THE KEYS TO GOOD FACILITATION

I think it is important to be aware of context, purpose and agenda. Sometimes the best facilitation is about neutrality and non-participation, not having an end-goal but encouraging exploration, discovery, innovation, enablers and blockers.

Sometimes facilitation is used to support or maybe sell an idea, a strategy, a change. It is really important to be clear on the role and honest when discussing fear, fatigue, resistance, pros and cons, winners and losers and what is necessary and sufficient for success.

I love Nancy Kline and her book Time To Think about creating a thinking environment. I read this as part of Coach and Therapy Training, but it is really relevant to business and consultancy. The Ten Components of a Thinking Environment, are: Attention, Equality, Ease, Appreciation, Encouragement, Feelings, Information, Diversity, Incisive Questions, Place

A THINKING ENVIRONMENT

1.    ATTENTION: Quality attention, characterized by uninterrupted listening and genuine interest, is a creative act that significantly enhances the thinking of others.

2.    EQUALITY: Treating everyone as equal thinkers, ensuring equal speaking time, enhances the quality of ideas and decisions by balancing contributions from both talkative and quiet individuals.

3.    EASE: Fostering an internal state free from urgency encourages better thinking, as opposed to the detrimental effects of rush and pressure prevalent in modern life.

4.    APPRECIATION: Recognizing and verbalizing the positive aspects fosters an environment where the human mind operates optimally, countering the tendency to focus solely on negatives.

5.    ENCOURAGEMENT: Replacing competition with encouragement in thinking processes fosters courage and independent thought, moving away from comparative success towards true excellence.

6.    FEELINGS: Welcoming the expression of emotions can facilitate clearer thinking, contrary to the common belief that emotions impede rational thought.

7.    INFORMATION: Basing decisions on full and accurate information is crucial for intellectual integrity and avoiding denial, leading to well-informed, independent thinking.

8.    DIFFERENCE: Embracing diversity and understanding varied lived experiences enriches perspectives, leading to richer, more divergent thinking.

9.    INCISIVE QUESTIONS: Using precise questions to challenge and remove untrue limiting assumptions can unlock fresh, high-quality thinking.

10.    PLACE: Creating a physical environment that communicates respect and care improves clarity and boldness in thinking, reflecting the value of individuals and their thoughts.

Even an unstructured meeting needs some structure. It may not be an agenda, but it should allow time for everyone to participate, for consensus and dissent, and to allow people to reflect and express. In coaching and therapy we talk about being Seen, Soothed, Supported, and Safe. Those may not be the terms used in facilitation but the concept of a safe place and supportive environment is key.

Good facilitation should have outputs and outcomes. These may not be deliverables and decisions that you might expect in a focus group or project team, nonetheless if conversations are important and lessons learned there is a need to have something to help the recollection and the reflection.

Meeting minutes, action plans and verbatim quotes may be unhelpful. Sometimes people may withhold thoughts, feelings and ideas if they feel they are being transcribed. So the aim in some cases is to capture the essence. What is essential is to agree up-front expectations, like for example  "Chattem House Rules".

CHATTEM HOUSE RULES

The "Chattem House Rules" for discussion and debate, often confused with the Chatham House Rule, refer to a set of principles designed to foster open, honest, and respectful dialogue in a group setting.

1.    CONFIDENTIALITY: Respecting the privacy of what is shared in the group, similar to the Chatham House Rule, where participants are free to use the information received but without disclosing the identity or affiliation of the speaker.

2.    RESPECTFUL LISTENING: Encouraging participants to listen attentively and respectfully to others’ viewpoints, even when they disagree.

3.    EQUAL PARTICIPATION: Ensuring that all participants have an equal opportunity to contribute to the discussion.

4.    AVOIDING PERSONAL ATTACKS: Focusing on ideas and arguments rather than resorting to personal attacks or derogatory comments.

5.    STAYING ON TOPIC: Keeping the discussion focused on the topic at hand and avoiding unnecessary tangents.

6.    CONSTRUCTIVE CRITICISM: Offering criticism in a constructive manner, aimed at ideas rather than individuals.

7.    FACILITATION: Having a moderator or facilitator to guide the discussion, ensuring that it remains productive and adheres to the set rules.

8.    OPEN-MINDEDNESS: Encouraging participants to be open to different perspectives and to consider viewpoints other than their own.

Chatham House Rule "When a meeting, or part thereof, is held under the Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed."

These rules are typically designed to create a safe and productive environment for dialogue, promoting a deeper understanding of various issues through civil and constructive debate.

THE BENEFITS OF GOOD FACILITATION

I have been used as a  facilitator for strategy formulation (e.g. Rural Economy Strategy), change-management (e.g.  Incorporation of the Ports), industry engagement (e.g. Visitor Economy Stressing Group for Tourism and Hospitality) and also as part of team-building(e.g. Natural Environment Team). A good facilitator does not have to be an expert in the topic, indeed my experience is they they are better when they are not!

1.    ENHANCED COMMUNICATION: Good facilitation encourages clear, open, and effective communication among participants, ensuring that everyone's voice is heard and understood.

2.    INCREASED PARTICIPATION AND ENGAGEMENT: Facilitators can create an inclusive environment that encourages all participants to contribute, leading to more diverse input and engagement.

3.    EFFICIENT USE OF TIME: An effective facilitator keeps discussions focused and on track, helping the group to use their time efficiently and avoid getting side-tracked.

4.    CONFLICT RESOLUTION: Facilitators are often skilled in managing conflicts, ensuring that disagreements are addressed constructively and do not derail the objectives of the meeting.

5.    BETTER DECISION-MAKING: With a facilitator guiding the process, groups can reach well-considered decisions that take into account diverse viewpoints and information.

6.    ENHANCED GROUP DYNAMICS: Good facilitation helps in building positive group dynamics, fostering collaboration, trust, and respect among participants.

7.    CLARITY AND DIRECTION: A facilitator can help clarify objectives and guide the group towards achieving their goals, providing structure to the discussion or activity.

8.    CREATIVE AND CRITICAL THINKING: Skilled facilitators can stimulate creative and critical thinking, encouraging participants to explore new ideas and challenge assumptions.

9.    EMPOWERMENT OF PARTICIPANTS: By promoting active participation, facilitation can empower individuals, giving them a sense of ownership and commitment to the outcomes.

10.    FOLLOW-UP AND ACCOUNTABILITY: Facilitators can help in establishing action items, assigning responsibilities, and setting timelines, ensuring that the results of the meeting are implemented.

THE ATTRIBUTES OF GOOD FACILITATION

Good facilitation involves a combination of these skills, applied with the aim of creating a productive and collaborative environment where all participants feel valued and are able to contribute effectively towards the session's objectives. My experience as a Coach, Therapy Mentor and Mediator has informed my thinking about this.

1.    ACTIVE LISTENING: Ability to listen attentively to understand participants' viewpoints, concerns, and ideas without prematurely judging or interpreting.

2.    NEUTRALITY: Maintaining impartiality and not taking sides in discussions, ensuring a balanced and unbiased approach that respects all viewpoints.

3.    COMMUNICATION SKILLS: Clearly and effectively conveying ideas, instructions, and feedback, and being able to rephrase or summarize participants' points for clarity.

4.    EMPATHY: Understanding and being sensitive to the feelings and perspectives of participants, which helps in creating a trusting and open environment.

5.    ADAPTABILITY: Being flexible and responsive to the needs of the group, adjusting the agenda or approach as necessary to meet the objectives of the session.

6.    GROUP MANAGEMENT: Managing group dynamics skillfully, ensuring that everyone has a chance to contribute and preventing domination by a few individuals.

7.    CONFLICT RESOLUTION: Effectively handling disagreements or conflicts that arise, using them as opportunities for deeper understanding rather than allowing them to derail the process.

8.    ENCOURAGING PARTICIPATION: Creating an inclusive environment where all participants feel comfortable to share their thoughts and ideas.

9.    PROBLEM-SOLVING SKILLS: Assisting the group in identifying, analyzing, and solving problems or developing strategies.

10.    TIME MANAGEMENT: Keeping the session on track time-wise, ensuring that all agenda items are covered within the allocated timeframe.

11.    PREPARATION AND ORGANIZATION: Being well-prepared with a clear agenda, objectives, and materials needed for the session.

12.    FOLLOW-THROUGH: Ensuring that there are clear outcomes, action items, or decisions from the session, and that these are communicated effectively post-meeting.

13.    CULTURAL AWARENESS: Being aware of and sensitive to the cultural backgrounds and diversity of the participants, ensuring inclusivity and respect.

14.    FACILITATING ENGAGEMENT: Using techniques such as questioning, brainstorming, and group activities to stimulate discussion and engagement.

15.    POSITIVE ATTITUDE: Maintaining a positive and encouraging demeanor, which fosters a constructive and productive atmosphere.


YOUR NEXT STEP

If you're keen on enhancing your team's collaboration and productivity through workshops or facilitation, and believe that this approach can significantly benefit your products, strategies, and team dynamics, we encourage you to reach out to us. Our tailored facilitation services are designed to unlock the full potential of your team, fostering innovative thinking and effective planning. By engaging with us, you'll be investing in a process that not only refines your products and plans but also nurtures a more cohesive and empowered workforce. Don't hesitate to contact us to explore how our expert facilitation can transform the way your team works together towards achieving remarkable results.