options, if necessary
Discussion Tools: Prioritizing Options
4. Clear, Appropriate Processes
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• Polling. Once prioritization has identified a group preference, ensure support of the option– Poll• “I understand and can support the option and do what it
takes to implement it.”• The option does not have to be each participant’s first
choice– Negative poll• “Is there anyone who cannot support this option, even if
it is not your first choice?”
Discussion Tools: Selecting Options
4. Clear, Appropriate Processes
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4. Clear, Appropriate Processes
Group Decision Methods
Possible Advantages Possible Disadvantages
Non-decision Narrows options only to those that receive support
Proponent is loser; doesn’t feel heard
Autocratic Quick/immediateClear control
Alienating; misses information
Minority Quick/immediate Excludes or railroads, which can hinder implementation
Majority Quick; increases chances of implementation Creates winners/losers; can hinder implementation
Consensus Involves all; high support level; increases speed of implementation
Takes time; group members may not have collaborative skills to reach agreement
Unanimity Appears to involve all; offers complete support
Silence = agreement; someone often “gives in”
How will we make decisions?
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• What is consensus?– Group consensus is finding alternatives acceptable to all – No one opposes the decision– “I can support the decision even if it is not my first choice.”– Silence does not always equal consent; ask for “yes” or “no”
• Consensus should meet three tests– Understanding. Participants understand what the solution
entails and feel they have been heard.– Acceptance. Participants feel the solution is of value and can
live with it.– Support. Participants are willing to do what it takes to
implement the solution.
4. Clear, Appropriate Processes
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• Regardless of whether agreement is reached, identify clear next steps and assign responsibility for each
• Determine how group will hold itself accountable for implementation going forward
• Document and distribute results of discussion, next steps, and future accountability
• Evaluate the process and the group’s success:– What did we intend to do?– What actually happened?– What did we learn or how might we do things differently?
4. Clear, Appropriate Processes
Action Steps and Accountability Approach
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Underlies all aspects of group facilitation by supporting development of:
Group purposeAdequate resourcesRolesProcessesAccountability Evaluation
Necessary elements:Good atmosphere that fosters dialogue and inquiryClear messagesActive and reflective listening (shows interest; asks direct, open-ended questions; describes, quantifies, synthesizes key points/themes; checks for understanding; remains neutral, open, and flexible)Inquiry and dialogue versus debate or discussionAvoid sending solutions, judging, criticizing, avoiding concerns, defensiveness, or pushing too hard for agreement
5. Communication
What is communication, and what is effective?
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• Resistant participants• Low participating group members• Groups that need to move out of their comfort zone• Issue resolution• Conflict management/resolution• Difficult behaviors
5. Communication
What communication challenges might the facilitator face?
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“We did this two years ago to no avail. Why should we try again?”
•Invite resistor to express resistance (vent) while you listen actively, paraphrase, and offer empathy (don’t get defensive)
– “What happened before?”– “Can you tell me more about your specific concerns?”
•After all the concerns have been acknowledged, ask questions to prompt the resistor to suggest solutions to the barriers (consult participant for solution; engage)
– “What assurance will eliminate your concerns?”– ”What do you need to happen to …..?”
5. Communication
Challenge: Resistant Participants
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• Prepare in advance a process in which everyone can comfortably participate
• Revise your process to include individual feedback, e.g., brainwriting and round robin, versus voluntary group discussion
• Consider using break-out groups with clear participation roles
• Ask direct questions (only if it feels right)
• Check in with people during breaks
5. Communication
Challenge: Low Participation
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• If the group is talking around the “real issue,” name the issue and ask if that is what they really need to address?
• If the group is engaged in group think, ask them to brainstorm two more times, which will foster new ideas.
• Ask the group to envision that their idea fails in 5 years; have them outline why and then what might have worked better.
5. Communication
Challenge: Groups that need to move out of their comfort zone
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Avoidance Use only if issues cannot be resolved profitably (cost/benefit); transition/shift to new focus and explain why
Accommodation Use only if everyone’s interests can be met or keeping peace is a higher priority than finding a solution
Competition-push back/putdown/one-up Never use
Compromise Use when faced with polarized choices
Collaborative resolution Use whenever feasible
5. Communication
Approaches to Issue Resolution
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Acknowledge that there is a
conflict
State points of view (position
vs. interest --”why does
that matter to me”) (x 3)
Re-state other’s point of view
(seek to understand first)
Confirm accuracy of re-statement (“I
have been heard”)
Check for resolution
Analyze the conflict(use the
“and” test)
Use problem solving (explore
options)
Evaluate the conflict
Check for agreement
YesYes
No
No
5. Communication
Managing Conflict Through Collaborative Process
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Types What they doand why
What not to do What to do
Exploding Want to win;power intimidation
Don’t explode back, retreat, mock or threaten
Stand firm w/ eye contact; let them run down; address seriously by recording on side chart or 1-1 at break
Digging Use group and humor to undermine
Don’t dig back, laugh or ignore; don’t take personally
Address away from the group; name it and ask if really intended or clarify actual intent
Knowing it all Right = liked;try to take over;seeking security
Don’t try to one up or debate; don’t withdraw, but find ways to use info constructively
Use full participation process to limit (brain writing; multi-voting); consult with them outside of meeting to make ally
Wet blanketing Chronically negative; feel powerless; shift responsibility
Don’t join them or ping pong by saying opposite
Validate their power; ask “what’s the worst thing that could happen?” ; assign projects
Pleasing Charming but unreliable; approval seekers; fear of abandonment
Don’t depend on them too much or get sucked in; don’t shame them
Look for non-verbal cues of disagreement; give them permission to disagree; help them be honest and state concerns
Indecision Silence is power; fear failure
Don’t fill in the space unless you are only commenting on silence
Break process up (ideas vs. decision); ask open-ended questions; give deadlines
5. Communication
Challenge: Difficult Behaviors
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Facilitation is a critical resource in fostering group effectiveness and success. Good luck!
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