help for facilitators and notetakers n.
Download
Skip this Video
Loading SlideShow in 5 Seconds..
Help for Facilitators and Notetakers PowerPoint Presentation
Download Presentation
Help for Facilitators and Notetakers

Loading in 2 Seconds...

play fullscreen
1 / 9

Help for Facilitators and Notetakers - PowerPoint PPT Presentation


  • 128 Views
  • Uploaded on

Help for Facilitators and Notetakers. Preparation for October 19 “Birds of a Feather” Event Karen Calhoun October 9, 2012. Training based on Dixon, Jill. 2005. “Focus Group Facilitation Guidelines”. Centre for Higher Education Quality. Monash University.

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about 'Help for Facilitators and Notetakers' - barth


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
help for facilitators and notetakers

Help for Facilitators and Notetakers

Preparation for October 19 “Birds of a Feather” Event

Karen Calhoun

October 9, 2012

Training based on Dixon, Jill. 2005. “Focus Group Facilitation Guidelines”.

Centre for Higher Education Quality. Monash University.

http://www.uwsuper.edu/cipt/exsite/upload/Focus_Group_Guidelines.pdf

planned agenda for bof event
Planned Agenda for BOF Event
  • 9:00: Arrival
  • 9:05 - 9:15: Welcome and introduction - Aaron
  • 9:15 - 9:30: Individual work on written questionnaires (silent)
  • 9:30 - 10:45: BoF breakout sessions
  • 10:45 - 11:00: Break and Social Time
  • 11:00 - 12:15: Reporters Present Themes and Action Proposals
  • 12:15 - 12:45: Debrief and Wrap Up
  • (Pick up lunch on way out)
objective of our bof discussions
Objective of our BOF discussions
  • IT IS TO:
    • Collect information and ideas on pre-selected topics for the FY14 Planning Task Force
  • IT IS NOT:
    • To achieve consensus
    • To answer participants’ questions (facilitator ≠ sage on stage)
    • To solve one or more problems
    • To make decisions
    • To provide a forum for participants to gripe or vent frustration
purpose of the pre event questionnaire and initial bof segment 9 15 9 30
Purpose of the pre-event questionnaire and initial BOF segment (9:15-9:30)
  • To structure feedback on pre-selected topics so it can be more easily interpreted, usefully summarized for stakeholders, and digested by the TF
  • To support inclusive planning
  • To help participants organize their thoughts before the discussion session begins
  • To allow private views to be aired (if questionnaire is submitted before event)
  • To enable input from some who are reluctant to speak in public
  • To enable input from participants at regional campuses who can’t easily travel to Oakland
facilitators
Facilitators …
  • Stay neutral and open, both in words and body language
  • Start and end the session
  • Ensure participants understand the purpose of the session and their role in it
  • Encourage participation by all
    • Do not allow more articulate individuals to dominate discussion
    • Steer discussions away from biased statements
    • Help less articulate or shy individuals to participate
    • Help people feel comfortable, safe, and appreciated
  • Keep the discussion productive and on track
  • Help groups get “unstuck” if necessary
  • Treat participant comments with respect and confidentiality
help for facilitators
Help for facilitators
  • Think about your topic ahead of time
  • Familiarize yourself with the interview guide and notes form ahead of time and bring a copy with you
  • Encourage discussion but keep the pace moving
  • Help people feel safe
  • Watch your own body language – maintain an open, neutral posture
  • Watch what people are doing as well as what they are saying (body language tells you more than words sometimes)
  • Look at people when they are talking
  • Don’t interrupt
  • Enforce the ground rules – (1) everyone’s thoughts are valued and welcome; but (2) participate don’t dominate
  • Actively invite quiet members to comment
more help for facilitators
More help for facilitators
  • When a participant is having trouble making his/her point:
    • Probe: “how, what, which, when, who?”
    • Repeat what they are saying in your own words and ask “is that correct?”
    • Suggest a list of possible options and ask “is one of these what you mean?”
  • If the discussion becomes tense:
    • Neutrally summarize the points being made, then say “I’d like to move on now to make sure we hear everyone’s ideas …”
  • If participants address questions about the topic to you (to get your ideas): remind them of purpose of session—it’s about what you think, not what I think
  • If participants become stuck, critical and/or you are feeling defensive:
    • Show you understand, remain neutral, let the person have their say, actively listen, then defuse and move on: “it is good to know … let’s hear what some others think about …” or “that’s an interesting comment … how could xyz be done better?”
    • Make a note and agree to follow up later with that person (then move on)
    • Assert your role as facilitator: “We’re getting off track here and it’s important that we gather feedback for the planning group. We need to move on …”
notetakers
Notetakers
  • Use the interview guide to standardize the format of your notes of the discussion session – this is important for the later analysis and summary report!
  • Help to optimize the usefulness of participant feedback by taking objective, accurate notes in the appropriate section of the interview guide during the discussion session
  • Make tick marks against “me too” remarks
  • Keep time (see interview guide) and help facilitator to keep the discussion moving and on track
  • Record any action items for follow-up after the session
  • Maintain confidentiality of the notes
  • Immediately after the discussion session: report out 2 or 3 main themes or action proposals from the discussion (unless separate reporter is chosen)
  • Between end of event and end-of-day October 22: anonymize, clean up and clarify your notes so they are LEGIBLE and UNDERSTANDAB LE for the report writing stage
  • By end of day October 22: briefly discuss notes with facilitator, then submit notes to Eliva Arroyo-Ramirez, cc: Aaron Brenner
help for note takers
Help for note-takers
  • Familiarize yourself with the interview guide and notes form ahead of time, bring a copy with you, and use it to record your notes
  • Bring extra writing utensils and extra paper (or your laptop)
  • Listen as carefully and objectively as you can. Try to be aware of your own biases and avoid introducing them into your notes
  • Capture key points/themes and/or action proposals (highly characteristic or somewhat characteristic of the conversation)
  • When you clean up your notes after the event, mark key points/themes/action proposals clearly and remove any mention of participants’ names
  • Keep in mind someone else (Elvia) will be trying to identify and collate the key points/themes/action proposals using your notes
  • Try to capture verbatims that represent a widely held view (mark these with quotes but do not identify the speaker)
  • Use tick marks to mark “me toos”
  • Note when/if divergent views are expressed in the group
  • Watch and record body language – not just words
  • Try to capture the mood and other key characteristics about the group