facilitation & presentation techniques marsha tonkovich icf international [email protected]
TRANSCRIPT
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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
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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
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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
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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
Getting Ready
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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
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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
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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
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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
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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
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• 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
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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?
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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
Facilitation
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
Presentations
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Many Types of Presentations• Public hearings
• Large meetings or conferences
• Political briefings
• Training sessions for partners
• Seminars for staff
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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
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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
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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)
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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
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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?
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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
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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
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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
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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
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Keys to Effective Presentations: Telling War Stories
• Personal experiencesCan enhance a presentation...BUT … Do not overdo it
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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
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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
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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
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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
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Keys to Effective Presentations: Transitions
• Continually remind attendees where you are going and where you have beenMini-summariesBig picture
• Repetition
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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
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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
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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
Closing