BASIC FACILITATION SKILLS

Introduction to
Facilitation Skills
 WHY FACILITATE

Guide group through a process that helps

them discover answers
Gather qualitative information quickly
and effectively and build concensus
Allow interactive exchange
 KEY SKILLS TO FACILITATE

Oral Presentation
Group Facilitation
 KEY SKILLS TO FACILITATE

Content
Introducing topics concepts/theory
Explaining major learning points
Integrating concepts into delivery of content
Applying concepts/content to real-life situations
Promoting use of skills and process
Procedural
Making effective transitions
Managing time
Using key principles in facilitation
Managing group process
Divergent
generating ideas from as wide a range as
possible.

Convergent 1

Vo
lu
me
selecting or focusing down on the best ideas.
Diverge

Analytical 2

Converge

assessing and calculating the costs, benefits

Qu

al
yit
and implications.

Emotional
sensing the potential impact of the current
situation or ideas on people.
Preparing your presentation

Know your Preparation

audience before your
presentation

Define objectives

Opening
The
framework of
your
presentation

Content

closing
Understand your
audience
Knowledge

Interest

Language

The environment

Influence
Define Objectives

New
knowledge?

Level of
emotions?

Ability?

How do you
evaluate?
5 PRINCIPLES OF
MEMORIES
Participants will
remember most :
1. Beginning
2. Closing
3. Connection
4. Something that is
unusual
5. Thigs that you repeat
 Opening

Welcome
Introduce the
topic

Key
message
content
Introduce

Explain
 Closing

Repeat Invite Action

 Non-verbal communication

Verbal
7%

93% Non-
Verbal
60 Physiology

50
Voice
40

Suara
30
Pisiologi
20

10

0
Emphasise

Use intonation to
emphasize a point
 Symbol

To give Specific
signal
 Body Movement

Stable, confident
and firm
Move with a purpose
Mark your area for
presentation
THE QUESTION & ANSWER APPROACH
Start by writing out your
Big Message , your Big
Answer
?
Idea, then answer then
answer the following
questions

General Questions

1. Why is this important to me ?

2. What am I trying to achieve ?
3. Why is it important to my listeners ?
4. What do I want my listeners to learn ,
feel or do about it ?
5. What evidence do I have to back it
up ?
6. What examples can I use to illustrate it
?
7. Will my presentation be :
Information centered ?
Belief changing ?
Belief Strengthening ?
Action Centered ?
8. What is the big pay-off for my listeners
?
 AUDIOVISUAL AIDS
Audiovisual aids are important tools in any presentation . Audiovisual helps
captivate the audience with sight and feeling. Feeling includes physical touch ie.
The use of product samples and emotional feeling ie communicated through sight
, sound and story.

A skilled presenter uses audiovisual to complement his / her presentation style

and also as reinforcement to presentation positions.

WHY AUDIOVISUAL ? Examples of A.V

Improves comprehension
Flipcharts
Improves credibility Films
Slides
Increase retention Video
Handouts
Increase impact of presentation
Transparencies
Comments : Computer based presentation
___________________________ Samples
___________________________ Etc .
 Simple

Easy to Interpret

Title every visual

One idea per visual

Consistent format

Use of colour if possible

Comments Use graph , photos ,

cartoons if possible
_____________
Use upper & lower case
_____________
_____________
_____________
_____________
Handling Flipcharts and Broads
Same graphics principles apply
Do not write and talk at the same time
Do not block view
Title what you are writing
B rule = only blue , black brown for
words but again its all depends on
the presenter and the layout
Comments
Place important flips on wall __________________
__________________
Write neatly , do not rush __________________
__________________
 About Graphs, Charts and Colours

North
4th Q tr

West
4th Qtr 1st Qtr

3r d Qtr
2nd Qtr

East
2 nd Q t r

1s t Qtr 2nd Qtr 3rd Qtr 4th Qtr

3rd Qtr 1 s t Qtr

Cones Style 0 50 10
0
15
0
200

Floating Bars
Explosion Pie
( movable )
1. The aim of a graph is , To communicate
information that words do not easily convey
2. Graphics should be used only if they require
amount of explanation. To simply read them aloud
off the screen is an insult to the audience.

Animated Pie 3. Graphs should be as simple as possible and

contain no more than a few lines . Bar graphs are
Charts generally more effective than line graphs ,
because they are easier to read.
4. Keep titles and subtitles to a single line.
WHAT COLOURS ?
You should also be aware of the psychology of colours
when choosing background or key point colours :
Grey quiet , conservative , stable
Blue cool , calm , trust
Green calm , nurturing , growth
Purple rich , unique , daring
Avoid using red and green together because people
who are red/green colour blind cannot differentiate
between the two colours.
Handling Overhead Transparencies and Other
Equipment

Same graphics principles apply

Learn to use the equipment
Good line of sight
Look at audience , not at equipment when
speaking
Comfortable room light level
Turn off projector between transparencies
Use pointer , not your fingers
Test all equipment prior to presentation
 you
THE MOST IMPORTANT VISUAL AID

About 85% of what we communicate to others is conveyed by how we look , and

what we are doing with our body , our face and gestures and mannerisms while
we are talking 85% of the message is body language
Communication has as much to do with what you say to yourself as to what you
say to others . Your posture and body languages tells me what you are saying to
yourself
The quickest way to feel confident and enthusiastic is to act confident and
enthusiastic. Act the way you want to feel and soon you will feel the way you act.

YOU AS A VISUAL AID

Let the first impression be the best impression

BY HOW WE LOOK
BY WHAT WE SAY
BY HOW WE SAY IT
These are the three things people use to gain a first impression of us.
The impression of How we look is made in the first 10 seconds

Do not let the first impression be the worst impression look your best.
 handouts
Do not overwhelm , be as brief as possible
Typed and in the language audience
understands
Give handouts only at appropriate time ,
ie when you want them to read it.

______________________________________
______________________________________
______________________________________
Interaction Process
during Facilitation
 The Interaction Process
Key Principles

Key Principles helps you address the following :

Address the personal needs related to a discussion . E.g. expressing confidence in a persons
ability makes him or her feel valued.
~
Address others self-esteem and their need for empathy and involvement .
~
Help you share information and offer your support.

Five Interaction Guidelines

Open by reviewing progress to date
~
Clarify factors leading to current status
~
Develop ideas for improvement
~
Agree on specific action plan
~
Close by summarizing and restating expectations
 5 Interaction Guidelines

1. Open by reviewing progress to date

Lack of improvement Reinforcement

Your goal was to submit expenses
reports by 1st week of each month .
Since we set up the improvements plan ,
you have been late 3 times , which made
it difficult for the people in Accounting
to meet their deadlines
During our last discussion , you
agreed to arrive at meetings on time .
Since then , I have noticed you are
always punctual

2. Clarify factors leading to current status

Lack of improvement Reinforcement

How do you think the delays in You have already seen the positive
reporting your expenses might effect the impact of careful review of the printout
budget tracking report before distributing them .Ahmad
has commented on the accuracy.
 5 Interaction Guidelines
3. Open by reviewing progress to date

Lack of improvement Reinforcement

Its seems that your original plan , we did I know you originally planned to enter
not account for down time to do each days expenses in a pocket notebook.
scheduled equipment maintenance . I However, that does not seem to be working
think that was a major contributing factor for you . I suggest we explore other ideas
to miss deadline. What ideas do you have that might be more helpful for you.
for working this factor into your plan.
4. Agree on specific action plan

Lack of improvement Reinforcement

It sound to me that we have reached a Staying with this plan is critical to
decision on a direction. To make sure we improve work effectiveness in a timely
are in agreement , could someone manner . What support can I provide to
summarize the plan . ensure that you achieve your goal.

5. Close by summarizing or restating expectations

Lack of improvement Reinforcement

I know you understand the necessity of It took a lot of effort and determination
meeting this goal , and I am confident to change the way you manage customer
that you will follow through on your complaints . I am very pleased with the
commitments . new approach you have taken.
 3 KEY PRINCIPLES

1. Maintain self-esteem
KP1

2. Seek to understand and 3. Get team members to be

empathize committed and involved
KP2 KP3

BENEFITS
Improve Performance Better Solutions To Problems

Encourage Cooperation Help Vent Emotion

Enhance Motivation Involvement and Participation

 KP1 - MAINTAIN SELF-ESTEEM

Examples of sentences
1. You explanation on the topic is apt and right to the point; especially your
explanation on the rationale for the report
2. I have noticed your consistent effort to keep your understanding on the topic
current
3. I am sure it is not easy to complete the report , given the Pilot Project you are
working on . You have done well so far.

Performance
Resistance and Withdrawal BENEFITS
Openness
Clear Actions
Being Defensive
Encourage Cooperation
 KP2 - SEEK TO UNDERSTAND AND EMPHATIZE

Examples of sentences
1. I understand how you feel in trying to complete the assignment . Once I was
in the same situation.
2. From your tone of voice and expression . I understand the concern you have
on the topic.
3. I am sure this is a difficult time for you , with your new project being fully
implemented . However, your assignment is falling behind schedule.

Listening
Respond to facts and feeling
Opens Communication
Positive Feeling
Help vent emotions
BENEFITS
BENEFITS
 KP3 GET TEAM MEMBERS TO BE
COMMITTED AND INVOLVED

Examples of sentences
1. Now that we know the actual problems, what additional do you need to carry
out your plan?
2. What do you think will happen to you, the team and the organisation if this
continues?

Buy-in the solutions

BENEFITS
Commitment
Involvement
Encouragement team members to take responsibility
Ideas for solving problems
Resistance
 Di
s cu
1. Open by reviewing progress to date
ssi
State purpose and important of discussion on
No
Review previous agreement and status of improvement.
te
2. Clarify factors leading to current status
Explore causes and rationale
Identify consequences of continued behavior.
3. Develop ideas for improvement
Seek and discuss ideas
Explore needed resources or support
4. Agree on specific action plan and monitoring method
Specify actions to take
Confirm needed support, how and when to reach progress.
5. Close by summarizing and restating expectations
Highlight important features of discussion
State belief in outcomes