Facilitation

Facilitation by Alec McPhedran

What is Facilitation?
 
For any meeting or discussion that involves more than two people, it might benefit from using a facilitator. A facilitator’s main purpose is to guide the process of the discussion to work towards an agreed aim or objective. Having a facilitator becomes essential when there is a conflict between group members or when a meeting involves a large group of people. Here, creative sector coach and mentor Alec McPhedran gives a simple overview of facilitation.
 
Facilitation is a process in which an individual, known as a facilitator, helps a group of people achieve a common goal or reach a consensus. The facilitator's role is to guide discussions, encourage participation, ensure that all voices are heard, and help the group stay focused on their objectives. Facilitation is used in various contexts, including business meetings, workshops, community gatherings, brainstorming ideas and educational settings. Key aspects of facilitation include:
 
Neutrality: The facilitator remains neutral and does not impose their own opinions or solutions on the group.
 
Structure: The facilitator provides a structured process, including setting agendas, defining goals, and establishing ground rules.
 
Encouragement: Facilitators encourage active participation, ensuring that everyone has an opportunity to contribute.
 
Problem-Solving: They help the group identify problems, generate ideas, and make decisions collectively.
 
Communication: Facilitators use techniques to improve communication, such as active listening, summarizing, and asking clarifying questions.
 
Conflict Management: They manage conflicts and help resolve disagreements within the group.
 
Effective facilitation can lead to more productive meetings, better decision-making, and improved collaboration among group members.
 
 
What are the key skills for facilitation?
 
Effective facilitation requires a combination of skills to guide groups toward their goals while ensuring that everyone participates and collaborates effectively. Here are some essential skills for a facilitator:
 
Active Listening
 Definition: Fully concentrating, understanding, responding, and remembering what is being said.
Importance: Ensures that all participants feel heard and valued, and helps in accurately summarizing discussions.
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Neutrality and Objectivity
Definition: Remaining impartial and unbiased during discussions.
Importance: Helps maintain the facilitator’s role as a guide rather than a decision-maker, ensuring fair treatment of all viewpoints.
 
Effective Communication
 Definition: Clearly conveying ideas and instructions, and fostering open dialogue.
Importance: Facilitates understanding, prevents misunderstandings, and encourages participation.
 
Questioning Techniques
Definition: Using open-ended questions to stimulate thinking and discussion.
Importance: Helps explore ideas deeply and encourages participants to think critically and creatively.
 
Conflict Management
Definition: Identifying and addressing conflicts constructively.
Importance: Ensures that conflicts are resolved in a way that maintains group cohesion and forward progress.
 
Time Management
Definition: Keeping the group on track with the agenda and within the allocated time.
Importance: Ensures that all topics are covered efficiently and that the group’s time is used productively.
 
Summarizing and Synthesizing
Definition: Condensing discussions and key points for clarity and consensus.
Importance: Helps participants understand what has been accomplished and what the next steps are.
 
Adaptability and Flexibility
Definition: Adjusting plans and strategies as needed in response to the group’s dynamics and needs.
Importance: Keeps the facilitation process relevant and responsive to the group’s evolving situation.
 
Encouraging Participation
Definition: Creating an inclusive environment where all participants feel comfortable contributing.
Importance: Ensures diverse perspectives are heard and valued, leading to richer discussions and better outcomes.
 
Problem-Solving
Definition: Helping the group identify solutions and make decisions.
Importance: Facilitates progress and helps the group overcome obstacles effectively.
 
Emotional Intelligence
Definition: Recognizing and managing one’s own emotions and the emotions of others.
Importance: Helps in handling sensitive issues, building trust, and creating a positive group dynamic.
 
Organizational Skills
Definition: Planning and organizing sessions, materials, and logistics.
Importance*: Ensures that facilitation sessions run smoothly and efficiently.
 
By mastering these skills, a facilitator can effectively guide groups toward achieving their goals, fostering collaboration, and ensuring that all participants feel engaged and heard.
 
 
Facilitation Scenario
 
An example of facilitation can be illustrated through a scenario in a business setting:
 
Example: Strategic Planning Workshop
 
Objective: A company wants to develop a strategic plan for the next three years. They organise a two-day workshop involving senior management, department heads, and key stakeholders.
 
Facilitator's Role: The facilitator is hired to guide the group through this process.
 
1. Preparation
Pre-Workshop Surveys: The facilitator sends out surveys to gather initial thoughts and ideas from participants.
Agenda Setting: Based on survey responses, the facilitator creates a detailed agenda with clear objectives for each session and agrees with organisation’s meeting organiser or key stakeholder.
 
2. Day 1
Introduction: The facilitator starts by explaining the purpose of the workshop, the agenda, and the ground rules.
Ice-Breaker Activity: To build rapport, the facilitator conducts an appropriate ice-breaker activity that encourages participants to share a bit about themselves.
Visioning Exercise: The facilitator leads a session where participants envision the company’s future. This includes brainstorming and discussing what success looks like in three years.
SWOT Analysis: The facilitator guides the group through a SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis. Participants break into smaller groups to discuss and then share their findings with the larger group. Equally, the facilitator might use PESTLE. Five Forces, Force Field Analysis or McKinsey’s Seven S’s.
 
3. Day 2
Strategic Goals: Using insights from Day 1, the facilitator helps the group identify and prioritize strategic goals. This involves group discussions and consensus-building activities.
Action Planning: The facilitator assists participants in developing action plans for each strategic goal. This includes assigning responsibilities, setting timelines, use of RACI Matrix and identifying necessary resources.
Wrap-Up and Evaluation: The facilitator reviews the outcomes of the workshop, ensures that everyone is clear on the next steps, and gathers feedback on the facilitation process.
 
By the end of the workshop, the group has a clear, agreed-upon strategic plan and actionable steps to achieve their goals, thanks to the effective facilitation process.
 
Alec McPhedran Chtd Fellow CIPD, Chtd Mngr CMI, MAC, MCMI  is a recognised creative sector coach and mentor. He specialises in one to one talent coaching, facilitated learning, media training and team development. For further information, visit www.mcphedran.co.uk.

Copyright © Alec McPhedran 202