Facilitating Effective Meetings - PowerPoint PPT Presentation

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Facilitating Effective Meetings

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  1. <?xml version="1.0"?><AllQuestions /> <?xml version="1.0"?><AllResponses /> <?xml version="1.0"?><Settings><answerBulletFormat>Numeric</answerBulletFormat><answerNowAutoInsert>No</answerNowAutoInsert><answerNowStyle>Explosion</answerNowStyle><answerNowText>Answer Now</answerNowText><chartColors>Use PowerPoint Color Scheme</chartColors><chartType>Horizontal</chartType><correctAnswerIndicator>Checkmark</correctAnswerIndicator><countdownAutoInsert>No</countdownAutoInsert><countdownSeconds>10</countdownSeconds><countdownSound>TicToc.wav</countdownSound><countdownStyle>Box</countdownStyle><gridAutoInsert>No</gridAutoInsert><gridFillStyle>Answered</gridFillStyle><gridFillColor>255,255,0</gridFillColor><gridOpacity>50%</gridOpacity><gridTextStyle>Keypad #</gridTextStyle><inputSource>Response Devices</inputSource><multipleResponseDivisor># of Responses</multipleResponseDivisor><participantsLeaderBoard>5</participantsLeaderBoard><percentageDecimalPlaces>0</percentageDecimalPlaces><responseCounterAutoInsert>No</responseCounterAutoInsert><responseCounterStyle>Oval</responseCounterStyle><responseCounterDisplayValue># of Votes Received</responseCounterDisplayValue><insertObjectUsingColor>Red</insertObjectUsingColor><showResults>Yes</showResults><teamColors>Use PowerPoint Color Scheme</teamColors><teamIdentificationType>None</teamIdentificationType><teamScoringType>Voting pads only</teamScoringType><teamScoringDecimalPlaces>1</teamScoringDecimalPlaces><teamIdentificationItem></teamIdentificationItem><teamsLeaderBoard>5</teamsLeaderBoard><teamName1></teamName1><teamName2></teamName2><teamName3></teamName3><teamName4></teamName4><teamName5></teamName5><teamName6></teamName6><teamName7></teamName7><teamName8></teamName8><teamName9></teamName9><teamName10></teamName10><showControlBar>All Slides</showControlBar><defaultCorrectPointValue>0</defaultCorrectPointValue><defaultIncorrectPointValue>0</defaultIncorrectPointValue><chartColor1>187,224,227</chartColor1><chartColor2>51,51,153</chartColor2><chartColor3>0,153,153</chartColor3><chartColor4>153,204,0</chartColor4><chartColor5>128,128,128</chartColor5><chartColor6>0,0,0</chartColor6><chartColor7>0,102,204</chartColor7><chartColor8>204,204,255</chartColor8><chartColor9>255,0,0</chartColor9><chartColor10>255,255,0</chartColor10><teamColor1>187,224,227</teamColor1><teamColor2>51,51,153</teamColor2><teamColor3>0,153,153</teamColor3><teamColor4>153,204,0</teamColor4><teamColor5>128,128,128</teamColor5><teamColor6>0,0,0</teamColor6><teamColor7>0,102,204</teamColor7><teamColor8>204,204,255</teamColor8><teamColor9>255,0,0</teamColor9><teamColor10>255,255,0</teamColor10><displayAnswerImagesDuringVote>Yes</displayAnswerImagesDuringVote><displayAnswerImagesWithResponses>Yes</displayAnswerImagesWithResponses><displayAnswerTextDuringVote>Yes</displayAnswerTextDuringVote><displayAnswerTextWithResponses>Yes</displayAnswerTextWithResponses><questionSlideID></questionSlideID><controlBarState>Expanded</controlBarState><isGridColorKnownColor>True</isGridColorKnownColor><gridColorName>Yellow</gridColorName></Settings> <?xml version="1.0"?><AllAnswers /> Facilitating Effective Meetings Heidi M. Klein, MSPH Community Environmental Health Strategies, Inc. Oneida County (NY) CARE Project Facilitator

  2. Session Goals and Objectives • To review basic roles, skills, tips and tools of effective facilitation • To practice key facilitation interventions and skills

  3. Facilitator’s Faux Pas Recall a meeting you have facilitated or attended that did not go as planned… What were some of the things that you/the facilitator did that did not work? • Goals: • Generate a list of facilitation don’ts • Practice facilitation technique—go around

  4. Effective Facilitation What are some key qualities, skills and roles of facilitators? • Goals: • Generate a list of facilitation do’s • Practice brainstorming as a tool

  5. Facilitation — Basic Roles • A facilitator guides and helps people move through a process together • A facilitator focuses on HOW people participate, not just on WHAT gets achieved • A facilitator is neutral and never takes sides • A facilitator encourages participation


  6. Facilitation — Basic Tasks • Understanding the goals • Creating an effective agenda • Setting the tone • Creating ground rules • Identifying methods of decision-making • Engaging all participants • Keeping the meeting moving and on-track • Handling difficult people and challenging situations

  7. Creating an Effective Agenda • Understanding organizational goals • Knowing the participants and dynamics • Inviting the right people at the right time • Establishing a clear purpose for the meeting • Preparing objectives for each segment of the agenda • Determining best method to meet objectives

  8. Creating Ground Rules/Agreements • Purpose of meeting • Time lines and length of meetings • Meeting leadership and other roles • Participation and attendance • How decisions will be made • Expected behavior in meeting* • Communication with those outside the meeting * What guidelines should we keep in mind to ensure our work together is productive and enjoyable?

  9. Engaging All Participants • Developing a structure that allows for everyone's ideas to be heard • Creating a comfortable and safe environment for sharing all ideas and viewpoints • Ensuring that the group feels that the ideas and decisions are theirs, not just the leader's • Supporting everyone's ideas and not criticizing anyone for what they've said

  10. Keeping the Meeting Moving • Facilitation skills • Facilitation preventions and interventions • Facilitation tools

  11. Facilitation – Basic Skills Active Listening • Reflecting – feeding back the content and feeling of the message • Clarifying – restating an idea or thought to make it more clear • Summarizing – stating concisely the main thoughts. • Shifting focus – moving from one speaker or topic to another

  12. Handling Difficult People — Preventions • Get agreement on the agenda, ground rules and outcomes • Find out the group's expectations • Show respect for experience • Listen to understand   • Stay in your role • Don't be defensive • “Buy-in" power players

  13. Handling Difficult People —Interventions • Have the group decide • Use the agenda and ground rules • Be honest: say what's going on • Use humor • Accept or legitimize the point or deal • Use body language • Take a break • Confront in the room

  14. Dealing with Conflict • Help clarify what the conflict is about • Affirm the validity of all viewpoints • Frame the conflict as a problem to be solved • Create space for problem solving to occur • Help participants save face • Help group proceed with agreements and hold back on areas of disagreement • Discuss what happens if no agreement

  15. Facilitation Exercise —Scenario Problem Solving How could the facilitator respond to this common meeting process problem? Goals: • Apply information to practical scenarios • Benefit from sharing ideas with others

  16. Facilitation Exercise – Practicing Specific Skills • Listening • Reflecting • Clarifying • Summarizing • Shifting focus Goals: • Practice to gain feedback • Practice to build confidence