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
Timelines
1.Getting Started – 30 minutes
2.Basic Responsibilities of a Facilitator
– 120 minutes
3.Basic Facilitation Map – 60 Minutes
4.The Facilitation Techniques – 180
minutes
 5.Conclusion – 30 minutes




00 am Getting started 9. 15 am Break 10.00 am – 10.15 am – 11.15 pm – 1.15 pm Break 3.15 pm Lunch Break 1.00 am Basic Responsibilities (I) 10.15 am – 12.30 pm Basic Facilitation Techniques (II) 4.30 pm .15 pm – 3.00 pm Conclusion .Timetable 8.00 pm – 3.15 pm Basic Facilitation Map 12.00 am.5.00 pm Basic Facilitation Techniques (I) 3.15 pm – 4.30 am – 9.15 am Basic Responsibilities (II) 11.10.

Module 1 Getting Started Getting Started .

Warm Up Name Your Team .

Module 1 Getting Started 1. What do you think a facilitator is? .

Module 1 Getting Started What do you think a facilitator is? Facilitator is the individual responsible for guiding a team through a process in order to accomplish a specific task or achieve a specific goals or outcomes .

The Business Environment and the role of Facilitator (read notes) What’s today’s business situation? Volatile or Stable? Fast product cycle or slow cycle? .Module 1 Getting Started 2.

The Business Environment and the role of Facilitator (read notes) Fast !! Do it first. Task Behaviors .Module 1 Getting Started 2.

Task behaviors •           Doing Work Independently Making logic-based decisions Acting Moving things along Focusing on details Directing Bringing things to closure (making decisions) Controlling Telling Focusing on the job at hand • Resistance to change .

Module 1 Getting Started
3. The importance of facilitation
to enhance process behaviors
Success though planning and
discussion

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

4. 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

Komag’s Definition  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 .

The Role of Facilitator Role of Facilitator + Experience all the advantages Avoid the potential disadvantages Synergistic team Excellent Outcomes .

Working In a Team Advantages Disadvantages .5.

Working In a Team Potential Advantage Potential Disadvantages Building on each others’ ideas Confusion Different perspectives No agreement Better conclusion Conflict Fun No time for individual thinking Sharing the load Can avoid responsibilities .5.

Equation In a Dysfunctional Team 2 + 2 = 3 or less In a Synergistic Team 2 + 2 = 4 or more .

Synergy or Dysfunction? Synergistic team Excellent Outcomes .Role of Facilitator + Experience all the advantages Avoid the potential disadvantages 5.

synergism noun [U] SPECIALIZED the combined power of a group of things when they are working together which is greater than the total power achieved by each working separately  (from Cambridge International Dictionary of Eng lish ) .Definition of Word  synergy.

working badly a dysfunctional family  from Cambridge Dictionary of American En glish ) . dysfunctional adjective not able to operate well.

norms and roles with the team (Ground Rules) 4. Creating and implementing structures and processes to accomplish tasks and meet objectives . Analyzing Information to determine the best approach 2. Designing Meeting (Facilitation Map) 3.Core Processes of Facilitation 1. Establishing group climate.

. results. communication and implementation of decision. Ensuring follow-up action related to production. Coaching team leaders and team members in effective behaviors 7. Intervening to manage group dynamics and to influence what members are doing or how they are doing it (Basic Facilitation Skills) 6. meeting. Evaluation meeting and facilitation effectiveness to enhance team learning (Facilitator Feedback) 8.Core Processes of Facilitation 5.

It helps the team to bring out the best part of team to be more synergistic. . thinking and discussion b. that is planning.Conclusion Facilitator is essential for today’s business in two aspects: a. It helps the team to focus on process behaviors.

Module 2 Introduction to the Basic Responsibilities of a Facilitator .

Module 2 What are the essential responsibilities of facilitator? .

1 .Basic Responsibilities Clarify objectives  Ensure full participation  Stay on track  Stay on time  Clarify understanding  Ensure commitments to action  Recap  Refer to Note 2.

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?  Quiet person?  Talkative person? .

Ensure Full Participation  Encouraging 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”    .

Decide the date John Tan for Langkawi trip 15 minutes b. Explain recreation activities and solicit feedback Mohd Farouk 20 minutes c.Stay on Time and Stay on Track Item Topic Action Time Allocated 1 a. 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. diagrams. pictures. 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 and issue email Get a team to organize Treasure Hunt. Report names contents and rules Collect money from 40 participants Shaik Amir 20th April 2002 Ruzi Panjang 18th April 2002 Chandran 24th April 2002 2 3 .

Anyone has anymore concerns?” .Recap Recap what has been decided “Today we have decided to adopt 5S as the way to improve our housekeeping system.

discussion and implementation by 18th of April. We will discuss the plan in next meeting.Recap Recap who has agreed to do what and by when “John has agreed to lead the Housekeeping Improvement Team. He will submit a plan for training. John do you have anything to add?” .

Preparation for Workout – Feedback Guideline .

No personal attack. .  Select feedback that can benefit the practice facilitator.Giving Feedback  You are not looking for what you “like” or “don’t like” about a person’s facilitation style.

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 assume: assume  You are successful to the extent that you provide feedback without lowering the person’s self esteem  People want to do a good job  You care about the person (if you don’t. expect your attempt to fail)  You may be incorrect .

.Receiving Feedback People often uncomfortable receiving feedback But they take risk to tell you.

“Thank you.Receiving Feedback 1. Probe for example “Can you give me an example?” 3. Listen. I will think about it” . Ask for help “Can you give me some ideas how should I deal with it?” 4. Delay respond. Say “Thank you” 2.

2 and Note 2. FF Facilitation Observation Notes Refer to Note 2.Example of FON.3 .

4 .Team Workout Identifying Facilitation Challenges Refer to Note 2.

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 Practice facilitator Time Keeper Note Keeper Facilitation Observer .

Team Workout Time Allocation 5 minutes of preparation 25 minutes Workout 10 minutes feedback .

Team Workout: Feedback What has the person done well? How can the improve ? .

Team Workout Key Learning Points .

Module 3 Road 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 .

Notes Example Refer to Note 3.1 Explanation Refer to Note 3.2 .

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.off track: “ I will pull you back” . not content expert Tell them how you will intervene .dominant conversation: “I will gate keep the conversation” .

Select Organizing Committee – Wan – 20 minutes 4. Select Venue – Ahmad – 10 minutes 3. Decide on activities – Lee Guan – 10 minutes 5. Objective of Outing – Ahmad – 5 minutes 2. AOB – Ahmad – 5 minutes .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.Overview of Agenda and/or process Dept Outing 1. AOB – Ahmad – 5 minutes .

Put it up for the first five meetings to remind them .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.

3.   We listen attentively We only allow one person talk at a time We complete assigned work within stipulated time We appreciate the other person’s point of view We provide constructive feedback and receive it willingly We keep confidences and assume others will We stick to the agenda and schedule unless we agree to change them We are here to find solutions. 9. 8. not to fight and win . We are prompt and regular in attendance 2. 4. 5. 6.Ground Rules 1. 7.

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 Communicating .

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
Practice facilitator
Time Keeper
Note Keeper
Facilitation Observer

Team Workout
The practice Facilitator identifies a
meeting/team process that he or she is
likely to facilitate in the near future.
Use that as the background of this
Workout

Team Workout The team must use the Facilitation Map to facilitate the meeting but ONLY for the first five steps. .

Team Workout Time Allocation 5 minutes of preparation 15 minutes Workout 5 minutes feedback .

Team Workout: Feedback What has the person done well? How can the improve ? .

Team Workout Key Learning Points .

Module 4 Basic Facilitation Skills .

We focus on the fundamental. You will learn 26 skills altogether. problem solving etc.Focus on Basic Skills There are many facilitation skills such as decision making. .

Background You will see facilitation skills used in marketing and shipping department .

Summarize decisions and recommendations c. Ground Rules a. Use the team’s resources 3.1) 1. Running A Meeting a.Outline (Note 4. Determine remaining issues d. Make Introduction d. Review Agenda b. Set Enthusiastic Tone c. Identify Strategic Moments e. Managing Discussion b. Proper Room Set Up b.Opening a Meeting 2. Balance Participation c. Manage Transitions d. Closing Meeting a. Evaluate Meeting . Manage follow-up actions e.

View Video Watch video for familiarization. It takes only 15 minutes .

Learning (Note 4.2) Step this Have you used this skills before? How? Important? Yes/No Why is Skills .

1 .Stretch Your Mind View Tape Answer Questions Share with the group Refer to Note 4.

Opening A Meeting Proper Room Set Up Chair/ Table/ Light/ Refreshment/ Flipchart/AV… .

Opening A Meeting Set Enthusiastic Tone Positive/ High Energy/ Your mood affect them/ Positive Body Language… .

Opening A Meeting Make Introduction Get to know them/ Come early/ Be positive/ Everyone is important… .

Opening A Meeting Ground Rules Rules/ Form culture/ Let the team generate/ … .

Manage Discussion Ask Clarifying Questions 5W1H/ Ask if the team understand… .

Manage Discussion
Build Team Memory
Use flipchart/
Paste it/
Unsure common
understanding…

Manage Discussion
Discourage Group Think
Protect alternate ideas/
Challenge dominant thinking…

Manage Discussion
Parking Lot
Irreverent Thoughts/
Write it down/
Next meeting or AOB…

Balance Participation Make Eye Contact Let people know that you are listening/ Confidence/ Make people feel important… .

Balance Participation Round Robin Techniques Make everyone speak… .

Balance Participation Include Everyone .

Balance Participation Ask Low Participants For Help .

Manage Transitions Summarize the Topics .

Manage Transitions Use Clear Segues .

Manage Transitions Agenda As Road Map .

Identify Strategic Moments Note Moments of team Agreement .

Identify Strategic Moments Summarize Key Points .

Use The Team’s Resources Use Open-Ended Questions 5W1H… .

Use The Team’s Resources Tolerate Silence 20 seconds/ Create pressure… .

Use The Team’s Resources Mobilize Team Knowledge .

Use The team’s Resources Use their Words .

Closing A Meeting Review Agenda .

Closing A Meeting Summarize Decisions and Recommendations .

Closing A Meeting Determine Remaining Issues .

Closing A Meeting Manage Follow-Up Actions .

Closing A Meeting Evaluate Meeting .

3 .Team Workout Running A Meeting – Pros and Cons Refer to Note 4.

Team Workout Practice facilitator Time Keeper Note Keeper Facilitation Observer .

Explore the pros and cons of the issue. Use Facilitation Map and Basic Facilitation Skills.Team Workout The Practice Facilitator select a topic form the list. .

3. Should we work without uniform? 5. Can we hold our Family day in Langkawi? Employees are allowed to bring spouse. Should we build a multi-storey car park? 4. Should the company provide us free breakfast? 6.Team Workout Topics 1. Should we allow Internet access to every employee? 2. Should we assign a person to oversee the sustainability of housekeeping at Common area? .

Team Workout The rest of the team members should agree among themselves who will be argue in favor and who will be argue against the presented idea. .

The class would be their observer. Half of the class evaluates the Responsibilities of Facilitator and the other half evaluates Basic Facilitation Skills .Team Workout The selected team will do the workout before the class.

Team Workout Time Allocation 5 minutes of preparation 20 minutes Workout 10 minutes feedback .

Team Workout: Feedback What has the person done well? How can the improve ? .

Team Workout Key Learning Points .

1 .Conclusion Open Book Quiz Refer to Note 5.

Questions The role of facilitator The responsibilities of Facilitator The Facilitation Map Basic facilitation skills .

Sharing 1. 3. 2. Share three things you have picked up from this training 1`. .