KASL WESTON COUNTY EXTENSION REPORT BILL TAYLOR 8/16/11 THE ART OF FACILITATION (Part 1)

So, youve got an important meeting or planning session coming up in your business, board, or organization and you are unsure whether you can handle it or if you need to find a professional facilitator? Using a professional may give you the edge you need to hold a truly productive session, but dont discount your own ability to facilitate the process. Lets talk about some of the things you can do to help yourself properly lead group meetings or processes, whether public or private.

Before the meeting ever occurs, there are a number of steps to take to ensure success. These steps can be grouped into three categories: the people, the method, and the logistics.

When considering the people, the facilitator needs to communicate with the sponsor and planning team, and understand and possibly gather information from the participants. To determine the methods for conducting the meeting, the facilitator must have a clear understanding of the meeting purpose, the end product desired, the process/agenda to be used during the meeting or session, the probable issues that will need to be dealt with, and the program or business area that is being discussed. The location or facility, schedule or timing,

materials or meeting aids needed, and the meeting notice make up the logistics that must be prepared.

Of all these factors, the most vital is to understand the purpose of the meeting. Without a clear and specific goal, you cannot provide the guidance to move the process in a specific direction, and floundering without direction can quickly kill the process. There are three sources of information to develop the meeting purpose.

First, talk with the meeting sponsor or sponsors. Seek answers for the five Ps. Purpose: Why are we having this session? Product: What are the key results you expect from the session? Participants: Who will be attending the session? Probable issues: What are the probable issues that will need to be discussed to create the product and achieve the purpose? Process: What thoughts do you have about the steps that should be taken in the meeting to achieve the purpose? If you are the chair or a member of the sponsorship group, you may feel you already know the answers to these questions. However, it is wise to find out whether others have the same answers to these questions that you have in mind.

Second, develop a sample deliverable (i.e. strategic plan, flow chart, operational procedure, etc.) and float it past those that will be using the final product of the session. Are all the necessary subjects covered by the sample? Is the level of detail adequate?

And, finally, obtain agreement from the sponsor, project manager, planning team and/or any others involved, that the agenda includes the necessary processes to produce the deliverable and achieve the purpose.

To better understand what to expect and how to prepare, find out as much as you can about the expected participants. If this will be a closed meeting, then you will probably know whom to expect. If public, it may be much more difficult to assess who will be present. Try to find or anticipate answers to the following: 1) Participants not in favor of holding the session; 2) Participants who believe they stand to lose something if the session or project achieves its purpose; 3) Participants who are not on favorable terms with one another; 4) Participants who tend to point out problems rather than create solutions.

Before the session, be sure all roles and responsibilities have been clearly delineated for the sponsor, project manager, facilitator, documenter, time keeper, participants, observers, and anyone else present. Who will open the meeting? How will participants be introduced? Who is in charge of the agenda? How will decisions be made? Do different persons have presentations to make? When? How long? Who will provide meeting supplies and see that the room is ready?

Finally, develop a detailed version of the agenda for yourself, with notes on each item like anticipated time needed, who will make presentations, supplies or documents needed, processes to be used, etc.

Next time we will talk about how to start the meeting.

Bill Taylor Weston County Extension Office The University of Wyoming is an equal opportunity/affirmative action institution.