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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

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Tricks of the Trade: Effective Meeting Facilitation

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  1. Tricks of the Trade:Effective Meeting Facilitation NorthSky Nonprofit Network May 17, 2011

  2. 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?

  3. 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

  4. 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

  5. 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

  6. 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

  7. Nominal Group Process • Purpose: allow all participants to feel their voices are heard 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

  8. (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

  9. 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

  10. 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

  11. Wrapping Up • “This doesn’t end today.” • Review work of day • Identify agreements • Next Steps • Accountability • Say Thank You • End on a good note 

  12. What’s in My Bag of Tricks? • Scissors • Scotch Tape • Painter’s Tape • Stapler • Paper Clips • Pens • Sharpies • Water-color Markers • Post-it Notes • Colored Dots • Fidget Stuff • Binder Clips • Note Cards • Business Cards • Nail Polish Remover and Cotton Balls (acetone) • Rubber Bands • Egg Timer • Small Dry-Erase board • Name tents • Name tags • Extension Cord (if needed)

  13. 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

  14. Questions? Advice? Robin Lynn Grinnell, Program Officer Cook Family Foundation robin@cookfamilyfoundation.org rlgrinnell@yahoo.com

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