MEETING FACILITATION.ppt

1、MEETINGFACILITATIONPresented by:Prof. John BarkaiWilliam S. Richardson School of LawUniversity of Hawaii,Strategic planning slides are hidden for the basic presentation,Know the Process,“Icouldhaveswornyou saidelevensteps.”,Follow Directions,A meeting of your peers,What is a committee?,A group of th

2、e unwilling, picked from the unfit, to do the unnecessary.,Richard Harkness,Facilitator Recorder Group Memory,Regular Meeting Special Task Force,Facilitators believe that a meeting between all people who will be affected by a decision (stakeholders) is desirable. The values of shared decision making

3、, equal opportunity to participate, power sharing, and personal responsibility are basic to full cooperation. The work of the whole group is better and more creative than the work of any single individual.,1 + 1 + 1 + 1 = 5 (or more),FACILITATION KEYS Process v. Content Purpose No one talks 1st, 3rd

4、, 5th, etc. The first person to raise a hand should not always speak first Honor time limits,Preventions&Interventions,Using Preventions,Get agreement on desired outcomes, agenda, roles, decision making, and ground rules Make a process suggestion Get agreement on how the group will proceed,Using Int

5、erventions,Avoid Process Battles Preventing lengthy arguments about which is the “right” way to proceed. Pointing out that a number of approaches will work and getting agreement on one to use to start. “Can we agree to cover both issues in the remaining time?.OK, which do you want to start with?” En

6、force Process Agreements Reminding the group of a previous agreement “We agreed to brainstorm, youre starting to evaluate the ideas. Would you hold onto that idea for now?”,Using Interventions,Accept/legitimize/deal with or defer A positive method for dealing with difficult people or situations that

7、 might get a meeting off track. Accept the idea without agreeing or disagreeing. Legitimize it by writing it on the group memory. Then decide as a group if the issue/idea is more appropriately dealt with her or deferred to another time. Record ideas or issues that are deferred and agree on when they

8、 will be addressed. “You may not be convinced were getting anywhere? Thats OK, you may be right. Would you be willing to hang on for 10 more minutes and see what happens?” “Thanks for raising this issue that wasnt on the agenda. Do we need to address that now or should we put it on the Issues List f

9、or our next meeting?”,Escalating Levels of Interventions,Basic approach Start with the most subtle and least threatening intervention, that you believe will work. If behavior continues, gradually escalate the intervention.,Escalating Levels of Intervention,Make eye-contact,Stand up,Walk halfway,Walk

10、 by them. Make eye-contact,Ask, “What do you think?”,Touch and talk directly,Confront on a break,Confront before the whole group,LOW,HIGH,Examples of PROCESS:,Brainstorming Prioritizing Suggesting Listing,Discussing Organizing Evaluating Deciding,Decision Making,Voting Consensus,“Fair is fair Larry.

11、Were out of food, we drew straws you.”,What is a Consensus Decision?,A consensus decision is reached when each participant can honestly say: “I may or may not prefer this decision, but I can and will support it because it was reached fairly and openly, with genuine understanding of the different poi

12、nts of view, and it is the best solution for us at this time.”,Consensus Scale,Wholehearted support OK, but.-minor heart palpitation Concerns-more heart-to-heart talk needed MUST talk-Heartburn (group not ready to make decision) Over my dead body! (Coronary block),Fist of Five,Fist “Yes” I can say a

13、n unqualified “yes” to the decision. I am satisfied that the decision is, all things considered, a reasonable expression of the groups wisdom. 2 Fingers “yes, but.” I find the decision perfectly acceptable. 3 Fingers “OK!” I can and will live with the decision even though Im not especially enthusias

14、tic about it. 4 Fingers “OK, but.” I do not fully agree with the decision and need to register my view to the group about it. 5 Fingers “NO.” I do not agree with the decision and feel the need to stand in the way of this decision being accepted.,Simulate,3 Forms of Facilitation,The Classic: Neutral,

15、 Independent Facilitator and Recorder Tricky Work: Group Leader as Facilitator (and Recorder) The Most Delicate Work: Group Member Provides Facilitative Input,With no outsiders,GROUND RULES GROUP MEMORY AGENDA ATTITUDE USE FACILITATOR TALK PLANNING TIME PROCESS OTHER,LEADER AS FACILITATOR,Ground Rul

16、es -explain and enforce ground rules -post rules in the meeting room GROUP MEMORY -document with group memory -record where all can see AGENDA -set detailed agenda -distribute agenda & handouts before meeting USE FACILITATOR TALK -clarify and summarize ideas -define next steps, set time-lines, recor

17、d names of the people responsible,LEADER AS FACILITATOR,PLANNING -have the right people and right number of people TIME -have definite start and stop times PROCESS -establish desired outcomes & procedures -determine the decision-making process -get input from all members to prevent objections and un

18、dermining OTHER -train others to be facilitators,GROUP MEMBERS FACILITATE FROM THEIR SEAT,GROUND RULES -suggest that facilitator establish & enforce ground rules GROUP MEMORY -bring a flip chart into the room -suggest the leader write on the board ATTITUDE -be open minded -be focused USE FACILITATOR TALK -us