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Typical Meetings

What is Facilitation?. Process for running meetings or making decisions in a way that is:SmoothEffectiveParticipatoryDemocratic. Why use facilitation?. To involve peopleTo make meetings more effectiveTo increase the number of minds working on a problemTo stay on taskTo keep people coming ba

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Typical Meetings

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    2. Typical Meetings Describe your groups typical meeting in 3 sentences or less Whats the biggest challenge? What frustrates you the most? Ask participants on the phone to share their experiences of meetingsAsk participants on the phone to share their experiences of meetings

    3. What is Facilitation? Process for running meetings or making decisions in a way that is: Smooth Effective Participatory Democratic

    4. Why use facilitation? To involve people To make meetings more effective To increase the number of minds working on a problem To stay on task To keep people coming back to meetings

    5. Whats the risk of not using facilitation? Brainstorm Having ineffective meetings Not being inclusive/participatory Losing members Losing ideas Having conflicts between membersHaving ineffective meetings Not being inclusive/participatory Losing members Losing ideas Having conflicts between members

    6. Steps to Facilitation Success Choose a facilitator Set (or review) Ground Rules & Group Norms Choose other roles (as necessary) Start meeting agenda/Discussion

    8. Roles: Facilitator Role depends on context Facilitator is NOT in control Facilitators authority granted by group Keep group on task Responsible for Process NOT Content Make sure everyone is heard

    9. Roles: Time-Keeper Makes sure there is a time-limit for each agenda item Lets the group know when time is almost up Keeps the group on task, avoid tangents

    10. Roles: Note-Taker Record of meeting & decisions Types and sends minutes to participants Capture To Dos & Due Dates

    11. Roles: Vibes-Watcher Keeps and eye on the energy of the group Watches for tension, can call a break or table an item De-escalates situations

    12. Example Ground Rules Decision-making process (i.e. majority, consensus, etc.) Stack (or modified stack) Hand Signals Bike-rack Go-around Directed Questions

    13. Bring the MAPS for an Effective Meeting Materials Agenda People Space **From the SEAC Facilitation Guide Materials--bring relevant handouts, minutes from the last meeting, flip chart, tape, markers, drinks or snacks, etc. to the meeting. Agenda--clear goals and and agenda should be set before the meeting. Your agenda should relate to the goals of the meeting. Ask for input into the agenda, set time-limits for specific agenda items and try to stay under 1.5 hours, 1 hour is better. If you have to go longer, make sure everyone is okay with that otherwise table items for the next meeting. People--Get the right people in the room, remind everyone who needs to be there (remind them more than once). Involve people; have different people prepare and introduce each agenda item. Space--reserve a comfortable space for the meeting. Pay attention to temperature, arrangement of chairs, noise, bathrooms, windows, etc. **From the SEAC Facilitation Guide Materials--bring relevant handouts, minutes from the last meeting, flip chart, tape, markers, drinks or snacks, etc. to the meeting. Agenda--clear goals and and agenda should be set before the meeting. Your agenda should relate to the goals of the meeting. Ask for input into the agenda, set time-limits for specific agenda items and try to stay under 1.5 hours, 1 hour is better. If you have to go longer, make sure everyone is okay with that otherwise table items for the next meeting. People--Get the right people in the room, remind everyone who needs to be there (remind them more than once). Involve people; have different people prepare and introduce each agenda item. Space--reserve a comfortable space for the meeting. Pay attention to temperature, arrangement of chairs, noise, bathrooms, windows, etc.

    14. Tips for Effective Meetings Start and end your meetings on time Keep announcements to a minimum Sit in a circle Have an agenda and set time limits for each item Encourage participation Dont let anyone dominate Use hand signals Have food

    15. Tips for Effective Meeting (cont.) Review decisions at the end of the meeting Everyone leaves with a task for next meeting Rotate facilitators Review ground-rules at the beginning Have a sign-in sheet Introduce new people Plan the agenda for next meeting before you leave HAVE FUN!! (Socialize with people afterwards)

    16. 10 Tips for Facilitating Discussion Paraphrase Check Compliment Elaborate Energize From 101 Ways to Make Training Active by Mel Silberman 1) Paraphrase what a participant has said so that he or she feels understood and so other participants hear a concise summary of what has been said. 2) Check your understanding of a participants statement or ask the participant to clarify what he or she is saying. 3) Compliment an interesting or insightful comment 4) Elaborate on a participants contribution to the discussion with examples, or suggest a new way to view the problem. 5) Energize a discussion by quickening the pace, using humor, or, if necessary, prodding the group for more contributions. From 101 Ways to Make Training Active by Mel Silberman 1) Paraphrase what a participant has said so that he or she feels understood and so other participants hear a concise summary of what has been said. 2) Check your understanding of a participants statement or ask the participant to clarify what he or she is saying. 3) Compliment an interesting or insightful comment 4) Elaborate on a participants contribution to the discussion with examples, or suggest a new way to view the problem. 5) Energize a discussion by quickening the pace, using humor, or, if necessary, prodding the group for more contributions.

    17. 10 Tips for Facilitating Discussion (cont.) Disagree Mediate Pull Change Summarize 6) Disagree (gently) with a participants comments to stimulate further discussion. 7) Mediate differences of opinion between participants and relieve an tensions that may be brewing. 8) Pull together ideas, showing their relationship to each other. 9) Change the group process by altering the method for obtaining participation or by having the group evaluate ideas that have been presented. 10) Summarize (and record, if desired) the major views of the group.6) Disagree (gently) with a participants comments to stimulate further discussion. 7) Mediate differences of opinion between participants and relieve an tensions that may be brewing. 8) Pull together ideas, showing their relationship to each other. 9) Change the group process by altering the method for obtaining participation or by having the group evaluate ideas that have been presented. 10) Summarize (and record, if desired) the major views of the group.

    18. Q & A What specific questions do you still have?

    19. Debrief What was most useful about this training? Whats the most important thing you learned? How will you apply what you learned?

    20. Follow-up Please send any feedback, the good, the bad, and the ugly to: trainings@ssc.org

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