FACILITATING GROUPS

Community Health Education Methods

Chapter 11

Facilitation

Facilitation – Actions that ‘promote, aid, simplify, or make a task easier.’

Health educators facilitation skills promote group communication and collaboration, aid participants in making individual contributions and working as a group, conceptualize and organize tasks so they are easily accessible and achievable, and help make the overall experience more rewarding and productive.

Group Facilitation is one of the ways in which health educators can become successful community change agents

Effective Facilitators

Effective group facilitation is both a skill and an art. It is refined with practice, requires discipline and focus, and draws upon the facilitator’s intuitive insights.

Effective facilitators focus more on process rather than content.

To an effective facilitator, how a group works together is more important than the content of what they do or decide.

Communication and Decision Making Groups

Staff Groups: Typically exist to enhance communication and decision making

among groups of people with long term roles in an ongoing organization

Standing Committees: Key sub-groupings that are considered necessary to the overall

work and productivity of the organization. (Resource Development, Recruitment)

Sub-Committees: Smaller groups former from members of an existing committee

Committee-of-the-whole: A discussion group that provides an opportunity for members of a

larger group to address issues that may be beyond the scope of the usual meetings or that require additional time and broader input.

Task-Specific Groups

Ad hoc committees: Typically have a charge and a specific timeframe. Often

formed to give issues a ‘quick study,’ explore options, and formulate recommendations for a larger body.

Task Forces: Formed for a slightly longer time to complete a specific

task. (Example – a task force formed to assist with a health fair at a school)

Coalitions: A large group formed from other groups, with the

purpose of sharing information, raising awareness, or advocating for an issue.

Oversight and Advisory Groups

Oversight, partner, and advising groups: Enable health educators to obtain direction and

guidance from people who understand the key issues and dynamics of a community-based program or initiative.

Planning Committees

Planning councils: A specific kind of advisory group, created, often by

government, as a way of soliciting broad participation in program priorities and resource allocation. (Example – HIV prevention)

Commissions

Commissions: Another type of formal body, usually appointed by an

organization or government leader, charged with making recommendations on a specific issue or problem. (Example – A leader of an organization might want guidance on how the organization can increase the diversity of its membership.

Steering Committees

Steering Committees: Oversee the implementation of programs or

initiatives. (Example – integrating peer volunteers into a clinical facility)

The role of a facilitator of a steering committee is similar to that of the other kinds of oversight groups.

Steps For Effective Group Facilitation

When planning a meeting, ask yourself these questions

What is the purpose of the meeting?Who should attend?Where should the meeting take place?What should we do if everyone can’t attend?When should the meeting be held and how

long should it last?Where does this meeting fit in the ongoing

work of the group?

Steps For Effective Group Facilitation

Develop an agenda: The agenda serves three basic purposes

1. It establishes the order of events2. It provides a roadmap for the facilitator

while the meeting is in progress3. It limits and focuses discussions so that the

crucial action items are dealt with

Steps For Effective Group Facilitation

Develop Time Allotments: These provide a general guideline of when things will happen in your meeting

Agenda With Time Allotments ExampleWelcome and Introductions 2:00Agenda Review 2:15Review and Approval of Minutes 2:25Budget Review 2:35

Steps For Effective Group Facilitation

Attend to DetailsSetting: Make it comfortable but appropriate

for the audienceIdentification: Should you or the audience be

wearing name tags?Meeting tone: The beginning of the meeting

sets the tone for the rest. Do you want it to be formal, informal, warm, inviting, serious, urgent, focused…

Breaks: Should you take breaks?

Tips for Effective Group Facilitation

Have a genuine belief in the power of groupsHave a genuine interest in others and an

attitude of inquiryExhibit an open and respectful interaction

styleMaintain a commitment to capacity

developmentHave a sense of humorEstablish a climate of inclusionKeep discussions on trackEvaluate the meeting

Group Facilitation Video

http://www.youtube.com/watch?v=VbEeHWahNmw

Participation Concerns

The most important participation concerns for a facilitator

1. Establishing a process that honors the differences and encourages communication

2. Monitoring the emerging dynamics to encourage all members to participate in the manner in which they are most comfortable

3. Ensuring that the group process benefits from as much participation and group input as possible

Strategies to help a facilitator overcome uneven participation

1. Establish full participation as an explicit goal when opening the meeting

2. Include a round of introductions or ice breakers at the beginning of the meeting

3. List ‘full participation’ as a criterion in the meeting evaluation

4. Periodically remind the group of the importance of full participation

5. Note the number of people who have spoken, and the number who have not.

Strategies to help a facilitator overcome uneven participation cont.

6. Try small group discussions for five to ten minutes in the middle of a larger discussion

7. Consider adding a co-facilitator who brings additional insights into the participation dynamics

8. Check in with participants privately, both who have not participated, and those who may be dominating the discussions

9. Offer to facilitate or coordinate training on multicultural communication, group dynamics, or decision making for the group

10. Repot on the ‘full participation’ evaluation results as a way of stimulating discussion of ways to make group discussions more inclusive

Techniques to maintain and improve attendance

Send reminder notices well in advanceMake sure that the meeting time and location work for

participantsCall or email participants to ensure everyone feels

welcome prior to the meetingCheck in with people who have not been attendingConduct a survey to gather opinions and

recommendationsReview meeting procedures and the meeting formalities Make sure that all participants have meaningful rolesDo not take it personally

Minimizing Technology Disruptions

Make sure the opening remarks include the instruction that cell phones and other devices be turned off

Do not assume everyone shares the same rules of mobile phone courtesy

Pay attention to whether text messaging is creating a disturbance to the group process

Techniques to Resolve a Conflict

Help the group articulate its ground rulesHold firm to the ground rulesExplore what the conflict is really aboutCheck in with key individualsHave a plan for what can be don next time

conflict arisesUse good judgment

Ways to Avoid Burnout

Try not to rushRemember why one does this kind of workTalk with othersSeek out expertsTake care of yourself

Characteristics of Effective Group Meetings

Careful time managementThe facilitator and members are sensitive to each other’s

needs and expressionsGoals and objectives are clearly definedInterruptions at meetings are not allowed or are held to a

minimumThe facilitator is preparedThe atmosphere is engagingMembers are qualified and have a vested interest in the

groups purposeAccurate minutes are recordedMembers feel validatedThe groups discussions or recommendations are actually used