Transcript Tricks of the Trade: Effective Meeting Facilitation

Tricks of the Trade:
Effective Meeting Facilitation
NorthSky Nonprofit Network
May 17, 2011
Welcome!
 Introduce yourself to the people near you…
 Goals for this session:
 Understand your role as facilitator or GUIDE, the importance
of remaining neutral
 Outline strategies for keeping groups focused and productive
 Share my “lessons learned” (ouch!)
 What’s in my Bag of Tricks?
Your Role
 To lead a group through a process which brings them to some
level of resolution
 The importance of doing your homework
 The risk of assumptions
 You are there to play devil’s advocate, if needed, but with NO
VESTED INTEREST in the final decision
 They decide WHAT the answer is; you lead them through the
HOW of getting there
 If you’re an “insider”, you may need to set that role aside for the
integrity of the process
Basic Meeting Framework
 Agenda, with pre-determined time blocks
 Address breaks, food, restroom up front
 Establishing Ground Rules
 Clarify norms and expectations
 How do we deal with difference of opinion?
 What we have time for, what we don’t
 What happens in Vegas…
 “Add your own” (e.g. eye-rolling is counterproductive)
 At the end of the day, we will have X
Advance Preparation
 Do your homework!
 Do you know enough about the issue to ask probing questions?
 Are you GOOD at on-the-spot analysis and problem-solving?
 What issues/attitudes are coming to the table?
 Dig A Little Deeper: Survey Monkey, Focus Groups or
Interviews
Parking Lot
 Capture issues/discussion topics that cannot or should not be
dealt with now
 Revisit Parking Lot at end of day to determine follow up on
each item
 Empower group to suggest something goes in the Parking
Lot as well as the facilitator
Nominal Group Process
 Purpose: allow all participants to feel their voices are heard
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in setting priorities and making decisions
Small groups process, and share main points with large group
Large group then processes and prioritizes
Can take a long time – check your agenda and monitor
accordingly
http://en.wikipedia.org/wiki/Nominal_group_technique
(Modified) Nominal Group Process
 Allows for more of a “full-group” process
 Identify helpers in advance if needed (or pre-determine
categories)
 Post-it Notes and scotch tape
 Sticky dots or stars
 3-M sprays
 GoTo Meeting and other online tools allow you to survey
members in process
Using Flipcharts
 Options:
 Post-it sheets (2x expense, 2/3 space)
 Old-fashioned flipcharts with quick – release PAINTER’s tape
(environmentally friendly)
 Two or three colors on each sheet
 Water-based markers preferable; permanent can bleed
 Label or number for collection at end
 Be wary of letting people help at the end
Adult Learning and Communication
 Interactive learners
 Fidget-stuff stimulates creative thought and allows stress
release
 Check for migraines re: Playdoh and anything scented
 Paper wads, red flags, ability for participants to call attention
to issues (with limitations)
 Check in, “How are we doing so far?”
 Don’t be afraid to shift gears: Process v. Product
Wrapping Up
 “This doesn’t end today.”
 Review work of day
 Identify agreements
 Next Steps
 Accountability
 Say Thank You
 End on a good note 
What’s in My Bag of Tricks?
Scissors
2. Scotch Tape
3. Painter’s Tape
4. Stapler
5. Paper Clips
6. Pens
7. Sharpies
8. Water-color Markers
9. Post-it Notes
10. Colored Dots
11. Fidget Stuff
1.
12. Binder Clips
13. Note Cards
14. Business Cards
15. Nail Polish Remover and
16.
17.
18.
19.
20.
21.
Cotton Balls (acetone)
Rubber Bands
Egg Timer
Small Dry-Erase board
Name tents
Name tags
Extension Cord (if needed)
Closing Thoughts
 Two head are better than one – work in teams if possible
 If you’re on a budget and can’t hire someone, try “swapping
favors” with someone you trust
 Don’t be trapped by your agenda: it’s a nice place to start,
but your job is to read the group and to proceed in a process
that won’t go anywhere is a dis-service to all
Questions? Advice?
Robin Lynn Grinnell, Program Officer
Cook Family Foundation
[email protected]
[email protected]