Thought Leader Webinar Series - Wilkinson - Smith presentation 05-01-14

Virtual Facilitation: Leading Distant Teams Through a Facilitative Approach

Presented by Leadership Strategies, Inc.Adapted from our training, Facilitating Virtual Meetings: Comprehensive

© 201 4 LEADE RSHIP ST RATEG IES, INC .

www.leadstrat.com

Richard SmithPrincipal Facilitator

Certified Master Facilitator

I. Getting Started

Faci

litat

or

Michael WilkinsonFounder and CEO

Certified Master Facilitator

Faci

litat

or

2 COPYRIGHT 2014, LEADERSHIP STRATEGIES, INC.

Who is Leadership Strategies? The leading provider of facilitators and facilitation training in

the U.S. Over 500 facilitators in our network (FindaFacilitator.com) The most Certified Master Facilitators Public classes in over 12 major cities in the United States Over 19,000 trained in facilitation skills through The Effective

Facilitator Conducting webinars and virtual training on a multitude of

platforms since 2007 (e.g., Adobe, Citrix, Cisco and Microsoft)

3COPYRIGHT 2014, LEADERSHIP STRATEGIES, INC.

-

Session Objectives

1. Outline a comprehensive methodology for facilitating your teams virtually.

2. Provide techniques you can begin using immediately.3. Provide next steps for those who would like to learn more.


-

Survey

Complete the short survey at the end of the session and receive:– A free white paper, “The Rise of Virtual Meetings: Driving

Engagement in a Virtual World”


The Meetings Framework


What If?

Rights VisionMeetings Blueprint

Master Plan

Preparefor the

Meeting

Startthe Meeting

Runthe Meeting

Closeand Follow-up

The Virtual Meetings Framework


What If?

Vision

Meetings BlueprintPrepare

for the Meeting

Startthe Meeting

Runthe Meeting

Closeand Follow-up

Virtual Platform -

Webinar Agenda

I. Getting StartedII. Preparing for the Virtual SessionIII. Starting the Virtual SessionIV. Running the Virtual SessionV. What if Dysfunction?VI. Review: Virtual Facilitation Tools and TechniquesVII. Next StepsVIII. Questions & Answers


-

Handling Questions If you have questions:

– Call 800.824.2850– Contact us online at www.leadstrat.com– Email [email protected]– Connect on LinkedIn – The Leadership Strategies Facilitation &

Leadership Community


http://www.leadstrat.com/

mailto:[email protected]

Poll: How Many Virtual Meetings/Sessions Have You Led or Attended?

How many virtual meetings/sessions have you led or attended in the last 3 months?a. More than 20b. Between 10 and 19c. Between 5 and 9d. Between 1 to 4e. None

-


Why are Virtual Teams and Meetings So Different? Getting them to see what they can only hear. Keeping them engaged … when they know you can’t see them.

…X-Virtual Meetings 1 person is remote and everyone else is present Everyone is remote, no one is local Everyone is present except you, the meeting leader

COPYRIGHT 2014, LEADERSHIP STRATEGIES, INC.11

-


Facilitating a UK Monitoring Session

Video Camsat each table

Full RoomFacilitator

Webinar Agenda



Poll: True or False?

In a virtual session, the most important things to KNOW in order to be fully prepared are the participants, the process, and the (desired) products.

Answer: FALSE! Why: The MOST IMPORTANT thing

to know in preparing for a meeting is the meeting purpose.

Psst! We will uncover the 6 Ps of Preparation!


II. Preparing for the Virtual Team Session The 6 Ps of Preparation:

1. Purpose – Why are we having this session?2. Product – What do we need to have when we are done?

– Hands, Head, Heart3. Participants – Who will be attending? What are their

attitudes?4. Probable Issues – What issues will be addressed?5. Process – What steps will get us there?6. Place – How do you effectively utilize your virtual meeting

environment/platform?


-

Sample Agenda / Detailed Agenda

A. Getting startedB. How does it work today?C. Strengths / areas for

improvementD. Potential improvementsE. PrioritiesF. Implementation planG. Close


A. Getting Started

ProcessList the key topics participants want to discuss; group the topics into categories.

Virtual

Details

Have participants record their key topics on the whiteboard.

Move items on whiteboard into groups.

Timing 10 minutes (2 + (12 issues x 0.5) + 2)

-

Special Virtual Ground Rule Examples Announce yourself when joining the meeting and inform the

group if you are leaving the meeting early. Always identify yourself before speaking. Avoid using the “hold” button, especially when music or other

sounds result. Order of speakers will be consistent. Stay 100 percent focused during the meeting; avoid doing

other work, answering e-mails, etc. Remember the remote.


-

The Virtual Meeting Environment Setting up the virtual meeting room The virtual meeting invitation Software prep for participants and typical challenges Software prep for the facilitator The moderator Other considerations/differences

– Use and timing of slides


-

Do You Need a Moderator? Support all technical issues. Assist with chat rooms, polling questions, documentation,

maintaining the Parking Boards. Other considerations

– Monitoring activity– A second voice for variety


The Roll Call List During the virtual meeting, you will frequently invite each

person to speak on a topic. It is helpful to use the same order each time. Accordingly, prepare a list of participants and locations.


Andrea, Atlanta Bill, Boston Cleve, Chicago Ken, Dallas Trina, Denver Vanessa, San Diego Kathy, Atlanta (project manager)

Decide the meeting’s purpose.* Define the meeting’s products.* Confirm that the meeting is

necessary.* Select the participants.* Identify probable issues.* Develop the process (agenda).* Choose the virtual platform.* Determine key methods and

timings.


Checklist for Preparing

Determine meeting rooms, date, and time.*

Develop and distribute the meeting notice.*

Hold preliminary discussions beforehand, as needed.

Prepare the virtual meeting room.*

Articulate your ground rules. Prepare a roll of participants. Prepare your opening words.

* = Recommended for all meetings

Webinar Agenda




After introductions if necessary, meetings should generally start with a review of the agenda.

-

Answer: FALSE! Why: Start with purpose. (Remember the first

“P” of the 6 Ps of Preparation!)


-

III. Starting the Virtual SessionSet the Stage With Your Opening Every time you bring your virtual team together,

you must do four things…right from the very beginning.


-EXCITE

EMPOWE

R

INVOLV

E

INFORM

III. Starting the Virtual SessionSet the Stage With Your Opening Through your opening words, you must …

– Inform participants about the purposeand product.

– “The purpose of this meeting is… When we are done, we will have…”

EXCITE

EMPOWER

INVOLV

E

INFORM


-

Through your opening words, you must … – Excite participants about benefits. – What is the overall result to

be achieved? WII-FM?

III. Starting the Virtual SessionSet the Stage With Your Opening

EXCITE

EMPOWER

INVOLV

E

INFORM


-

Through your opening words, you must … – Empower participants by discussing the

important role they play in the process. – Why were they selected?

What authority have theybeen given?


EXCITE

EMPOWER

INVOLV

E

INFORM


-

Through your opening words, you must… – Involve participants through personal

objectives and participation.– “What are the key topics you

want to make sure are coveredin this session?”


EXCITE

EMPOWER

INVOLV

E

INFORM


-

Challenges to Involving in the Virtual Environment What if most are virtual with video tool? What if most are virtual with audio only (teleconference)? What if there is a blend of virtual/in-person environments?


-

Webinar Agenda



IV. Running the Virtual Session Engagement Techniques for the

Virtual Environment. Why What? Slideboards Whiteboards Polling questions Sharing the desktop Round robins/mini round robins Sharing materials (before, during

and after the session) Chat box


-

Whiteboard


Whiteboard (consider having NetSpeed create an Whiteboard sample

screen shot for us using Adobe) --- optional if you elect


Round Robin / Mini-Round Robin Using the role call list, round robins and mini

round robins are an effective way to engage the participants during a virtual meeting.


Andrea, Atlanta Bill, Boston Cleve, Chicago Ken, Dallas Trina, Denver Vanessa, San Diego Kathy, Atlanta (project manager)

Chat box (consider having NetSpeed create an Adobe chat box screen

shot for us)


Chat box



When recording information on a whiteboard or slideboard, it is okay to paraphrase as long as you ask people for permission.

-

Answer: FALSE! Why: When you write (type) your words, you

disempower the group and reduce ownership.


Record what is said without regard to valueor completeness– If what is said is incomplete…

record it!– If what is said can be

improved upon…– If what is said is not what you

were looking for…– If what is said is wrong…

Still Record It!

Write First, Discuss Second – Even When You’re in Separate Rooms!

By recording what is said, you are saying, “Thank you for making a contribution”

You can use questioning techniques to make sure that the comment is refined or deleted later

-


TYPE

-


When formulating questions to get lots of ideas, the most important attribute of the question is that it is open-ended.

-

Answer: FALSE! Why: The key is to formulate a question that

helps the participants visualize the answers!


-

The Starting Question

Question Type AThe first thing we want to talk about are inputs. What are the inputs to the scheduling process?

Question Type BLet’s start with… If you were about to develop the school schedule, what is the information you would need to have close by?

You are interviewing a group of school registrars to talk with them about the scheduling process. Which is the better starting question? Why?


Ask Great Starting Questions

Four parts to Great Starting Question in Virtual Sessions

-

1. Notify who will start responding (Why is this so important in the virtual setting?)

2. Begin with an image-building phrase (“think about,” “imagine,” “consider,” “if”)

3. Extend the image to the answers (at least two phrases)4. Ask the direct question (Type A) to get the information

you want


-


Scenario: You want the participants to identify the steps in the hiring process.

-

What is the Type A question? “What are the steps in the hiring process?”What image-building phrase can you use? “Think about the last time you hired someone.”How do you extend the image to the answers? “Think about all the things you had to do to get that person

hired, all the steps you had to go through, all the people you had to talk with, the forms and everything…”


-


Scenario: You want the participants to identify the steps in the hiring process.

The Type B Question “We will start this with… Think about the last time you hired

someone. Think about all the things you had to do to get that person hired, all the steps you had to go through, all the people you had to talk with, the forms and everything… What are the steps in the hiring process?”

-


-

Ask Great Starting Questions When do you use a Type B?

– At the beginning of every agenda item It takes preparation!

– If you don’t prepare, you will most likely use a Type A Create a list of Type B questions for the standard sessions you

facilitate.

-


-

Webinar Agenda



Dysfunctional Behavior

46

* Arriving late, leaving early

* Silence, lack of participation

* Side conversations

* Doing other work in the session

* Negative physical reactions (video)

* Audible sighs of displeasure

* Negative comments about a participant

* Verbal attack directed at a participant

* Exiting the “room” in disgust or unannounced

Degree of Dysfunction

Seve

rity

of D

isrup

tion

As the degree of thedysfunction increases,the severity of thedisruption causedby the dysfunctionincreases as well.

COPYRIGHT 2014, LEADERSHIP STRATEGIES, INC.

What Dysfunctions Are in Your Virtual Settings?

What are the types of dysfunctions common in your virtual settings?

Please type your answer in the Chat Panel.


Understanding Dysfunctional Behavior

Dysfunctional behavior is any activity by a participant that is consciously or unconsciously a substitution for expressing displeasure with the session content, the facilitation process, or an outside factor.


Separate Symptom from Root Cause Treat dysfunctional behavior as a sign that the participant is

asking for help The participant is waving a red flag that is masking the real

issue (root cause) Dysfunctional behavior is a symptom Dysfunctional behavior tends to get worse over time


-

Address Dysfunction Effectively

APPROACH PRIVATELY OR GENERALLY

EMPATHIZE WITH THE SYMPTOM*

ADDRESS THE ROOT CAUSE

GET AGREEMENT ON A SOLUTION

The general formula for addressing dysfunction:


Late Arriver / Early Leaver Drop-out* Loudmouth Storyteller Broken Record Naysayer*

Dysfunctions Chatter* Workaholic Verbal Attacker Door Slammer Physical Attacker


DysfunctionsDysfunction Suggested Action

Drop-outMaintains silence, fails to participate

- Remind the group of ground rules. (Everyone speaks.)

- Employ a round-robin brainstorming activity to get everyone involved.

- Do a mini round-robin.- Discuss privately during break to

ensure there is not an additional problem.



NaysayerDemonstrates negative physical reactions, voices audible sighs of displeasure

- Say with optimism, or jokingly, "It appears that we have some concerns about this alternative. Let's talk about it. What are the issues?"

- Seek buy-in by asking, "How can this be made better?"

- At the break, attempt to reach a solution in which the person will openly speak about concerns during the group session.

- Be sure to get all the issues out.



ChatterHolds side conversations

- Remind the group of ground rules. (Respect the speaker.)

- Discuss privately during break to ensure there is not an additional problem.


Some forms of the Chatter may not be dysfunctional in the virtual world!!! -

Webinar Agenda



Review: Virtual Facilitation Tools and Techniques The Platform Polling Questions Ground Rules for Virtual

Sessions Roll Call List Whiteboards Round Robins Mini Round Robins Chat Webcam


Other Potential Features– Breakout Rooms– e-Biz cards– Raising hands– VoIP and Telephony– Synchronous and

Asynchronous Sessions

DONE! Review Objectives

1. Outline a comprehensive methodology for facilitating groups virtually.

2. Provide techniques you can begin using immediately.3. Provide next steps for those who would like to learn more.

-


Webinar Agenda



Next Steps – Learn MORE!

How to learn more… Training:

– Facilitating Virtual Meetings: Comprehensive– The Effective Facilitator– Get yourself AND your staff trained in virtual facilitation

skills!

Book: – CLICK: The Virtual Meetings Book

Facilitator Guides: 15 step-by-step facilitation guides for meeting leaders (ex: strategic planning, project planning, etc.)



Would you like us to follow up with you?

Next Steps – Learn MORE!

Questions?

[email protected]

800.824.2850Or, submit your questions for open discussion

on the Linked-In “Leadership StrategiesFacilitation & Leadership Community” Group

Join us on Facebook at www.Facebook.com/Leadstrat

and Twitter @Leadstrat


www.leadstrat.com

mailto:[email protected]

http://www.Facebook.com/Leadstrat

Date post:	13-Sep-2014
Category:	Business
View:	518 times
Download:	0 times

Thought Leader Webinar Series - Wilkinson - Smith presentation 05-01-14

Business