facilitation & presentation techniques marsha tonkovich icf international [email protected]

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Facilitation & Presentation Techniques Marsha Tonkovich ICF International [email protected]

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Page 1: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

Facilitation & Presentation Techniques

Marsha TonkovichICF International

[email protected]

Page 2: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 2

Session Overview• Trainer:

Marsha Tonkovich

• Session topics:Getting ready Effective facilitation techniques Effective presentation techniques

• Session objectives:Briefly share lessons learned and

techniquesAnswer key questions

Page 3: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 3

Getting Started: Key Terms• Facilitation:

Process designed to assist group to make a decision, address an issue, or provide feedback

• Presentation:Speech made before group of peopleGroup may be small (meeting) or very

large (conference)Primarily one-way dialog but often

allow for questions

Page 4: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 4

Presentations and Facilitations Can Be Scary ……..• “According to most studies,

people's number one fear is public speaking. Number two is death. Death is number two. Does that sound right? This means to the average person, if you go to a funeral, you're better off in the casket than doing the eulogy.”

» Jerry Seinfeld

Page 5: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 5

Taking on the Challenge

• Most of us have to present or facilitate at some point in our career:Presentations to City CouncilPublic hearings or briefingsTraining sessions for CHDOs or

subrecipientsDecision-making meetings about

program funding or design

• Key is to be prepared and practice

Page 6: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

Getting Ready

Page 7: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Session Design• Key steps in designing good

sessions:1. Determine the right outreach

approach to address the intended outcome

2. Write a detailed agenda that plans the timing of your topics

3. Develop handout materials to reinforce the learning

4. Plan for the right logistics: setting, timing, location of the session

Page 8: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Developing Agendas

• An agenda is the primary road map for your session

• Typically includes the following:Session goals or objectivesSession times, including breaks and

end timeKey components of the agenda

• Differentiates between presentations, discussions, and questions

• Consult with stakeholders to get input

Page 9: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Developing Agendas (cont’d)

• There should be a logical flow to the topics covered in a sessionAlso for issues across a series of

meetings

• Document the logic flow of the issues that need to be coveredThis will help you identify the sequence

and inter-relationship between topics Is also important when people want to

change the order of topics

Page 10: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Good Handout Materials

• Types of needed handouts depend on: Topic Timing Audience

• Recommend handouts for most presentations, training sessions or facilitations Helps keep on topic Allows attendees to keep notes

• Handout approaches: Overheads Workbook or training manual Exercises Copies of notices, regs, other background materials

Page 11: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 11

Really Bad OverheadsReally Bad Overheads• Really bad overheads put way too much information on a page and try

to say too much. For example, a really bad overhead might quote the regulation verbatim or be written in paragraph form. Like this, for example. Participants can not read this from a distance of more than 5 feet and it defeats the purpose of having a coordinated discussion and overheads.

• InformationSome overheads don’t work because

the bullet points are meaningless (like the one above)

• Be careful about format: font style; use of graphics; lay-out

Page 12: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 12

• Have a simple, clear layout

• Make use of both text and graphics

• Can be followed at a glance

• Track readily with the presentation topic

• Guide your thought process

Really Good Overheads

Page 13: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 13

Why Logistics Are Essential

• Regardless of how well-prepared your presentation is...The entire session will only work if a

number of little pieces are all in place first

• Double check all the logistical arrangementsWhere handouts are to be sent?What equipment has been arranged for?Who is responsible for the room being

opened?What is the room lay-out?

Page 14: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 14

Room Layout & Set Up

• You have a range of layouts to considerAuditoriumClassroomA big tableAn open U

• 80% of all meetings are held in sub-optimal conditionsA lot of your job will be adjusting to the

circumstances

Page 15: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

Facilitation

Page 16: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Core Values of Facilitators• Facilitations are meetings that are

designed to either obtain feedback or guide decision-making

• A facilitator is a neutral partyThe meeting process is not designed to

aid any one point-of-viewThe meeting process is fair in allowing

all parties and positions to be heard and understood

The meeting process is fair in allowing all parties equal opportunity to prepare for the meeting

Page 17: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 17

Simple Rules for Facilitating Group Processes• Meetings should always be outcome

oriented

• The size of the group really really matters In terms of what you can accomplish In terms of how you manage it

• Not all meetings can be happy

• Use voting, brainstorming and other techniques to achieve goals

Page 18: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Outcome Oriented Meetings• The first step in planning any

facilitation is determining what you want the meeting to accomplish Ideally should be measurable

(quantifiable)Given the topic and the participants, be

realistic about what can be accomplished

Page 19: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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The Size of the Group Really Matters

RICHNESS CONTROLS

Intensive give

& take

Q & A w/

follow-up

Give comment

Facilitator’s whims

Speakers queue

Rules on holding

floor

Rules about

# of times one can speak

Q & A

Facilitator

Moderator

<5 10 15 40 100 200

Page 20: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 20

Not All Meetings Can Be Happy• Conflict exists and often it is beyond your

ability to overcome

• Unhappiness, frustration and disagreement can be valid emotions expressed in meetingsFacilitator’s role is not to suppress these

emotionsFacilitator’s role is to build a process that

allows the expression without ending the meeting

• Be sure not to:Over promiseGive the impression that participants

have more power/ input than they actually do

Page 21: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 21

Voting - An Overview

• Some meetings will need to have voting mechanisms in place, not necessarily as a conclusionary device, but to express preferences and set priorities

• Two models of votingConsensusMajority

Page 22: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Decision-Making Meetings• Consensus

Is often what is hoped for in the group process

Is not uniformityMeans group will support decision, even

if they disagreeMay allow for minority opinions

• But always prepare for a bottom-line definitionConsensus as “bestowing veto power”

should be assumed unless the group has articulated a clearly different definition

Page 23: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Decision-Making Meetings

• Majority Voting -- Key IssuesDoes everyone have the same number

of votes?Do you allow for proxies? Is a majority sufficient, or does it have

to be a plurality?• What about people that abstain?

Do not let others call for when it is time to vote

• Sometimes you want more than 51%• Hurts consensus-building

Page 24: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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The Big Scoreboard

• Is a tool for prioritizing discussions when there are lots of potential things to talk about

• Is meant as a beginning, more than as an endAlthough it can be used to bracket a

discussion

Page 25: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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The Big Scoreboard -- Example

Ph

il

Be

tty

Ste

ve

Ala

n

Ja

nic

e

Ali

cia

Sara

h

Dir

k

De

bb

ie

Jo

hn

Homeownership programs

20 15 10 15 20 25 20 15 15 15 Vouchers for homeless persons

20 40 30 20 25 20 35 25 20 20 Re-Use of Brownfields

10 7 35 20 5 8 10 30 20 5 Renovation of dilapidated rental units

20 20 0 30 20 5 10 10 30 25

Microenterprise development

25 15 15 15 15 20 20 15 5 5 Provision of child care services

5 3 10 0 15 2 5 5 10 30

Page 26: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 26

Brainstorming• Brainstorming is frequently used to

start off a process or get out of a rut It works well for defining problems and

searching for solutions to problems

• It’s primary purpose is to generate more ideas in a quick period of time

• Keys to facilitating a brainstorming sessionEncourage creativityDon’t stop to evaluateKeep it lively and keep it fast

Page 27: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Reaching the Meeting Objective• Actively look for and document

points of common ground

• Make summary statements to re-focus and move forward

• Most groups are better reacting to something than creating from scratch Develop straw men

• Start small to build trust

Page 28: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 28

Keeping the DiscussionOn Track

No Energy

Refocus / Probing

Questions

Refocus / Probing

Questions

Key Issue to Discuss

Discussion

Discussion

Off the Mark

Likely Tangents / Refocus

Questions

Likely Tangents / Refocus

Questions

Question 1

Question 2

Question 3

Page 29: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 29

Resolving Conflict

• Steps to resolving conflictCreate an atmosphere for franknessEnsure that the conflict is not a

misunderstandingEnsure that the parties fully

understand the consequences of not resolving the conflict

• Group meetings are typically not the best forum for resolving conflictSmaller groupings such as break-outs

tend to be more effective

Page 30: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 30

Using Props - Recording a Meeting• Many small group facilitators us flip

charts to “record” a meetingGoal is to focus group’s attention and

show concerns have been heardUseful means of managing “off-the-

mark” issuesUnfortunately, the method can be

greatly misused

• Alternatives to facilitator recording Junior facilitatorGroup member participationUse of overheads

Page 31: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 31

Using Props - Name Tents & Badges• Name tents can be extremely useful

Creates an atmosphere of camaraderie and familiarity which facilitates discussion

An effective means for keeping a speakers’ queue

• Name badges are less usefulReal value is in informal and off-line

conversations

Page 32: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

Presentations

Page 33: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

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Many Types of Presentations• Public hearings

• Large meetings or conferences

• Political briefings

• Training sessions for partners

• Seminars for staff

Page 34: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 34

Key Items That Make for a Good Presenter

• Bottom line qualifications of an effective presenterAre you credible to the audience?Can you hold their attention?

• Know your material inside out

• Know the context of your material

• Be prepared when you step on stage

Page 35: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 35

Key Items That Make for a Good Presenter (cont’d)

• Be enthusiastic about the topic If you do not find the material

interesting, why should anyone else?

• Never take the “this is stupid, but...” approachBe prepare to defend the “logic” of

the topic materialParticipants may end up liking you

more -- but liking the content less

Page 36: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 36

Key Items That Make for a Good Presenter (cont’d)

• Find your own style that best conveys your knowledge and enthusiasmAll other rules for instruction are

secondary to this (with three exceptions)

Page 37: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 37

Keys to Effective Presentations: The Basics -- Eye Contact

• Exception 1 to the “any style” rule: You must have eye contact

• If this is difficult for you to do -- cheat!Put it in you notesLook at a colleagueLook at the back of a wall, just over

their heads

Page 38: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 38

Keys to Effective Presentations: The Basics -- Speaking Voice

• Exception 2 to the “any style” rule: you must be understood

• Clear loud speech is imperative

• You do not have to be Walter Cronkite -- you have to inform

• How do you judge your voice?

Page 39: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 39

Keys to Effective Presentations: The Basics -- Put Downs

• Exception 3 to the “any style” rule: put downsNever put down the materialNever -- ever -- put down an attendeeCynicism works in literary satire and

comedy clubs, not in presentations

Page 40: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 40

Keys to Effective Presentations: Using Notes

• Using notes is not inherently bad, unlessYou are simply readingYou use them such that it is clear that

you do not know the material

• If you do use notes, do not try to hide the fact

Page 41: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 41

Keys to Effective Presentations: Sticking to the Script

• Follow the logic of your presentation structure

• There should be a relationship between the number of slides and the amount of time you have, but...Do not expect to spend the same

amount of time on each slide

Page 42: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 42

Keys to Effective Presentations: The Slide and You

• Talk about the slide, but do not read it

• What is your value added?With a detailed course, such as the one

you have, it is not important to cover every point on a given page

Look for opportunities to clarify, prioritize and give emphasis

Page 43: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 43

Keys to Effective Presentations: Telling War Stories

• Personal experiencesCan enhance a presentation...BUT … Do not overdo it

Page 44: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 44

Keys to Effective Presentations: Using Humor

• It is O.K. to use humor so long as It is in good taste It does not detract from the overall

importance of the material being presented

• Never try to force humor If you are not a funny person this is not

the time to change your personality

Page 45: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 45

Keys to Effective Presentations: Movement

• Movement can have meaningAimless wandering can be distracting

• Unless it makes you feel very comfortable or is mandated by the situation, do not use a podium

Page 46: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 46

Keys to Effective Presentations: Using Equipment• Move away from the equipment

• Don’t walk in front of an projector -- position it to the side if possible

• Mark overheads that could be skipped if time runs out

Page 47: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 47

Keys to Effective Presentations: Introducing Your Presentation

• Tell participants where you are going to take themHow long you expect it to takeYour question policy

• Tell them what they will get out of it If appropriate, tell them what they will

not get out of it, or will be covered later

Page 48: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 48

Keys to Effective Presentations: Transitions

• Continually remind attendees where you are going and where you have beenMini-summariesBig picture

• Repetition

Page 49: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 49

Keys to Effective Presentations: Using Your Audience • Presentations are typically more

effective when there is some interplay with participantsLook for opportunities to bring the

attendees into the presentationTake time to make sure you are being

understood

• Whenever possible, use participant’s names

Page 50: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 50

Keys to Effective Presentations: Avoid Common Problems

• Talking too fastMost frequent problem afflicting new

presentersWrite yourself a noteCheck in with your audience

• Overuse of jargon

Page 51: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 51

Keys to Effective Presentations: Answering Tough Questions• Be polite and courteous to all

questioners, even if they are not polite to you

• Listen carefully to the question

• Be brief and to the point

• Take the opportunity to re-emphasize main points

• Do not set policy on-the-spot just because you are uncertain of an answer

Page 52: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

Closing

Page 53: Facilitation & Presentation Techniques Marsha Tonkovich ICF International mtonkovich@icfi.com

ICF International ---- Page 53

Closing

• Questions?

• For more information:[email protected]