facilitation. lasting agreements succeed along 3 axes substance process relationships
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US Army Corps of Engineers
FACILITATION
US Army Corps of Engineers
LASTING AGREEMENTS SUCCEED ALONG 3 AXES
Substance
Pro
cess
Relationships
US Army Corps of Engineers
FACILITATION
• Facilitation is about managing process during a meeting– What is on the agenda?– Who speaks and for how long?– How are decisions made?
• The facilitator provides procedural control– But power resides with the group
US Army Corps of Engineers
THE KEY PRINCIPLE
The facilitator acts on behalf of everybody in the meeting, providing a structure that
serves everybody’s interests
US Army Corps of Engineers
Facilitator Qualifications
• Skilled in active listening and communicating concerns
• Knowledgeable about group process and design
• Able to remain neutral
• Have sufficient subject matter knowledge to follow the dialogue
US Army Corps of Engineers
Facilitator’s Role
• Structure is in everybody’s interest– A facilitator is given control over the
process, in return for being neutral on content
– People fear that meeting control = outcome control
• The facilitator must consult with the group on major process changes
US Army Corps of Engineers
Facilitation Tasks
• Help in designing the meeting process
• Work with the group to set the agenda and ground rules
• Summarize comments or concerns
US Army Corps of Engineers
Facilitation Tasks
• Help group to observe agreements and stay on track
• Suggest group process techniques
• Acknowledge speakers and determine speaking order
• Restate conflicting positions so all sides understand
• Summarize consensus and gets confirmation from the group
US Army Corps of Engineers
WHEN SHOULD A FACILITATOR INTERVENE?
When…• Group has drifted off the agreed-upon topic
• People are interrupting each other
• Comments exceed agreed-upon time limits
• Comments are insulting
• Group would benefit from trying a new process technique
US Army Corps of Engineers
THE PROBLEM WITH USING POWER
rewards+ + + ++ + + +
BIG CIRCLEhigher
status or authority
- -- - - -
- -Little Circle
Little Circle
Little Circle
Little Circle
+ + + + + ++ +
punishments - - - - - - - -
Those with greater power reap greater rewards with success and receive greater punishment with failure
US Army Corps of Engineers
POWER DIFFERENCES CAN LEAD TO “EQUALIZING BEHAVIORS”
• “Cutting down to size” – constant attacks
• Teaming-up in opposition
• Finding another “bigger circle,” e.g., courts
• Withdrawal
• Passive-aggressiveness – no open opposition, but constant undermining, delays, nit-picking
US Army Corps of Engineers
AN IMPORTANT NOTE:
“Equalizing behavior” is a key dynamic between agencies, and between supporters
and opponents
The Facilitator should recognize and try to mitigate these equalizing behaviors so the group can be productive
US Army Corps of Engineers
Other Meeting Roles
US Army Corps of Engineers
Recorder
• The recorder keeps a visual summary of what people say
• May use flipchart, wall covered with butcher paper, or laptop with digital projector
• Recorder’s summary usually serves as the record of the meeting
US Army Corps of Engineers
Pointers for Recorders
• Each participant is the expert on his/her comment – Capture the comment the way the participant wants it to
be captured
• Ask people to review recorder’s summary, and make corrections (but only to their own comment)
• Important to summarize content at end of meeting and provide to attendees
US Army Corps of Engineers
Timekeeper
• Assigned after the facilitator helps the group set time limits on the meeting
• Timekeeper periodically informs group of time remaining until end of meeting or meeting milestone
US Army Corps of Engineers
Other Meeting Leadership Roles
• Spokesperson: The person who speaks for the agency (e.g., Corps), or states the agency’s position– Facilitator and recorder should never be
put in the position of speaking for the agency
• Fact Person (“expert”): Limited to factual issues only
US Army Corps of Engineers
REMEMBER:
All people in other roles must work through the facilitator or
they will undermine the facilitator’s control of the
meeting
US Army Corps of Engineers
POP QUIZ
A meeting facilitator:
a. Has power and is responsible for meeting processes
b. Sets discussion “ground rules”
c. Minimizes group displays of emotion during the meeting
d. Provides structure
US Army Corps of Engineers
POP QUIZ
A meeting facilitator:
d. Provides structure
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