A toolkit for facilitators packed with practical methods to design and run highly effective and...

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005 - 2012

FAST Facilitation™!

!Facilitators Toolkit:!

Effective & Engaging Workshops!

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

What: This pack is designed to help you as a facilitator to design and deliver highly engaging and par6cipant driven workshops. Welcome to the Century of Collabora6on where workshops deliver higher levels of collabora6on, interac6on and co-‐crea6on. Most of the content in this pack is based on the success FAST Mee6ngs Co. has had with hundreds of clients over 16 years. !

How: There are a number of modules in this pack to support you in various stages of a workshop; prepara6on, start, middle, end, post. It is best to read about the FAST Framework, included a few slides down, in order to appreciate when the different modules in this pack should be used. Here’s a list of modules covered in this pack:!

When: It’s best to use this pack in the process design stage for any upcoming workshop. !

Welcome & Intro!Why: Facilita1on skills are rapidly becoming a cri1cal capability for leaders in the knowledge economy. People in mee6ngs demand a say. Members of teams want to be heard and acknowledged. Complex mul6-‐stakeholder project teams are on the rise, and the methods and processes for teams working together collabora6vely are key enablers of high performance. Meanwhile, people have higher expecta6ons of what should be achieved from their 6me and contribu6on, and too many have suffered in poor mee6ngs and workshops where the possibili6es of smart and commiNed groups of people are not realized. Those armed with effec6ve facilita6on skills embody a set of values and behaviours that allow groups of people to realize their poten6al. Skilled facilitators can walk the line between people and task, and between content and process. Facilita6on at the highest levels is an art form. However, there are many founda6on skills and tools that can be learned that provide significant upliQ in capability.

•  Space Crea6on •  5 Senses •  5 Par6cipa6on Principles •  Managing Time •  Ideas into Objects

•  Ques6ons •  Issues & Opportuni6es •  Filtering •  Swarming •  Output Templates


The FAST Framework!

Stage Descrip1on Examples

Focus SeVng the stage, focussing on purpose and outcomes, engaging the group Effec6ve framing communica6ons used

Simula6ons, scenarios, interac6ons and presenta6ons that create a posi6ve disturbance

Awareness Exploring the issues and opportuni6es surrounding the purpose and outcomes Well craQed ques6ons and methods used to increase par6cipa6on and collec6ve learning

Breadth of topics needed for delegates to explore and learn to fulfil outcomes. Balance telling and asking, presenta6on and par6cipa6on

Solu6on Making decisions on solu6ons, emerging priori6es and agreed approaches Decision making & priori6sa6on methods conducted at the appropriate 6me in the agenda

Sessions that consolidate learning and translate into applica6on

Trac6on Making commitments and preparing for follow-‐through and next steps Accountability and ownership is maximised for group and individual outcomes

Equip delegates with necessary tools and resources, and facilitate their clarity about specific ac6ons they are commiNed to

What: The table below describes the overarching methodology and framework for workshop process design. It is best to have a quick read of the table below in order to make best use of this pack !


Space Creation!What: Enhancing the room setup to cul6vate crea6vity & collabora6on

Why: Our environment effects the way we feel, think and behave We process ≥ 240 billion bits of informa6on per second 97% is through the subconscious mind So.. Use your workshop environment to your advantage by maximising the amount of informa6on par6cipants take in both consciously & subconsciously

We only retain up to 20% when we listen passively

Therefore..

We must create dynamic and engaging environments that allow changes in the structure of learning and go beyond what the presenters push to the audience. Inspire creative thinking by making the environment more informal

When: Use this module when you are preparing the setup of the workshop venue / room !

Use the space & environment to reinforce your message at the subconscious level

I survived the keynote disaster of

09’

Banish Tradi:onal Formats

Could crea:ve furniture help enliven your workshop experience?


Space Creation!How: Use collabora6ve formats…

Theatre style arrangements block the flow of conversa6on and collabora6on

Instead, use the power of circles. Have people face one another

Remove unnecessary cluNer and objects. Clean and clear spaces allow for more expansive things. Hint: Remove tables!

Use the Power of Circles Circles are a very powerful format for communica6on. They allow each other to be seen and heard, and remove hierarchy. Removing tables removes physical barriers and allows for stronger connec6on and collabora6on. It more than makes up for the slight adjustment people make when they come in to the space

Using rings of chairs in circles produces a powerful level of authen5c dialogue for larger groups

In a recent workshop, 13 groups sat in circles with flip chart stands to capture discussions and ideas. The format unleashed a great deal of energy, par5cipa5on & collabora5on


Engagement & Energy!Why: Being aware of, and planning to facilitate energy and engagement will enhance the delegate experience. This will increase their learning, relevance and value, and support longer term impact How: Design your workshops so that there will be modula6on in energy. Use different methods, group sizes and 6me frames to modulate

When: Some learning and change management sessions work beNer with greater varia6on, including slower periods. (See A below) Other mo6va6onal and informa6on based workshops are best conducted with higher energy throughout. (See B below)

What: Engagement and energy are vital factors in crea6ng successful workshops that create las6ng impact for par6cipants •  Energy = the embodied experience of

vitality, intensity, par6cipa6on and focus occurring for individuals and the group as a whole; a physical and embodied experience

•  Engagement = the extent to which par6cipants experience your workshop as meaningful, beneficial, relevant and safe; a mental and emo6onal state

How (cont.): Whilst energy and pace of sessions can vary, you can nurture and sustain high engagement throughout a workshop without it tapering it off. To maintain engagement, put yourself in the shoes of par6cipants who are asking themselves some ques6ons

Why me?

Frame the workshop purpose

and content so that par6cipants

understand what’s in it for them

Why this?

Frame content as relevant and

meaningful to their world

Why not? Create an environment where

people heard and validated, so

they feel trus6ng and

comfortable in the space


5 Senses!What: Ac6va6ng mul6ple senses for memorable experiences

Why: What does your favourite memory and ultimate workshop experience have in common?!

Watch this TED Talk to find out.!

Memorable experiences have one thing in common; they activate more than one sense

Activate multiple senses to enhance the experience and retention of your key messages. !

So how do you do that? !

How: 1. Sight: Op6ons to enhance messages through sight: •  Images & print to post main messages •  Graphic recorder

2. Sound: Create a playlist & play music at the start/ end, during breaks or breakouts that match the mood and energy 3. Smell: Smell is a powerful memory trigger. You can use scented textas, flowers, incense, etc to help par6cipants remember the moment

When: Use this module in preparing the venue & logis6cs, such as catering and AV !

4. Touch: Use materials in ac6vi6es and when problem solving. This not only helps par6cipants engage with the topic, but allows for crea6ve and trans-‐contextual learning. 5. Taste: You could leave thought provoking ques6ons on cards next to dishes for reflec6on & discussion during meal breaks !E.g. If your culture were a flavour,

which would it be and why?


5 Participation Principles!What: 5 simple principles to liQ par6cipa6on & reten6on.

Why: Maximise reten6on through par6cipa6on because aQer 2 weeks we tend to remember: •  10% of what we READ •  20% of what we HEAR •  30% of what we SEE •  50% of what we SEE & HEAR •  70% of what we SAY •  90% of what we SAY & DO We need par6cipants to SAY & DO more in our workshops.!

How: Here are 5 simple par6cipa6on principles: 1. Silence: Encourage moments of silence. Silence is a powerful method for people to reflect and gather their thoughts. This can then liQ the quality of dialogue. Silence is especially important for introverts! Try this Ask people to reflect, read case studies or other materials in silence, before moving into discussion 2. Wri5ng: Wri6ng helps people to be concise and succinct. It allows them to clarify their thoughts, connect to personal experience, and get crea6ve

Have people.. Write their thoughts on a card before sharing their ideas with others

When: Use this module when you are designing interac6ve ac6vi6es !

3. Grouping: Vary group sizes in breakout ac6vi6es vary the energy and diversity of perspec6ves. Ideal group size: 2 -‐ 6 The risk .. With groups larger than 6, some people find it more difficult to par6cipate and be heard. This can lead to them disengaging 4. Movement: By using breakouts, you are encouraging movement, which helps modulate the energy in your workshop. Place.. Flip chart papers around the room so that people need to move to work on them Try.. Paired sharing ac6vi6es in which people walk and talk. Whether inside or outside, this is a wonderful way to create engagement 5. Taking Turns: Request .. Each group member to take turns and share their response, before the group breaks into discussion. This ensures that everyone gets a say at the outset


Managing Time!What: Understanding the nuances of well-‐6med ac6vi6es

Why: •  Less is more! •  Avoid cramming lots of ac6vi6es or

content •  Rule of thumb: 30 – 60 mins per topic •  Any less, you tend to rush through and

miss out on quality thought and discussion

!

When: Use this module to establish the right amount of 6me required for components of your agenda

How: Simplify and generate quality thought and dialogue. Take one topic and address it through 2-‐3 different ques6ons or ac6vi6es Be aware of the micro-‐steps and 6me requirement for any ac6vity. Eg. Remember the KISS principle? Keep it Simple Stupid Avoid cramming, have more space in the process to allow people to: •  Digest what they’ve learnt or discussed •  Reflect •  Turn inchoate thoughts into clear and prac6cal ac6ons

Step Time Task Details

1 3min Framing Facilitator explains the purpose, ac6vity and outcomes

2 3min Moving / Forming People move to form groups

3 2min x Group size

Taking Turns To allow enough discussion 6me in groups, use the formula; 2min x Group size 2min = min. avg share per par6cipant e.g. If group size = 6, then 12min discussion 6me req

4 3min Wrap up / GeVng to silence

With 4 of more breakout groups, it can take up to 3min or so for people to finish discussions

What are effective methods to increase participation?

Discuss in groups of 3

Each group to share their top idea

What have you experienced in

the past?

Not yet fully developed thought into clear & ac1onable ideas


Ideas as objects!What: Bringing ideas into concrete form to help them be moved, viewed, reviewed and used. At key points in a workshop, have individuals or groups write ideas onto Post It Notes or Index Cards.

Why: Conver6ng ideas into objects helps ü  Crystallise thinking ü  Make ideas more transparent ü  Avoid repe66on of the same point ü  Find solu6ons and priori6es !

How (Cont.): 2.  Simplify them

3.  Discard them

4.  Priori6se them !When:

This method can be used •  Near the session kick-‐off, to capture

ideas that people bring with them •  AQer small group discussions, to turn

out the key ideas from each table •  AQer whole group discussion, so each

individual can provide their insight or key point from the conversa6on

•  As you move toward Solu6on stage, by capturing people’s sugges6ons of a priority or way forward

How: Once ideas are objects, you can: 1.  Sort them !

Theme A Theme B Theme C


Questions!What: Ques6ons are a powerful language tool to facilitate effec6ve and produc6ve conversa6on. Use ques6ons to engage, guide, challenge and open the thinking and dialogue of groups Help groups solve their problems by asking ques6ons that drive to the heart of issues

“If I had 1 hour to save the world, I would spend 55 minutes defining the problem and 5 minutes solving it” Einstein

Why: There’s a lot of informa6on to explore and discuss. It’s like the content from all the different TV channels. Ques6ons act like the Remote Control.. ü  They select what you pay aNen6on to ü  The more focussed the ques6on, the

clearer the enquiry

Without defining the central ques6on, a lot of 6me can be wasted understanding the problem.

“We spend a lot of :me solving problems, and then find out we haven’t been clear on the central ques:on we are trying to answer” Senior Manager, Major Bank

How: Iden6fy a central ques6on for your workshop, and for each module Explore the central ques6on directly, or explore it via sub-‐ques6ons Eg. Use a framework of ques6ons to explore a balance of perspec6ves. Eg. A SWOT is a 4 part ques6on framework

When: Ques6ons are an important language device throughout workshops. As a facilitator, your role is to help groups solve, innovate, and decide on their own. Therefore, do more asking than telling.


Issues & Opportunities!What: A simple yet effec6ve frame for exploring a topic is asking groups to highlight the Issues & Opportuni6es related to your topic Eg. Frame as a ques6on: What are the issues & opportuni6es related to workshop par6cipa6on?

What you need: Flipchart paper, markers (min two colours), 3 x Green & Red A5 cards When: This module is most suited to the Awareness stage (refer to the FAST Framework slide) of your workshop. Why: This 2 part frame allows for a holis6c discussion around your topic. It ensures the strengths & weaknesses, plus the opportuni6es & threats are picked up by the elegant split of Issues & Opportuni6es

How: 1.  Breakout into groups 2.  Separate groups can address different ques6ons 3.  10-‐15min per round 4.  Encourage par6cipants to Scribe early & oQen

Filter Ideas Get groups to priori6se ideas to end up with higher quality outputs by: 1.  Last 4-‐5min, get groups to write down top 1-‐3 issues & opps on

red & green cards 2.  Ra6on cards to discipline thinking by dropping 2-‐3 red & green

cards on each table

Prac1cal Ideas Increase the quality of insight and prac6cality of ideas by geVng groups to flesh out their ideas further. For each priority card: 1. Top half: describe the idea as an outcome. 2. BoNom half: provide a prac6cal example of how that could be achieved

Top Issue 1 Idea: Describe the idea as an

outcome

How: Provide a prac6cal example

of how that could be achieved


Filtering!What: Filtering for great ideas and best solu6ons. Filtering is one method of moving from divergent ideas genera6on, to convergent solu6oning and decision making

How: Method A; Ra6oning 1.  Convert ideas to objects.. 2.  Then ra6on them 3.  Instruct the group as follows:

“From the ideas brainstormed at your tables, pick the 2 most important ideas for us to carry forward”

When: Filtering is useful when you want to move from lots of ideas having been discussed, to a small number of key ideas. •  AQer small group discussions, to turn

out the key ideas from each table •  Moving toward the Solu6on stage, to

iden6fy a smaller number of possibili6es

Method B; Criteria 1.  Convert ideas to objects 2.  Then select those that meet a criteria 3.  Instruct the group as follows:

“Select ideas that … your criteria (Eg. have a direct impact on the customer )”

Why: Brainstorms, café discussions & group workshops are great for genera6ng ideas on flipcharts.. but, repor6ng out from all the groups can be slow, with missing context, and people unable to grasp key ideas from one group to all groups. And not all ideas are created equal


Swarming!What: A dynamic filtering process for larger groups. Swarming Is a method of transparently finding key themes or groups of ideas, whilst allowing each person to ‘hold on’ to their idea

Why: A risk with filtering, is that some6mes ideas are overlooked that people are aNached to. This can undermine their ownership of the outcome. Swarming helps to maintain ownership of the key themes or priori6es that emerge from the Solu6on stage

How: (cont.) Step 2; Bumping (Cont.) 3.  Repeat this in other pairs so that

everyone bumps ≥ 10 people in 10 mins Step 3; Swarming 1.  On cue, people return to others whose

ideas were similar and form ‘swarms’ 2.  Place cards on the floor/ table near

their own group. 3.  Collec6vely agree a theme or name for

the group. 4.  It’s OK to have groups of 1 or 2 because

not all ideas will be like others

When: Use swarming at the same 6me as you would use filtering. However, Swarming may be a beNer method when •  You see a risk that strong personali6es

might dominate the filtering process. •  You have a group of > 50 people, and

finding common themes will be logis6cally difficult

How: Step 1; Ideas to objects •  Each person writes their response to a

central ques6on on a card •  Eg. “From the range of ideas

discussed, what is 1 that you believe is cri:cal to consider in our solu:on”

Step 2; Bumping 1.  Everyone stands, holding a card & pen 2.  Meet in pairs for ≤1 minute. In that

6me, each person shares their idea so the other person ‘gets it’


Output Templates!What: Producing clear and consistent outcomes !

Why: Workshops tend to produce ideas and plans on paper. It can be hard to control the quality and consistency of these outcomes when facilita6ng mul6ple breakout groups This module looks at ways you can guide discussions, the process and the clarity and consistency of outputs through using templates

When: Tips in this module are usually used for the backend of your workshop, in the Trac6on stage !

Idea

Too Conce

ptual

Idea Unclear

How: Provide templates: The best way to guide the outputs you are aQer is by providing templates for par6cipants to fill out. You can: •  Project templates on a screen for groups to transcribe on their flipchart papers •  Print templates (A2 size is best, otherwise no smaller than A3) Remember: •  Use the appropriate marker size. Don’t use thick markers •  Remind people to scribe legibly!

Plan on a Page: The below table is a commonly used template for strategy and project plans:

Objec6ves Measures Targets Ini6a6ves When Who

1. #, %, $ 1.1 1.2

2. 2.1

3. 3.1 3.2

Direc:on & order of comple:on


Output Templates!How (cont.): Project Plan: Another commonly used Project Plan template !

Rank Idea Total Score

Criteria Related Ideas Descrip6on

1 2 3 4

1

2

3

Ideas List: A commonly used Ideas list (this is produced aQer the ‘Force Ranking’ exercise, see earlier module)


FAST Meetings Co. & Next Steps!

About FAST Mee1ngs Co. FAST Mee6ngs Co. is an Australian-‐based organisa6on dedicated to improving the produc6vity of mee6ngs and conferences worldwide. To learn more about FAST Mee6ngs visit www.fastmee6ngs.com.au Next Steps FAST Mee6ngs Co. offers training and facilita6on to produce remarkable workshop experiences for delegates and clients We offer: •  Training via webinars and workshops •  Program design & facilita1on for strategy, brainstorming, stakeholder engagement, and team building workshops and conferences

Get in touch: www.fastmee6ngs.com.au -‐ Visit our website for more tools & resources [email protected] -‐ Email or call for a no obliga6on consulta6on 1300 302 530

Date post:	18-Jan-2015
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A toolkit for facilitators packed with practical methods to design and run highly effective and...

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