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A How-to Guide for Facilitators
The owner of a firm is often
expected to ‘facilitate’ things. It could be training for a team member,
or conducting a meeting. It could be to lead a discussion group for the
purpose of conducting research or mediating in a dispute. The only
problem is that most of us haven’t been trained as facilitators and
don’t know exactly what the position involves.
For this reason we’ll try to give you an understanding of what a
facilitator is and does. It won’t be all-encompassing because of the
variety of facilitator roles that exist, but at least you’ll have an
idea of what’s expected the next time you see your name listed as
‘facilitator’.
Generally a facilitator is a
person whose job is to manage a process that involves an exchange of
information. Others have the responsibility of providing and receiving
the information and the facilitator assists the exchange to take place.
In market research, just to give one example, a facilitator is required
to ‘run’ a session where a group of people provide answers to questions.
The questions come from the clients and the group is selected by the
market research company. Somebody – the facilitator, conducts the
session and asks the questions. They’re the independent third party that
keeps things going during the session and makes sure all the questions
get asked and answered.
In the resolving of disputes a facilitator can be extremely valuable to
ensure that resolution is achieved. The facilitator chairs a meeting
between the parties in dispute and draws out the position of each party,
then encourages a discussion to flow until a conclusion has been
reached. Again, the independent third party – the facilitator, keeps the
meeting going and drives the meeting towards a conclusion.
Facilitators and Committees
Facilitators are often useful in a committee situation. As a facilitator
they should not be an active member of the committee so that they can
remain neutral in the committee’s decision making. The role of
facilitator may rotate from member to member of the committee as
required.
Facilitators develop and manage the decision making process for the
committee, helping its members to stay on track and ultimately reach a
decision. They ensure that every member of the committee has a say in
the proceedings and neutralize those members that try to dominate the
process.
The facilitator keeps the
decision making process moving forward by making suggestions but never
by directing or dictating. One of the best ways to do this is by
asking questions: “We’ve heard from Jane and Bill on the subject, but
what do you have to say Bob?”, or “We’re here today to agree on the
agenda but so far we’ve talked mostly about the venue. Do you want to
finalize the agenda first so that we can then talk about the venue?”
Facilitator Characteristics
So just what characteristics should a facilitator bring to one of these
sessions? First, the facilitator needs to be someone that can manage a
meeting between other parties. He or she must be able to remain
objective and independent, and have a personality that can keep meetings
focused without offending others that might be trying to draw it in a
particular direction.
The facilitator needs to be able to build relationships, even between
parties that have a disagreement. He or she must be able to negotiate
rather than being dictatorial, and to be a good listener when it’s
required. Diplomacy and self-confidence are required to be a successful
facilitator.
Tips for Successful Facilitating
Preparation is essential.
Even though you are not actually providing input you’re expected by the
participants to know what the meeting is about and keep them going in
the right direction so they can reach a conclusion. You need to prepare
so you know the background facts as well as what’s important and what
isn’t.
You need a plan or outline of the way you want things to go. You have to
exercise some control yet be flexible and able to step back when it’s
required for the overall benefit of the meeting.
You need a few ‘icebreakers’ to get the proceedings underway and start
participants talking. It also helps to have a few stock comments that
will revive a stalled meeting and get it moving once again.
Practice being a good listener.
You need to pay attention to everything that’s said so you know exactly
how far the proceedings have progressed and you can provide a recap
anytime it’s required. This will also help you to formulate questions
that are meaningful and will get participants thinking.
Make summations of the meeting
to the participants as often as it’s necessary so they know what they’ve
accomplished up to that time. This will remind everybody of any
unfinished business that’s been left behind in the haste to reach a
conclusion.
Facilitating isn’t a simple job but it’s one that has to be done. It
isn’t always easy to remain neutral, especially if it’s within the
framework of your own business. If you’re used to leading a discussion
it can be difficult to step back and just make sure other people have
their discussions while you sit there like the umpire at a tennis match.
But facilitators have a vital role to play in business and society and
if you can be a good one you’ll be highly valued for this ability.
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