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By David W. Jamieson Ph.D., Tom Justice, David W., Ph.D. Jamieson
This article presents details on facilitating a gathering or convention. It specializes in how a bunch communicates and plays, and on easy methods to clear up such universal difficulties as asymmetric participation or bad follow-up.
Read Online or Download The Facilitator's Fieldbook: Step-by-Step Procedures * Checklists and Guidelines * Samples and Templates PDF
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All rights reserved. Printed in the United States of America This publication may not be reproduced, stored in a retrieval system, or transmitted in whole or in part, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of AMACOM, an imprint of AMA Publications, a division of American Management Association, 1601 Broadway, New York, NY 10019. Printing number 10 9 8 7 6 5 4 3 2 1 Page v THE FACILITATOR'S FIELDBOOK TABLE OF CONTENTS Preface ix Contents and Organization ix Acknowledgments x About the Authors xi Introduction 1 Facilitation Overview 3 Primer A: Understanding Adult Learning 9 Primer B: Understanding Group Dynamics and Decision Making 13 Primer C: Understanding Process Consultation 23 Section I-Phase I: Preparation Overview 33 Facilitator Resources Organizing the Group 41 Procedure I-1: Stakeholder Analysis and Group Member Selection 42 Sample I-1: Stakeholder Analysis 49 Procedure I-2: Developing a Group Charter 50 Sample I-2: Group Charter 53 Guide I-1: Chartering the New Team 56 Guide I-2: Selecting the Group Leader 63 Setting Group Norms 65 Procedure I-3: Establishing Ground Rules 66 Guide I-3: A Checklist for Ground Rule Choices 70 Sample I-3: Ground Rules (SAMPLE 1) 73 Sample I-4: Ground Rules (SAMPLE 2) 74 Sample I-5: Ground Rules (SAMPLE 3) 75 Planning Meetings 76 Procedure I-4: Planning Meetings 77 Guide I-4: A Checklist for Meeting Planning 79 Procedure I-5: Building the Meeting Agenda 84 Sample I-6: Meeting Agenda 90 Sample I-7: Meeting Agendas Made From Templates 92 Guide I-5: Meeting Room Designs 97 Guide I-6: Tips on Making Good Use of Meeting Room Space 102 Guide I-7: Different Kinds of Meetings: Distinguishing "Task Forces" From "Regular Meetings" 105 Guide I-8: "Lightening" the Room and Encouraging Creativity in Task Groups 109 Page vi Section IIPhase II: Working With the Group Overview 113 Facilitator Resources Getting Started Right 121 Guide II-1: Facilitation Fundamentals 122 Procedure II-1: The Agenda Review 123 Guide II-2: Encouraging Participation 127 Procedure II-2: Monitoring Group Task and Maintenance Behaviors 130 Guide II-3: Group Member Task Behavior Evaluation 133 Guide II-4: Group Member Maintenance Behavior Evaluation 135 Establishing Group Memory Systems 138 Procedure II-3: Using the Group Memory 139 Procedure II-4: Training the Group Recorder 145 Guide II-5: Guidelines for the Group Recorder 148 Guide II-6: Top 10 Flip Chart Tips and Tricks 150 Guide II-7: On Becoming Marker-Worthy 152 Procedure II-5: Storyboarding Basics 154 Procedure II-6: Making Your Own Storyboards 161 Building the Group Data Base 164 Guide II-8: Building the Data Base 165 Sample II-1: Data Base Construction Strategy 168 Procedure II-7: The Problem Probe 169 Procedure II-8: Basic Brainstorming 172 Procedure II-9: Brainstorming Variations 177 Guide II-9: Guided Imagery Script 184 Procedure II-10: Introducing Groups to Dialogue 187 Procedure II-11: Reflective Listening 195 Procedure II-12: No Cross-Talk Dialogue 197 Procedure II-13: Moderating Focus Groups 201 Decision Modes 211 Procedure II-14: Absolute Consensus Decision Making 212 Procedure II-15: Consultative Decision Making 216 Procedure II-16: Consultative Consensus Decision Making 220 Procedure II-17: Modified Consensus Decision Making 223 Procedure II-18: Voting 226 Handling Conflicts and Common Problems With Groups 229 Guide II-10: Facilitating Conflict Resolution 230 Procedure II-19: Invoking the "Seek First to Understand" Rule 235 Procedure II-20: Negotiating Interpersonal Conflicts 238 Sample II-2: Role Negotiation Agreement 248 Procedure II-21: Group Role Negotiation 249 Procedure II-22: Role Negotiation Progress Check 257 Guide II-11: Handling Common Problems 260 Guide II-12: Alternatives to Spending Time Giving Out Information in Meetings 268 Page vii Evaluation and Group Closure 272 Procedure II-23: The Task Group Process Review 273 Guide II-13: Task Group Process Review List 276 Procedure II-24: Pluses and Minuses 278 Procedure II-25: Evaluating the Regular Meeting 280 Procedure II-26: Facilitator Evaluation 284 Guide II-14: Handling Closings With the Group 288 Section IIIPhase III: Follow-Up Overview 293 Facilitator Resources Meeting Records 297 Guide III-1: Producing Meeting Records 298 Sample III-1: Meeting Record: Agenda Items and Results/Decisions 301 Sample III-2: Meeting Record: Minutes 305 Sample III-3: Meeting Record: Reduced Flip Chart Page 307 Reviewing Recommendations 308 Procedure III-1: Reviewing Recommendations 309 Guide III-2: Preparing and Presenting Recommendations 313 Guide III-3: Communicating With Others 317 Implementation Planning 320 Procedure III-2: Change-Implementation Planning 321 Procedure III-3: Responsibility Charting 326 Procedure III-4: Scheduling Meetings With Groups 333 Section IVSpecial Meetings Overview 337 Facilitator Resources Planning Meeting and Tools 339 Procedure IV-1: Developing Mission Statements 340 Procedure IV-2: Values and Vision Workshop 346 Sample IV-1: Vision Statements 357 Sample IV-2: Values Statements 358 Sample IV-3: Values Statements 359 Procedure IV-3: Facilitating Strategic Planning 360 Procedure IV-4: Critical Success Factor Analysis 367 Procedure IV-5: Gantt Chart Planning 376 Page viii Section VFacilitating With Technology Overview by Eric Olson 393 Facilitator Resources Getting Started: The Electronic Meeting 409 Guide V-1: Getting Started 410 Guide V-2: Facilitating Effective Audio Teleconferences 412 Guide V-3: Audio Teleconference Participant Tips 414 Guide V-4: Facilitating Videoconferences 416 Technological Tools and Applications 422 Guide V-5: Tips on Facilitating With Groupware 423 Guide V-6: Groupware Resources 431 Guide V-7: Audience Response System Resources 440 Guide V-8: Computer Projectors and Facilitation 443 Guide V-9: Technology Bibliography 446 Guide V-10: Knowing the LingoA Glossary 450 Index 455 Page ix PREFACE The use of groups and teams in most aspects of organizational life has steadily risen over the past decade.
In adults there are three learning modes: auditory, visual, and kinesthetic. In general, people learn through all three modes; but individuals differ in their preferences for, or strengths in, each mode. You probably know some people who cannot seem to grasp a concept until they can be shown a visual representation of it and others who must try something before they can understand it. To account for these differences and to Page 10 maximize the learning in your group work, it is best to involve all the modalities.
Results of group work communicated to members, sponsors, and stakeholders 3. Purposes made clear 3. Participants satisfied with progress 3. Approvals of results obtained and announced 4. Roles clarified 4. Meeting design effectively implemented 4. Next steps carried out 5. Logistics planned 5. Facilitation capacity of group enhanced 5. Need for further group work determined 6. Facilitation work contract clear 6. Next steps clear 7. Group, work, participants, and context understood 7. Effective group task and maintenance behaviors observed 8.