Subject: Leading and Facilitating Meetings Notes Date: Wed, 23 Apr 1997 16:05:43 EDT From: Mike Barker [the quick version] Considering the leader and facilitator as poles, where most people will actually assume a position combining aspects of both: Leader Facilitator Focus content process Attention develop subject tools for group communication tasks (e.g. questions, results paraphrase, summarize, direct) ------------------ One of the key points about a good meeting is that everyone has had an opportunity to participate. ------------------ Top Ten Facilitative Techniques 1. Include each member 2. Remain impartial unless asked 3. Ask questions, don't make statements 4. Encourage specific examples 5. Direct or redirect discussion. Flag irrelevancies. 6. Call for summary of a point before moving on. (sometimes may summarize) 7. Encourage members to discuss points with each other 8. Delegate to members (rotate leadership?) 9. Probe until clarity is reached. 10. Clarify for common understanding. ------------------ The difference between open-ended and closed questions: open-ended - what, why, how - essay or short answer questions closed - are, do, can - yes/no or multiple choice questions Open-ended questions enlarge the scope of the discussion and invite the other person to participate. Closed questions dominate. ------------------ Various flavors of leadership: authoritarian, democratic, laissez-faire bureaucratic, charismatic ------------------ Purposes of meetings: to learn something (information gathering) to teach something (information sharing) to persuade someone ------------------ Some members of a meeting: Leader/facilitator Critic Socializer Harmonizer Summarizer Elaborator Question Asker Information Seeker/Giver Observer Tension Breaker Opinion Seeker/Giver Blocker All of these roles can play a positive part in the meeting, as well as negative parts. ------------------ Idea Squashers Idea Builders It won't work. Okay It won't work here. Tell me more We already tried that. What would it take to do that? It's too much work. What are the options? We're not ready for that. I've changed my mind since... We've never done that before. Could you give me some ideas? It's not practical. We might consider... Let's think about it some more. We could try... Be realistic. Let's give it a try. We can't afford it. That's a great idea. It might not work. What if? Naah. You might... No way. How about... Can't teach an old dog new tricks What else... ------------------ Give people a choice, and a chance. ------------------ Main two styles of meetings: Informative Aim: to give or collect information Guidelines: 1. Ask specific and general questions. 2. Ask questions to clarify. 3. Be prepared to contribute ideas or opinions. 4. Be a good listener. 5. Use paraphrasing to ensure accurate understanding and demonstrate active listening 6. Take notes (if needed) 7. Help develop follow-up ideas and post action items. 8. Use visual aids and take-away packages 9. Distribute materials beforehand. 10. Follow up afterwards. Problem Solving Meetings Aim: to solve a problem Guidelines: 1. State the problem in the form of a question 2. Be sure the problem is stated fairly--not slanted. 3. Ask a lot of questions. 4. Be open-minded during the meeting. 5. Think through the problem before the meeting. 6. Listen carefully to ideas. 7. Be aware that while solving one problem--other problems may arise. Quickly decide whether to change the focus or not. 8. Invite attendees who have ideas, information, or influence. 9. Use the 6 step problem solving model ------------------ The Six Step Problem Solving Format: 1. Introduce the problem. Phrase it in the form of a question. 2. Define the terms. Go back and carefully review every part of the problem statement. 3. Analyze the problem. Make sure everyone understands which problem you are dealing with. 4. Suggest solutions. Be open-minded and try to get as many solutions (or even parts of solutions) as possible. 5. Compare solutions. Now review them for reality and check which one(s) are the best. 6. Decide on something. If you can't pick a solution, at least set up the action items and next steps to move forward towards being able to resolve the problem. ------------------