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.
Copyright 2004, RAN ONE Inc. All rights reserved. Reprinted with permission from www.ranone.com.
Chris’ combination of academic credentials, career experience and temperament ideally suit his calling as a business development advisor. Clients say he has a mind for business and a heart for service.