Facilitating Effective Meetings Heidi M Klein MSPH Community

Facilitating Effective Meetings Heidi M. Klein, MSPH Community Environmental Health Strategies, Inc. Oneida County (NY) CARE Project Facilitator

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

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

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

Facilitation — Basic Roles l l 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

Facilitation — Basic Tasks l 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 l Handling difficult people and challenging situations l l l

Creating an Effective Agenda l l l 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

Creating Ground Rules/Agreements l l l l 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?

Engaging All Participants l l 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

Keeping the Meeting Moving l Facilitation skills l Facilitation preventions and interventions l Facilitation tools

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

Handling Difficult People — Preventions l l l l 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

Handling Difficult People —Interventions l l l l 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

Dealing with Conflict l l l l 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

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

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