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
The Role of Facilitator
Role of Facilitator
+ Experience all the advantages Avoid the potential disadvantages
Synergistic team
Excellent Outcomes
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
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
Ensure Full Participation
How do you handle such situation?How do you handle such situation?
Quiet person?Talkative person?
Ensure Full Participation
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
Stay on Time and Stay on Track
What happen when the team does not stay on track?
What would you do?
Stay on Time and Stay on Track
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
Team Workout: Feedback
What has the person done well?
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
Watch video for familiarization. It takes only 15 minutes
View Video
Watch video for familiarization. It takes only 15 minutes
View Video
Watch video for familiarization. It takes only 15 minutes
View Video
Watch video for familiarization. It takes only 15 minutes
View Video
Watch video for familiarization. It takes only 15 minutes
View Video
Watch video for familiarization. It takes only 15 minutes
View Video
Watch video for familiarization. It takes only 15 minutes
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?
Team Workout: Feedback
What has the person done well?
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.