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HR Resources

HR Resources.

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HR Resources

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  1. HR Resources Information provided in this document is provided ‘as is’ without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose and freedom of infringement.The user assumes the entire risk as to the accuracy and the use of this document. This document may not be distributed for profit.

  2. Facilitation Skills This pack can be used to structure a half day to one day facilitation skills seminar

  3. The Presenter as seen by an ‘Audience’ • Audience Perception • Expert • In Control • Has something to offer • Presenter feelings • Afraid • ILL Prepared • Threatened • No Useful Knowledge

  4. Facilitation skills • The roles of a facilitator are many and varied: • Scribe • Referee • Policeman • Librarian • Cajoler • Diplomat • Behavioural Psychologist • English teacher • Coach • Secretary • Driver

  5. Facilitation skills • The responsibilities of a facilitator A Meeting Manager • Pre-briefing meeting with client(s) • Agreeing objectives, agenda and structure of the meeting • Pre-positioning people who will attend • Ensuring everyone knows what their roles are • Running the meeting according to the agenda/ ground rules or contract • Following up after the meeting

  6. Facilitation skills • The responsibilities of the Client • Agree with Facilitator before meeting : agenda, objectives, output, process • Identify people’s expectations • Identify sensitive topics • Debriefing with facilitator after the event

  7. Generates Ideas Listens Draws quiet people out Shuts up noisy people Probes -keeps a focus Draws a conclusion Arbitrates conflict Knows when to intervene Shapes ideas Non-judgemental Directs group Challenges Tests understanding Notes ideas Tests solutions with group Clarifies/builds Co-ordinates sub-groups Supports ideas What does good facilitation look like What models do each of these statements relate to Which model do YOU work to most often Can you see an opportunity to try others?

  8. Models Of facilitation Facilitation skills Facilitator as wallpaper Facilitator as leader neutral mechanical interventionist

  9. Neutral Facilitation • Used when the group needs to find a way forward and deal with issues it doesn’t yet understand • Non- directional • Doesn’t steer or direct the learning process • Doesn’t set or fix an agenda • Stays out of content • Non – valuing • Totally learner led • Manages interpersonal boundaries • Allows all to have a voice • The facilitation effect is to give the group confidence to explore and then to shape the discussion towards awareness and commitment

  10. Interventionist Facilitation • Used when the group has a generally agreed direction to go in (change facilitation) • Analyses the effects on group of facilitator intervention • Focuses on the pace of progress and learning • Contract based • Micro-teaching • Challenging where appropriate • Responsive • The facilitation effect is to keep the group moving towards the goal, agreeing, learning and committing along the way

  11. Mechanical Facilitation • Used when the facilitator is required to get to group to a specific ‘end state’ • Timetabled • Adheres to set routines • Scripted • Fully controlled by the facilitator • Uses ‘pose: pause: pounce’ type questions • Uses teaching or instruction interventions • The facilitation effect is to bring the group up to a common/shared standard of knowledge, awareness or skill

  12. Best Practice in Interventionist (Change) Facilitation • Develop this from your own experience • Asking permission / setting ground rules • Relevant and significant for the individuals you are dealing with • Work with real world content and issues • Challenges when and where appropriate • Refocuses where necessary • Meaningful • Helps the individuals to relate learning to the real world • Creates transferable awareness

  13. Effective Meeting Process Flow PLAN Meeting Preparation DO Conduct Meeting REVIEW Meeting follow-up • Meet with client • Objectives and agenda determined • Contend AND process planned • Determine appropriate players • Roles and responsibilities defined • Key contributors pre-positioned • Logistics arranged • Follow-up mechanisms arranged • Execute to meeting plan and process • Ensure everyone contributes • Allow silent periods • Control ‘out of process’ activity • Use a ‘benefits and concerns’ list to keep objections manageable • Bring to closure with next steps, accountabilities and timetables • De-brief immediately • Publish minutes • Follow-up on next steps • Incorporate benefits and concerns in next meeting plan

  14. Roles and Responsibilities Client Team member Facilitator • Meeting preparation • Decision making • Assignment of actions • Resolution of concerns • Meeting logistics and notice • Generate ideas and recommendations • Complete assignments as required • Build on ideas of others • Add expertise • Share commitment and drive • Jointly responsible for inputs and outcomes • Meeting preparation support • Control of the meeting process • Timekeeper • energiser

  15. The Features of well facilitated meetings • Team and client motivated and feel positive • Agenda worked and objectives met • Action plan developed • Meeting ended on time • Every member of the team has contributed • And has ownership of the solution • Credibility built

  16. What to do if…..

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  22. Tips and hints for facilitators • The most important skill is planning • 3:1 ratio of preparation to delivery • Identify the client – what is his/her objectives • Pre-position sensitive issues against each of the parties • Your job is to weave a path between logic – politics- emotions • At the start ask: What does success look like – how will we know • Always seek permission to facilitate • Always be seen to be fair • Seek to builds professional presence • Find and use intervention levers e.g. chairman role , timekeeper • Have your toolbox of methods always at the ready

  23. DO Ensure roles and responsibilities are understood Stick to the agreed process Keep flipcharts and get them typed ASAP NEXT STEPS – every time Follow up the meeting Give people notice and send out an agenda Keep close to the client Don’t Take off the facilitators hat without saying so Get bogged down in details – take off line Change the objectives – set up another meeting if necessary Assume everyone understands – ask them Discount ideas Forget that meetings are small projects, with goals targets and benefits Facilitation do’s and don'ts

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