Leadership Arlington Class of

2015

January 8, 2015

Presented by:

Diane Kresh, Director of libraries

Arlington County Government

dkresh@arlingtonva.us

The Art of Facilitation

in words and pictures

“I really believe there are things nobody would see if I didn't photograph them.” -- Diane Arbus

Overview of the Training

Facilitation and the Facilitator

Elements of Effective Meetings

Process Design of Meetings

Sampling of Facilitation Tools

Documenting the Meeting and Next Steps

Questions??? Answers???

What is Facilitation?

.

Source: David Sibbet, Founder of Grove.

Com

Skills of a Facilitator

Meeting Management Skills Determine group expectations and outcomes

Handle meeting logistics, agenda creation

Establish ground rules

Manage time and process

Group Development Skills Be aware of group dynamics

Accommodate group culture and norms

Become familiar with group’s history

“Arlington Way”

Skills of a Facilitator

Process Skills

Provide tools for inclusion and discussion

Manage conflict

Helps to create a “safe” environment

Problem-Solving Skills (not always)

Analyze group problems

Provide problem-solving tools

Develop a clear problem statement and get buy-in

Skills of a Facilitator

“Soft Skills”

Effective listening

Unobtrusive manner

Skill in asking good questions

Skill in timing intervention(s)

Openness and candor

Tolerance of ambiguity

Getting started -- Introduction Techniques

Examples of Ice Breakers: Standard introduction of each participant Ask each person an interesting question Arrange them in pairs and ask each pair to interview

each other and introduce each other Arrange in groups of 4 and ask them to find all the

commonalities among all group members

Large Group Warm-Ups: 1)Find everyone with shoes like yours and stand

together; Now find out one more thing that you have in common.

2)Find everyone who lives in the same state (including DC) as you do and stand together;

3)Find everyone who has a similar job and stand together.

Characteristics of an Effective Meeting

Engaging – opportunities to participate

effectively; everyone feels valued & safe

Useful content – information that needed to be

shared

Purposeful – defined outcomes;

value for time spent; decision(s)

made

Design of Meetings: Differentiating between

Content and Process

CONTENT - What PROCESS - How

Tasks

Subject for discussion

Problems to be solved

Decisions to be made

Agenda items

Goals and desired outcomes

Methods

How relationships will be maintained

Tools to be used

Rules or norms

Group dynamics

Level of engagement

Climate for the discussion

How to achieve end result

Meeting Design:

The Starting Point

1) PURPOSE: What is the purpose of the

meeting/process?

2) OUTCOMES/GOALS: What is/are the desired

outcome(s)? E.g., new ideas, consensus or

agreement, strategic plan, process design, etc. How

will the client define success?

3) ROLES: Identify who will have roles in the meeting

and define what those roles are

4) AGENDA: Create an agenda using the best tools

matched to desired outcome

Other Design Factors

Stakeholders – who are they? What do we know about their perspectives and positions?

Meeting Location/Logistics

Promotion/Outreach and Press Traditional vs. social media

Website and other notices

Meeting Format Level of participation desired –

Meeting time – constraints and opportunities

Defined roles – chair, facilitator, etc.

Meeting Agenda Elements

OPENING Purpose and Stated Outcomes

Agenda review

Ground rules/outline of process/parking lot

Defining roles

Decision-making

TASK – content/substance

CLOSING Review agreements/decisions

Review parking lot and address outstanding item

Define next steps/future action

Sample Ground Rules

Refrain from any personal attributions

Use of respectful language and behavior

Consideration of other’s perspectives

Willingness to listen attentively

One person speaking at a time

Permit side conversations only on breaks

Begin and end on time

Agree to consistent attendance and other representatives

Debate issue and positions, not individuals

Rules of the Road Multiple Routes: We have diverse group with differing perspectives, so

consensus is not our goal today

No Road Rage: Respect different points of view and try to minimize

conflicts

Consider Taking a New Route: we will challenge some of your

assumptions and previous approaches

Traffic Calming: slow down, one speaker at a time, raise hands, and

be patient

Look Both Ways and Listen: Before you enter the discussion, carefully

consider your points and do not forget to listen to the flow of the

discussion

Traffic Flow: Try to respond directly to the topic at hand or let us know

if you would like to raise a new point

Parking Lot: keep track of ideas and topics that we can discuss later or

in a different venue

Hands Free: Smart Phones on vibrate only

Travel Log: Reports from small group discussions will generally

synthesize all ideas and perspectives, but will not attribute statements to

individuals

ROAD TRIP: Have some fun

Tools Organized by Process Step

Generating Ideas Evaluating Ideas Deciding

Brainstorming

- Idea writing

Consolidating/Narrowing

- Affinity group

Voting

- Majority or Super

Defining/Analyzing

Issues

-Mind mapping

-Fishbone diagram

-Picture it

-SWOT analysis

-Gallery walk

-Design Thinking

Listing in Priority Order

-Multi-voting with dots

-Pick 3 and Drop 3

-Nominal Group Technique

-Paired comparisons

Consensus

-Levels of consensus

-Opposition needs to

convince others

-Thumbs up

Visioning

-Wish, want, wonder

-Defining the vision

-Graphic representation

of the vision/constraints

-World Café

Evaluating Options

-Force Field analysis

-Pro/Con sheet

-Other ranking schemes

Sense of the Group

- Thumbs up, down,

across

- Other non-verbal cues

Process Tools for Facilitation

Idea Writing

Form several small groups of 3 – 6 people

Present a triggering question to the group

Silent generation of ideas in writing by each person

Exchange of written sheets among group members with opportunity to comment/add

Group discussion to clarify key ideas or concerns

Presentation of a report verbally from each group which summarizes ideas generated by the entire work group

Exercise 1: Using idea writing, to create a policy on

presenting Performing Arts in Arlington County

Other Facilitation Tools

SWOT Assessment – Strengths, Weaknesses, Opportunities and Threats

Visioning with World Café

Design Thinking

Mindmapping

Fishbone Diagramming

Design Thinking

Source: dschool.standford.edu

Tools for Evaluating Options

Force Field Analysis

Nominal Group Technique

DRIVING FORCES RESTRAINING FORCES

Ex

Ex

Ex

Ex

EX

EX

EX

EX

Exercise 2: The County Manager has recommended that the

Artisphere be closed, despite three years of intense effort by

dedicated County staff and Artisphere’s growing reputation for artistic

excellence and creativity. Continued operation of Artisphere would

require ongoing tax support, in contradiction to the original promise

the County made that Artisphere would not require additional general

fund revenue. What impact will the closing of Artisphere have on

the growing art scene in Arlington?

OPTIONS ROBERT MARY JAMES

1. Assign new office

spaces by seniority1 3 1

2. Assign spaces by

teams3 2 2

3. Assign by

hierarchy/status2 1 3

NOMINAL GROUP TECHNIQUE

RANKING: 3 – highest score; 1 – lowest score

Consensus and Other Voting

Options for Groups

Consensus

Super Majority – decide on % needed

No Individual Veto – Must persuade another person to join your view in order to “block”

Majority by Interest Group – require that each interest group achieve a majority (e.g., enviro. reps, neighborhood members, business leaders, etc.)

Recommendations Offered by Level of Consensus –discussion of issues where no consensus is achieved

Defining Consensus

Three Key Elements:

1) Process

2) Treatment

3) Agreement

.

Documenting the Meeting Process

Choices for Organizing Information

List

Cluster

Visual Map

Diagram

Grid or Chart

Poster

Managing the Record (Flipchart)

Decide whether to scribe exactly or to synthesize (& then check in with speaker to ensure that it is correct)

Use verbs and make phrases complete/understandable

Talk and write at the same time – maintain a good pace

Move around and act alive; use your energy to energize and control behaviors of others

Write so that everyone can see the words (size, penmanship, color of markers)

Post chart paper around the room as a reference tool

Allow others to help with this role (empowering)

Handling Difficult Participants

Establish and enforce ground rules

When problems surface, address them

Move closer to the source and engage that person

Give the “troublesome” person a role to play

Change the meeting format to alleviate the negative situation

Techniques for Handling Conflict

Return to the Operating Norms: Reaffirm the group’s agreement to abide by the norms

Interrupt the Dialogue when Emotions Dominate: Intervene with to ask for a reflection on where the group is, or to offer a strategy on how to redirect, or to suggest a break in the agenda

One-on-one Clearing: Take a break and ask individuals to approach others privately to discuss behaviors or issues. The facilitator can assist. Once discussions have occurred, reconvene the entire group and report out if necessary.

Re-energizing the Group: After a break, invite participants to share their ideas on how to get more fully engaged. Brainstorming –no judgments! Map out the suggestions and ask for consensus on how to proceed or as the facilitator, you make the decision on next steps.

Techniques to Energize Groups

One-on-one Clearing: (Use when only a few are stuck) Take a break and ask individuals to approach others privately to discuss behaviors or issues. Ask the facilitator to assist if needed. Once discussions have occurred, reconvene the entire group and report out if necessary.

Group Clearing: Reflect on the purpose or vision of the group. Invite participants to express what is getting in their way to full engagement.

Clearing Yourself: Take a short break to refocus and strategize on how to modify the process design. Or perhaps to check your emotions.

Re-energizing the Group: After a break, invite participants to share their ideas on how to get more fully engaged. Brainstorming –no judgments! Map out the suggestions and ask for consensus on how to proceed or as the facilitator, you make the decision on next steps.

Ensuring a Safe Environment

Neutrality of the Facilitator

Ground Rules or Operating Norms

Balance – all views are shared and respected and conflict is managed

Facilitation Process – tools and techniques

Creating an Environment to Make the

Dialogue Safe

Create an accepted set of norms that everyone can agree to use

Be clear about the purpose of the dialogue and the spirit of collaboration

Share “air time” so that everyone has the opportunity to be heard

Permit individuals to speak only from their own perspective

Monitor individual’s vocal tone and body language in order to maintain the spirit of collaboration

Address conflicts – interpersonal, topical and values

Written/Online Resources

Alliance for Innovation – transform.gov

Great Meetings! Great Results! – Dee Kelsey and Pamela Plumb

The PRIMES: How Any Group Can Solve Any Problem – Chris McGoff

“Don’t think about making art,

just get it done. Let everyone

else decide if it’s good or bad,

whether they love it or hate

it. While they are deciding,

make even more art.”

Andy Warhol