Transcript Guidelines for Facilitating Groups

Facilitating Awesome Meetings
Skagit-Island SHRM
February 14, 2013
Vicki Stasch, M.S. Management
Consultant, Facilitator and Leadership
Coach
360-588-4924 559-288-5044
[email protected]
www.vickistasch.com
Vicki’s Background
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Born/reared in Tacoma Washington. Product of the 50-60’s
30 years as a facilitator for team building, strategic planning, leadership
development , conflict management/change management and other work to
create positive work environment in California and Western Washington
Clients include community health centers, state and local government, non
profits, businesses, health care
Facilitated several presentations for SHRM in California
Facilitator for four year-long leadership development programs in Tulare County
and now with Leadership Whatcom
Provide coaching services on leadership and work issues
Best part of my work: seeing people grow, resolve conflicts and seeing
organizations be successful through their people.
Education: WSU and University of Washington, B.A, M.S. from University of San
Francisco
Hobbies and interests: bicycling, tap dancing, rowing, walkingRotary
International, environmental issues
Please visit www.vickistasch.com or [email protected] or on LinkedIn
To lead people, walk beside them.
As for the best leaders, the people do not
notice their existence.
The next best, the people honor and praise.
The next, the people fear;
And the next, the people hate.
When the best leader's work is done, the
people say,"We did it ourselves!"
Lao-tsu
Best and Worst Meetings
Always be ready for any
surprises in life...
Be determined in achieving your
goals...
Meeting Facilitator & Leader’s
RolesDiscourage
Establish and
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adhere to a time line
 Be a neutral person
for the group
 Listen and clarify:
listen twice as much
as you talk
 Solicit input from
everyone
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domineering or
judgmental behavior
 Keep the discussion
on focus
 Offer your input at
the end/at the
beginning only if the
group is struggling
Meeting Monitor Role
 Helps facilitator
by reminding of
time lines
 Signals the group when ground
rules are violated-ground rules
are posted
 Reminds the facilitator when
everyone has not had input
 Is a second set of eyes and ears
to insure the meeting flows well
Tips for Facilitating
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Arrive early to set up room and materials, post
the agenda and greet people.
Always have writing boards/markers or a lap
top computer/projector.
Assign a note or minute taker.
Start session with introductions, purpose of
session, agenda review and clarifying your
role.
Set or review ground rules or code of
conduct with the group plus the mechanism
to monitor
Meeting Ground Rules Examples
Start/end on time
 One person speaking at a time
 No side conversations
 Others…………………………….
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Tips for Facilitating
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Rotate long and short items.
Rotate controversial and noncontroversial items.
Start on time and don't review for late
arrivers.
Put really important items throughout
the agenda.
Move reports around on agenda.
Build agenda for next meeting.
Techniques to
Involve People
To start a discussion, write a question(s) on a
board and ask the group in pairs to respond.
 Use small group discussions (3-7 people) to get
everyone participating.
 Use structured Brainstorming to gather a lot of
information quickly: go around room asking for
each person’s brief ideas which are recorded.
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Techniques
Use consensus building to move ahead on a
decision or outcome. Consensus is “we can live
with this”, not necessarily - “we all agree”
 Have group members write prior to verbal
discussion: post-it notes, 3x5 cards, on posted
paper pads.
 Use video tape(s) as a tool to get group focused
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Techniques
To manage the long winded or domineering
members, refer to ground rules or ask them to
summarize in ten words or less.
 To involve the silent members, use small groups
or pairings.
 To get everyone’s input, pose the question then
move “round robin” around the room asking for
each person’s input in 20 words (or 1 minute
each).
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Using
Parliamentary
Procedure
To introduce business : “I move that--”
 To end debate: “ I move the previous question”
 Amend a motion: “I move this motion to be
amended by--”
 Object to procedure or to personal affront:
“Point of order”
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Meeting Follow up
Keep notes of the actions and agreements with
dates assigned
 Address unresolved issues and agendize for
next meeting
 Summarize or offer meeting closure
 Ask participants about what worked and did not
 Insure notes or minutes are distributed
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Meeting Action and Follow up Report
Meeting/Group:
Date of Meeting:
Recorders Name:
Item
I
II
III
Decision
Person
Date
Assigned
Reporting
Mechanism
What will you incorporate?
 Think
about an upcoming meeting
 What suggestions did you receive
today that you can employ?
Go and have fun in the
meadows...
Thank you &
Happy Meetings