RFMD Facilitation Skills Workshop Presentation 2010Apr12 (2).ppt

rfmdfacilitationskillsworkshop 17 18april2011 facilitator yeowchernhan姚臣汉 purpose tobuildindividualcompetenceinfacilitationskillstostrengthenteamleadership meetingsparticipation trainingeffectiveness haveyouencounterthefollowingsituation sohow haveyouencounterthefollowingsituation sohow benefitsoffacilitatedmeetings uponcompletingthisworkshop participantswillbeableto createsharedresponsibilityforresultsmaximizecreativityproblemsolvingandideagenerationempowerspeopletotakeownershipalloweveryonetoparticipateandfeelvaluedcreatemorefocusedparticipationthroughaguidedprocessachievedesiredobjectivesandoutcomes whatisfacilitation whatisfacilitationandwhatdoweneedtofacilitate facilitationcanbedescribedasaconsciousprocessofassistingagrouptosuccessfullyachieveitstaskwhilefunctioningasagroup inordertofacilitate itisimportanttounderstandwhatitisthatneedstobefacilitated weneedtofacilitate thelearningprocesstheprocessesofparticipation sharingandgroupdynamicsmanyparticipantsreallywanttovoiceopinions sharetheirinsights listentoeachother sexperiencesandcomeupwithinterestingnewideas buttherangeandrichnessoftheirsharingwillbelimitedbythedegreetowhichtheycanfollowandacceptdiversecommunicationstyles byusinggoodfacilitationtechniques afacilitatorcanbeanexcellentsupporttosuchgroups keyfacilitationpractices listendeeplyaskquestionsaskforsuggestionsparaphrasesuggestaprocesshelptogroupbroadenitsperspectivesasforoptionspullideastogethergiveandreceivefeedbackprovideencouragementaskfororprovidesummarymaketransitions the3psoffacilitation process purpose people purposecreatingasharedunderstandingandcommitmenttoameeting sobjective rationaleandoutcome peopleunderstandingtheroleofeachpersoninameetingandmanagingpeople scomfortzonestogainparticipation processplanningandmanagingthebestmethodforinvolvingpeopleinachievingasharedpurpose 1stp purpose purposestatement createsharedunderstandingandcommitmenttoameeting training sobjective rationaleandoutcome objective whatisthemeetingaboutandwhatdoyouwantfromme theobjectiveistheoverallfocusofthemeeting thespecificcontentissueandtypeofparticipationneedfromthegroupmembers rationale whyshouldspendtimeinthismeeting shouldbecompellingtocaptureparticipants interestandmotivationshouldexplainhowthismeetingrelatestogroup orproject s overallmission vision objectivesorgoalsshouldincluderelevanteventsleadinguptothismeetingoutcome whatexactlydoyouhopetoaccomplish deliverables thedetailedtaskstobeaccomplishedbytheendofthemeeting decidetogetherleaderdecidesonissuetogetherwithkeystakeholdersbyvoteorconsensusduringthemeeting gaininputleadergainsinputfromkeystakeholdersontheissue thendecidesontheissuehim herselfduringorafterthemeeting inform getfeedbackleaderinformskeystakeholdersofdecisionmaderelatedtothemeetingissue thengetsfeedbackfromstakeholdersonthedecision hi low levelsofparticipationlevelsofparticipation 2ndp people theleader content outcomefocused beforethemeeting theleaderneedstofamiliarizethefacilitatorwithanumberofissuespurposesuccessfactors desiredoutcome ifappropriate industrytrendspersonalityanddynamicsofthegroupspecifictechnicalinformation theleader content outcomefocused duringthemeetingupdatethegrouponwhytheyaremeetingintroducethefacilitatorandrecorderhelpthegroupfocusonthetask itmaybeeasierfortheleader ratherthantheneutralfacilitator tosay okay let sgetbackontrack meetingwiththefacilitatorduringthebreaktodiscusstheprocessandideasonhowtoproceed contributesideastothetopicbeingdiscussedwithoutdominatingdiscussionpointoutrelevantconstraintsoftheorganization eg managementpolicies thefacilitator process focused attentivetocontent workwiththeleadertoplanthemeetingexplaintheroleoffacilitatortothegrouppresentandreachagreementonthegroundrulesforthemeetingcontributetotheprocessofthemeeting notcontenthelpmembersfocusontaskkeepindividualfromattackingeachotherencourageequalparticipationamongthemembersencouragegroupmemberstotakeownershipofdecisionsandimplementationplansbeatime keepertoensureprogressworkwithrecorderandmonitorhis herprogressworkwithleaderduringcriticalmomentstodeterminenextstepsordirectiondemonstratecollaborativeandconsensus seekingbehaviors thefacilitator leadercombination balancehis herattentiontosubstanceandprocessinformmembersthathe shewillserveinbothrolesinjectcontentpointsasnecessarytakecontrolbymakingdecisionatstrategicmomentsduringthemeetingkeepinmindtheresponsibilitiesofboththeleaderandthefacilitatorpresentedonthepreviouspages veryoftenthepersonresponsiblefortheoutcomeofthemeetingalsoservesasthefacilitator thus thispersonisresponsibleformanagingboththeprocessandthecontent thefacilitator leaderiscollaborativeandflexiblebutdoesnothavetoremainneutralonthecontentandprocess his herhastheresponsibilityto tips passthefacilitatorbaton toanotherparticipantifhe shebecomestooinvolvedinthecontent participants contributeideasandexpertiseactivelystaypositiveandencouragingadheretothegroundrules theyarethepeoplewhoareselectedtoattendthemeeting theymaybetechnicalexperts projectmembers orotherkeystakeholderswhoarenecessarytoprovideinformation helpgenerateideas orapprovefinalresults recorder attentivetocontent establishaworkingagreementwiththefacilitatorastowhentorecordtheresponses e g asparticipantsspeakorafterthefacilitatorrepeatstheresponse makeacontractwiththegroup statethatyouroleistorecordideasaccurately invitethemtocorrectyouifideasarewritteninaccurately whenrecording usespeakers ownwordsandkeypointtocapturecentralideawithoutwritingdowneverywordprintquicklyandlegibly preferablyusingavarietyofcolorsandsymbolssuchasstarsandarrowsnumberthesheetsandtapethemtothewallsoeveryonecanviewthemallowplentyofspacesothatyoucanadd combineideas etc therecorderkeeps groupmemory orawrittenrecordoftheideasanddecisionsgeneratedduringameeting preferablyusingflipcharts hisresponsibilitiesincludes 3rdp process problemsolving response event converge diverge outcome definegoal accumulateinformation generateoptions planaction communicate implement review review whatareyoutryingtoaccomplish gather clarify analyzeinformationidentifyresourcesbrainstormingprioritizelistpossiblesolutionswhatareyougoingtodo whotodoit whenisitgoingtobedone where howtomeasuresuccess whowillbeaffected whoarethestakeholders responsemodel aproblemsolvingprocess definegoalaccumulateinformationgenerateoptionsplanactioncommunicate facilitatingtheprocessinvolves creatingprocessawarenessmanagingthediscussionflowgaininginputsandparticipation divergingphase buildingagreements convergingphase managingthe groan zone wearestuck processskillspeerteaching definegoal topreparea30creativetrainingsothatallyourourclassmatewillknowhowemploythe processskillsoffacilitation accumulateinformation generateoptions planaction communicate implement 1 creatingprocessawareness definetherolesinthemeetingthefourrolesthatmaybepresentinthemeetingarefacilitator recorder leader andparticipants provideabriefsummaryofthekeyresponsibilitiesofeachrolesothateveryoneisaware objectives rationale desiredoutcomeitisgoodideatohavethesepostedonflipchartcheckparticipantexpectationsitisoftenvaluabletochecktheparticipants expectationsforthedesiredoutcomesofthemeeting writetheirinputsontheflipchartandmanagetheirexpectationsaccordingly reviewthelistattheendofthemeeting 1 creatingprocessawareness cont seekagreementonagendaandgroundruleswalkthrougheachagendaitemandindicatethepurposeandtimeframe askforclarificationsandgeteveryonetoagreetofollowtheagenda ifyouhavealreadysentouttheagendabeforethemeeting youshouldstilldoaquickreview explainyourgroundrulesforthemeetingandaskforadditionalsandagreement youmayaskthegrouptodesigntheirowngroundruleinsomesituationssamplegroundrulesinclude seekfirsttounderstand thentobeunderstood allideasarevaluablecontributions maintainfocus avoidsidelineconversationaddressfacts notpeoplebeconstructiveposttheruleswhereallcansee ifnon constructivebehaviorsarebeingdemonstrated allthefacilitatorhastodoissubtlyrefertothelistasneededtoremindparticipantsoftheiragreed upongroundrules 2 managingthediscussionflow maintain regainfocusreferbacktothemeetingpurpose agenda andgroundrulesaskparticipantstolinkthecurrentdiscussiontothemeeting spurpose usegroupmemoryfocusparticipants attentionontheflipchartorgroupmemory encouragememberstocontributeideas buildonorclarifyitems workcloselywithrecordertoensuregroupmemoryisaccurate resolveinterpersonalconflictbygettingthetwoparticipantstodrawattentiontotheflipchartratherthantoeachother ensureparticipantsthatpointshasbeenraisedanddocumentedandthediscussioncanmoveon createanidea parkinglot duringthecourseofdiscussion participantsoftenbringuptopicsthatarenotdirectlyrelatedtotheagenda ratherthantakeadditionaltimetodiscusstheidea createa parkinglot indoingso youvalidatetheideaandsavemeetingtime 2 managingthediscussionflow cont intervenetocontroltheprocesshereisanescalatingscaleofinterventionsthatyoucanusetocontroldominatorsandencourageparticipationfromothers startwithlowlevelinterventionsandusehigheronesonlyifproblemcontinues asktoleaveroom talktoinfrontofthewholegroup talktoonthebreak directaquestiontowardthem walkbythem makeeyecontact walkhalfway standup makeeyecontact 3 gaininginputsandparticipation diverging silentideagenerationgiveallparticipants5 10minutestothink writeabouttheirownideas thenproceedwithoneofthenexttwoitemsbelow free for alleveryoneshoutsoutideaswithnoparticularorder roundrobinbeginwithaselectedindividualandproceedaroundtheroomuntileveryonehashadthechancetogiveoneidea repeattheprocessuntilalltheideashavebeengiven smallgroupflipchartwritingsmallgrouphasownflipcharttocompletetheirinputs thissavetimelateinrecordingalltheideas 3 gaininginputsandparticipation diverging cont d brainwritingseatmemberaroundatable havesomeonestatetheproblemtobesolved askthepersontosilentlywritedownthreeideasforsolvingtheproblemononesheetofpaperexplaintogroupmembersthatassoonasanyonehaslistedthreeideas s heshouldexchangethatpagewithsomeoneelse whensomeonehasobtainedanewsheetofpaper s heshouldaddthreemoreideastoit thentradethispagetoanother repeatforfifteenminutes oruntilmostpeoplerunoutofideas comparenotesanddiscuss 4 buildingagreements converging successfulfacilitatorsfindthatconsensusismoreeasilyaccomplishedthroughaseriesoftinyagreementsalongthewayonwhattodoandhowtodoit stageofbuildingagreementspresentanidea summaryorconclusioncheckforunderstanding whatquestionsofcommentsdoyouhave checkforagreement canyouagree canyoulivewith processagreementsasyoumovethroughthe responsemodel checkwithparticipantsfortheagreementoftheprocess areyousatisfiedwiththeprioritizedlistofsolutions canwebegintowriteactionplans 4 buildingagreements converging cont d 3goodreasons iliketheideabecause whensomeonedisagreeswithanother sidea thereasonmaynotbewiththeideaitself hemay notlikeorrespecttheotherperson notvaluetheotherperson sideabecauseofhisrank onlywanthis herideaconsideredhaveapessimisticattitudeingeneralatechniquetocombatthisproblemistoasktheotherpersontostate3reasonswhytheyliketheotherperson sidea eachtimethepersonmustbeginwith iliketheideabecause donotletthepersonoffthehookuntilhe shecomesupwithall3reasons youcanthenbeassuredthathe shehasthoughtabouttheideaandperhapsevenliketheidea donotviewthistechniqueasawaytopunishnegativists useitasachallengetothegrouptousebreakthroughthinking youmayevenwanttogoroundrobinwiththis coniverge diverge unfortunately someproblemshavenoeasysolutions whenagroupofdecisionmakershastowrestlewithadifficultproblem theywillnotsucceedinsolvinguntiltheybreakoutofthenarrowbandoffamiliaropinionsandexploreawiderrangeofpossibilitiesoncethegroupcrossestheband theywillhavetostruggletounderstandawiderangeofnewandopposingideas notapleasantexperience repetitious insensitive defensive shorttempered thisisthegroanzone 5 managingthe groan zone wearestuck 5 managingthe groan zone wearestuck say askwhatisgoingonstatetheproblemthatthegroupisexperiencingsothattheycanopenlydealwithit getgroupagreementbeforeintervening eg there sdefinitedisagreementbetweenyoutwoonthisissue howdoyousuggestwemoveforward accept dealwithorkivwhenagroupmemberraisesanobjectionorissuethatiscountertothegroupprocess youshouldacceptandlegitimizetheirconcernandcometoagreementonhowtomoveforward eg john iappreciateyourconcernthatwemaynotaccomplishallofourobjectivesforthismeeting canweseehowfarwecangetinthetimeremaininganddecideonournextstepattheendofthemeeting isthisacceptable 5 managingthe groan zone wearestuck cont d enforceprocessagreementsremindthegroupofthegroundrulesandagreementsestablishedatthebeginningofthemeeting eg ithinksomeofusaregettingalittleaheadofthegroup rememberweagreedtodiscusstheoverallobjectivesoftheprojectfirstbeforegettingintothedetails let sreachagreementontheobjectives thencontinueswiththedetails reflectivelisteninglistenwiththeintentionofunderstanding supportingandassistingtheotherpersonaskopen endedquestions egg lim whatseemstobetheproblem parrotingresponsesparaphraseresponses egg jim itsoundslikeyouhavealotofworktodo perceptioncheck egg msee letmemakesurethatiunderstandhowyouarefeeling bodylanguage showempathiceyecontact gesturesandfacialexpression moreprocesstools processtoolsfordifferentstages coniverge diverge speakfromyourperspectivefactsandopinionsbrainwritinglearnmoreabouteachothers perspectivebackingupfromsolutionstoneedsclarifyingevaluationcriteriaclarifyingresources canwemakethiswork reframing 1 speakfromyourperspective encourageparticipantstooffertheirownpointofviewonthetopicathandbyseeingalltheparts thegroupgainasenseofthewholetolegitimizeandvalidateseveryperspectiveandsendingthemessage everyonehassomethingtooffer poseanopen endedquestionsuchas howwouldyoudescribewhat sgoingon howdoesthisproblemimpactyou whatisyourpositiononthismatter why inyouropinion isthishappening askeachpersontoanswerthequestionswithoutcommentingoneachother sideaclosetheactivitybyaskingparticipantsfortheirreactions generalcommentsandlearning diverge 2 factsandopinion diverge thisactivityenablesagrouptotradealotofinformationwithoutgettingboggeddowninadiscussionofwhoisrightorwhatistrue hang2piecesofpaperonawall titleon facts andtheother opinions alsomakeavailablesticky notesintwocolors withenoughforeverymembertoreceiveatleasttenofeachcolor askthegroupmembers whatdoyouknowaboutthistopic haveeachgroupmemberwritehis heranswersonthesticky notes usingonecolorfor facts andtheothercolorfor opinions note whensomeoneasks howdoweknowwhethersomethingisafactoranopinion answer youdecideforyourself ifyouarenotsure writeitbothways whenapersonisfinishedwriting s heshouldposthis hersticky notesonthewall afterreadingwhatothershavewritten s hewillprobablywanttoaddmoreitems ifso great afterallthedatahasbeencollected askthegroupfortheirobservationandreflections 3 brainwriting diverge searchingforalternativesinvolvesgeneratinglistsofcreativeideasforthepurposeofdiscoveringnewwaysofapproachingtheproblemathand seatmemberaroundatable havesomeonestatetheproblemtobesolved askthepersontosilentlywritedownthreeideasforsolvingtheproblemononesheetofpaperexplaintogroupmembersthatassoonasanyonehaslistedthreeideas s heshouldexchangethatpagewithsomeoneelse whensomeonehasobtainedanewsheetofpaper s heshouldaddthreemoreideastoit thentradethispagetoanother repeatforfifteenminutes oruntilmostpeoplerunoutofideas comparenotesanddiscuss 4 learnmoreabouteachother sperspective themostbasicmethodforpromotingmutualunderstandingistoaskquestions sometimes however peoplehesitatetoaskquestionsabouteachother sperspectivebecausequestioningissooftenperceivedascriticism a focusperson beginsbysaying here sthepointiwanttomake givehim herthreeminutestotalk whenhe sheisdone havesomeoneask canyouexplainwhy or whatdoyoumeanby orsomethingsimilar the focusperson thenanswerthequestion turntothequestionerandask isthiscleartoyounow ifso continuetostep5 ifnot askthequestionertostate first whathe shebelievesthefocuspersonhassaid e g butiamstillnotsosurewhyyoufeelssostronglyaboutit whenboththequestionerandthefocuspersonfeelunderstood askforanotherquestionertotakeaturn note thegoalofthisactivityistopromoteunderstanding nottoresolvedifferences thisshouldbecontinuouslyemphasized 5 backingupfromsolutionstoneeds whenanargumentseemstobegoingaroundincircles itcanbeextremelyhelpfulforeveryonetostoparguingoverproposed solutions andstarttalkingaboutindividualneedsinstead makesureeveryoneunderstandsthedifferencebetween theirproposedsolution and whattheyneed holdingthemeetinginbintan isasolution honoringpriorcommitmentstoattendthismeeting isaneed taketimetounderstandthedistinction askeveryonetoanswerthesequestions whataremyneedsinthissituation and whatdoithinkyourneedsare continueuntileveryonefeelssatisfiedthattheirownneedshavebeenstatedclearly thenaskthegrouptogeneratenewproposalswhichseekstoincorporateabroaderrangeofpeopleneeds converge 6 clarifyingevaluationcriteria thisactivityhelpsgroupmemberstodiscussandreachagreementonalistoffiveorfewercriteria bydefiningcriteriabeforespecificproposalsarebroughtup havethegroupbrainstormalistofanswertothisquestionaskeveryonetoanswerthesequestions whataremyneedsinthissituation and whatdoithinkyourneedsare continueuntileveryonefeelssatisfiedthattheirownneedshavebeenstatedclearly thenaskthegrouptogeneratenewproposalswhichseekstoincorporateabroaderrangeofpeopleneeds converge 3rdp process adultlearning remember isself directingparticipationinthelearningisactivenotpassive themosteffectivelearningisfromsharedexperience learnerslearnfromeachother mutualrespectandtrustbetweentrainerandlearnerhelpthelearningprocess is now oriented answer what sinitforme canshareresponsibilityfortheirownlearningbecausetheyknowtheirownneeds isreflectiveneedthetimetoreflectbackuponit drawconclusionsandderiveprinciplesforapplication is safe andrespectfulmutualrespectandtrustbetweentrainerandlearnerhelpthelearningprocess providefeedbackthatiscorrectivebutsupportive adultlearning adultlearningprocessadultlearningoccursbestwhenit facilitationintraining experiencegeneratedatathroughexperiencinganactivity reflectionenableindividualstosharetheirpersonalexperienceandfeelingswiththegroup insightsthroughadiscussionofthesharedindi