FACILITATION

LASTING AGREEMENTS SUCCEED ALONG 3 AXES Substance Process Relationships

FACILITATION Facilitation is about managing process during a meeting –What is on the agenda? –Who speaks and for how long? –How are decisions made? The facilitator provides procedural control –But power resides with the group

THE KEY PRINCIPLE The facilitator acts on behalf of everybody in the meeting, providing a structure that serves everybody’s interests

Facilitator Qualifications Skilled in active listening and communicating concerns Knowledgeable about group process and design Able to remain neutral Have sufficient subject matter knowledge to follow the dialogue

Facilitator’s Role Structure is in everybody’s interest –A facilitator is given control over the process, in return for being neutral on content –People fear that meeting control = outcome control The facilitator must consult with the group on major process changes

Facilitation Tasks Help in designing the meeting process Work with the group to set the agenda and ground rules Summarize comments or concerns

Facilitation Tasks Help group to observe agreements and stay on track Suggest group process techniques Acknowledge speakers and determine speaking order Restate conflicting positions so all sides understand Summarize consensus and gets confirmation from the group

WHEN SHOULD A FACILITATOR INTERVENE? When… Group has drifted off the agreed-upon topic People are interrupting each other Comments exceed agreed-upon time limits Comments are insulting Group would benefit from trying a new process technique

THE PROBLEM WITH USING POWER rewards BIG CIRCLE higher status or authority - Little Circle + punishments Those with greater power reap greater rewards with success and receive greater punishment with failure

POWER DIFFERENCES CAN LEAD TO “EQUALIZING BEHAVIORS” “Cutting down to size” – constant attacks Teaming-up in opposition Finding another “bigger circle,” e.g., courts Withdrawal Passive-aggressiveness – no open opposition, but constant undermining, delays, nit-picking

AN IMPORTANT NOTE: “Equalizing behavior” is a key dynamic between agencies, and between supporters and opponents The Facilitator should recognize and try to mitigate these equalizing behaviors so the group can be productive

Other Meeting Roles

Recorder The recorder keeps a visual summary of what people say May use flipchart, wall covered with butcher paper, or laptop with digital projector Recorder’s summary usually serves as the record of the meeting

Pointers for Recorders Each participant is the expert on his/her comment –Capture the comment the way the participant wants it to be captured Ask people to review recorder’s summary, and make corrections (but only to their own comment) Important to summarize content at end of meeting and provide to attendees

Timekeeper Assigned after the facilitator helps the group set time limits on the meeting Timekeeper periodically informs group of time remaining until end of meeting or meeting milestone

Other Meeting Leadership Roles Spokesperson: The person who speaks for the agency (e.g., Corps), or states the agency’s position –Facilitator and recorder should never be put in the position of speaking for the agency Fact Person (“expert”): Limited to factual issues only

REMEMBER: All people in other roles must work through the facilitator or they will undermine the facilitator’s control of the meeting

POP QUIZ A meeting facilitator: a. Has power and is responsible for meeting processes b. Sets discussion “ground rules” c. Minimizes group displays of emotion during the meeting d. Provides structure

POP QUIZ A meeting facilitator: d. Provides structure