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Meetings and facilitation skills

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Each group describe one situation where you WOULD use that ... What is the profile of the group? Are you sharing the facilitation? Who with? Time available? ... – PowerPoint PPT presentation

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Title: Meetings and facilitation skills


1
Meetings and facilitation skills
  • Insert name of presenter

2
Some facts about meetings
  • CEOs 17 hours per week
  • Senior managers 23 hours per week
  • Middle managers 11 hours per week
  • Senior and middle managers say only 56 of
    meetings are productive
  • Wharton Centre for Applied Research

3
Aims of session
  • To improve your skills for facilitating, chairing
    and attending meetings.
  • To explore some principles of working with large
    and small groups.
  • To learn some skills, tools and techniques for a
    more creative approach to solving problems

4
How well do it
5
Problem 1
  • When, where, how and why to use icebreaker
    exercises effectively

Technique 1
  • Progressive charting

6
Progressive charting - method
  • A tables - When would you use an ice breaker?
  • B tables - What are the potential benefits of
    using ice breakers?
  • C tables - What are the worst things about ice
    breakers?
  • Take your pen with youand move on. A to B, B to
    C, C to A. Add new ideas to the list.
  • Then move on again.

7
Feedback
  • Feedback on icebreakers
  • Each group to pick three IMPORTANT things from
    the finished charts
  • Feedback on progressive charting
  • Each group describe one situation where you WOULD
    use that technique and one where you would NOT.

8
Problem 2
  • Setting the ground rules for teams and groups to
    work together effectively

Technique 2
  • Idea collection
  • Using post-it notes
  • Using the flip chart

9
Idea collection - method
  • Identify a facilitator
  • In pairs discuss what you need to feel safe and
    productive in this group
  • A groups put each issue on a separate post it
  • B groups write the ideas on a flipchart
  • The facilitator gathers these comments to compile
    a final flip chart with the agreed group
    contract

10
Feedback
  • Three minutes to give me
  • One sentence on the problem (what have you
    learned about ice breakers)
  • One sentence on the technique (what have you
    learned about idea collection either method)

11
Slight pause for thought
  • Lets think about being a bit more creative.

12
Scores in NASA creativity test
13
Scores in NASA creativity test
14
Scores in NASA creativity test
15
Scores in NASA creativity test
16
Scores in NASA creativity test
17
Scores in NASA creativity test
18
Scores in NASA creativity test
19
Scores in NASA creativity test
20
Self-Organizing SystemsdeBonos River Topology
Analogy for Thinking
Streams of thinking
Valleys
21
Three principles behind all tools of
DirectedCreativity
Attention
Movement
Escape
Paul Plesk
22
Creative Problem Solving
2 Data
3 Problem
4 Idea
5 Solution
6 Acceptance
1 Mess
finding
finding
finding
finding
finding
finding
We need both divergent and convergent thinking
23
Brainstorming
  • Principles
  • Defer judgement
  • Quantity breeds quality
  • Rules of brainstorming
  • Criticism is ruled out
  • Freewheeling is recommended
  • Quantity is wanted
  • Combine and improve (hitchhike)

24
Problem 3
  • Contributing effectively to meetings

Technique 3
  • Reverse brainstorming (divergent thinking)

25
Reverse brainstorming - method
  • Use the principles and rules of brainstorming to
    address this problem

26
Brainstorming
  • Principles
  • Defer judgement
  • Quantity breeds quality
  • Rules of brainstorming
  • Criticism is ruled out
  • Freewheeling is recommended
  • Quantity is wanted
  • Combine and improve (hitchhike)

27
and nowconvergent thinking! (Technique 4 Top
three)
  • Look at all of the ideas you have generated in
    the reverse brainstorm
  • Pick the three that you think will have the most
    impact on making the meeting really bad
  • Turn these around into practical suggestions to
    make your contributions to meetings more effective

28
Feedback
  • What was the best thing about that exercise?
  • How will you apply that to your work?
  • What was the worst thing?
  • How can you learn from this/avoid it when working
    with groups?

29
Problem 4
  • Leading meetings effectively

Technique 5
  • Picture provocations (divergent thinking)

30
Picture provocations - method
  • Look at the selection of pictures you have in
    front of you
  • Remember the principles and rules for divergent
    thinking and get out of the mental valleys
  • Use the pictures to provoke ideas about the
    skills, talents, style, approaches, techniques
    that make for effective leadership of meetings

31
Brainstorming
  • Principles
  • Defer judgement
  • Quantity breeds quality
  • Rules of brainstorming
  • Criticism is ruled out
  • Freewheeling is recommended
  • Quantity is wanted
  • Combine and improve (hitchhike)

32
Technique 6
  • Coloured dots
  • (convergent thinking)

33
Coloured dots - method
  • Take five dots each (any colour)
  • Walk around the flipcharts and award your dots to
    your favourite ideas (ie those you are most
    likely to use)
  • You may award between one and five dots to any
    idea, but use up all five dots

34
Feedback
  • On leading teams which idea has the highest
    number of votes on your chart?
  • On Picture Provocations and Coloured Dots when
    could you use these techniques?

35
Variations on coloured dots
  • All doctors have one colour, nurses another,
    managers another etc
  • Only one vote per idea
  • One colour for a positive vote, one for a
    negative
  • and so on

36
Planning and preparation
37
Planning checklist
  • Who are the stakeholders in the design of the
    meeting?
  • What do they want out of the session?
  • What is the profile of the group?
  • Are you sharing the facilitation? Who with?
  • Time available?
  • Venue details
  • Who is recording?
  • Action points and success criteria
  • What tools will you need?

38
Top Tips forTools of the trade
  • Flip chart paper (and stand!!)
  • Flip chart pens (different colours)
  • Felt pens (for writing on to post its)
  • Post its (different sizes and colours)
  • Coloured dots
  • Blu Tack
  • Time things always take longer than you
    think !!!!!
  • Process Tools
  • What else?

39
Managing a session
  • Youre running out of time?
  • Unclear objectives?
  • People arent listening?
  • Domination by one person?
  • Someone not contributing?
  • Youve forgotten where you are and what comes
    next!

40
CYNICS?
  • Be open to what everyone says
  • ACCEPT IT there is probably a good reason for
    their views
  • Build the bridge

FACILITATORS ASSUMPTION People are doing the
best they can with the experience, resources and
tools they have
41
And finally always be prepared for the
unexpected!
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