facilitation. lasting agreements succeed along 3 axes substance process relationships
TRANSCRIPT
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US Army Corps of Engineers
FACILITATION
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US Army Corps of Engineers
LASTING AGREEMENTS SUCCEED ALONG 3 AXES
Substance
Pro
cess
Relationships
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US Army Corps of Engineers
FACILITATION
• Facilitation is about managing process during a meeting– What is on the agenda?– Who speaks and for how long?– How are decisions made?
• The facilitator provides procedural control– But power resides with the group
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US Army Corps of Engineers
THE KEY PRINCIPLE
The facilitator acts on behalf of everybody in the meeting, providing a structure that
serves everybody’s interests
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US Army Corps of Engineers
Facilitator Qualifications
• Skilled in active listening and communicating concerns
• Knowledgeable about group process and design
• Able to remain neutral
• Have sufficient subject matter knowledge to follow the dialogue
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US Army Corps of Engineers
Facilitator’s Role
• Structure is in everybody’s interest– A facilitator is given control over the
process, in return for being neutral on content
– People fear that meeting control = outcome control
• The facilitator must consult with the group on major process changes
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US Army Corps of Engineers
Facilitation Tasks
• Help in designing the meeting process
• Work with the group to set the agenda and ground rules
• Summarize comments or concerns
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US Army Corps of Engineers
Facilitation Tasks
• Help group to observe agreements and stay on track
• Suggest group process techniques
• Acknowledge speakers and determine speaking order
• Restate conflicting positions so all sides understand
• Summarize consensus and gets confirmation from the group
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US Army Corps of Engineers
WHEN SHOULD A FACILITATOR INTERVENE?
When…• Group has drifted off the agreed-upon topic
• People are interrupting each other
• Comments exceed agreed-upon time limits
• Comments are insulting
• Group would benefit from trying a new process technique
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US Army Corps of Engineers
THE PROBLEM WITH USING POWER
rewards+ + + ++ + + +
BIG CIRCLEhigher
status or authority
- -- - - -
- -Little Circle
Little Circle
Little Circle
Little Circle
+ + + + + ++ +
punishments - - - - - - - -
Those with greater power reap greater rewards with success and receive greater punishment with failure
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US Army Corps of Engineers
POWER DIFFERENCES CAN LEAD TO “EQUALIZING BEHAVIORS”
• “Cutting down to size” – constant attacks
• Teaming-up in opposition
• Finding another “bigger circle,” e.g., courts
• Withdrawal
• Passive-aggressiveness – no open opposition, but constant undermining, delays, nit-picking
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US Army Corps of Engineers
AN IMPORTANT NOTE:
“Equalizing behavior” is a key dynamic between agencies, and between supporters
and opponents
The Facilitator should recognize and try to mitigate these equalizing behaviors so the group can be productive
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US Army Corps of Engineers
Other Meeting Roles
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US Army Corps of Engineers
Recorder
• The recorder keeps a visual summary of what people say
• May use flipchart, wall covered with butcher paper, or laptop with digital projector
• Recorder’s summary usually serves as the record of the meeting
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US Army Corps of Engineers
Pointers for Recorders
• Each participant is the expert on his/her comment – Capture the comment the way the participant wants it to
be captured
• Ask people to review recorder’s summary, and make corrections (but only to their own comment)
• Important to summarize content at end of meeting and provide to attendees
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US Army Corps of Engineers
Timekeeper
• Assigned after the facilitator helps the group set time limits on the meeting
• Timekeeper periodically informs group of time remaining until end of meeting or meeting milestone
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US Army Corps of Engineers
Other Meeting Leadership Roles
• Spokesperson: The person who speaks for the agency (e.g., Corps), or states the agency’s position– Facilitator and recorder should never be
put in the position of speaking for the agency
• Fact Person (“expert”): Limited to factual issues only
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US Army Corps of Engineers
REMEMBER:
All people in other roles must work through the facilitator or
they will undermine the facilitator’s control of the
meeting
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US Army Corps of Engineers
POP QUIZ
A meeting facilitator:
a. Has power and is responsible for meeting processes
b. Sets discussion “ground rules”
c. Minimizes group displays of emotion during the meeting
d. Provides structure
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US Army Corps of Engineers
POP QUIZ
A meeting facilitator:
d. Provides structure