Natural Facilitation: How to design better meetings

Who likes going to meetings? Honestly? Good facilitation can make the difference between having a productive and enjoyable meeting, and having to start all over again. As a facilitator, my aim is to create the best possible experience for my client, and for the meeting delegates. Here are some of the principles and approaches I keep in mind when designing meetings. 

How to design better meetings

1 Get to know your client and their needs

You can’t prepare for every eventuality, but building a good working relationship with your client will make it easier for you to work through any difficulties together.

Action

Clarify these questions

• What is the purpose of the meeting?
• What are the key topics and isssues?
• Where do we need consensus and where do we need agreement?

2 Invite the right people

The quality of the meeting outcomes will depend on the depth and breadth of perspectives and expertise in the room.

Action

Strive for diversity and balance. Reach out to experts from different sectors and geographical regions.

3 Have confidence in your approach to facilitation.

Establish what feels comfortable to your client in terms of approach, tools and methods. Then make a case for what works for you.

4 Identify, and share in advance, the critical information that delegates will need to perform well at the meeting

Action

• Don’t assume delegates will have read documentation before the meeting.
• Distribute printed copies of critical information on the day.
• Not printing documents to reduce the meeting footprint could be a false economy. You may save a tree, and lose your meeting.

5 Create a natural working environment

The way a room looks and feels will impact on the performance of the participants.

Action

There are laws against keeping animals in cramped spaces. We should treat people in the same way.

Aim for a room with a high ceiling, natural light, tables and chairs, and, very important, free wall space, where you can hang flip charts. 

You will also need an adjacent free space for different types of activity (either indoors or outdoors). Create evenly spaced table groups of 5-6 or 10-12 depending on the size of the event. Try to get round tables.

6 Be a good host

How you meet and greet participants can have a huge impact on how people behave for the rest of the meeting.

Action

Make delegates feel truly welcome, and special, by having a word with each individual when they arrive. Your subliminal message must be: “I am so pleased to meet you, at this best of all possible meetings. You have all the skills and experience to help make it a success”.

7 Encourage dialogue and networking

Design-in formal and informal opportunities for participants to get to know and learn from each other.

Action

Insist on time for participants to introduce themselves to the group, and to state their expectations. Build two minute time slots into the meeting schedule for participants to talk about their work. After refreshment breaks, twice a day, will help to keep delegates engaged and interested.

8 Take a lesson from Napoleon Bonaparte. Reportedly, one of Napoleon’s tactics was ‘Reculer pour mieux sauter’, which in English, roughly translated, means, ‘Take a step back in order to jump further forward’.

Action

Just when you think you are close to achieving the meeting objectives, things have a way of coming undone. This is actually a sign that the group is fully engaged with the topic, and wants to get things right. The facilitator’s job is to offer the group a process that will help them to clarify the outstanding issues and consolidate their work so far. Be prepared to throw away the schedule for an hour or two. 

9 Learning and having fun

In my experience groups that are learning and having fun, tend to be the most engaged and productive. Notice what energises the group, and work with it. Surprise the group, confound their expectations with questions and observations that nudge them to see and think differently.

How to tell if delegates are engaged and having fun?

If you have followed the principles above then, probably your delegates will be happy as Napoleon. How can you tell? Here some indicators:

• When groups burst into life when given a task
• When groups don’t want to finish working on a task
• When delegates change places willingly
• When there is spontaneous laughter in the room
• When delegates stay in the room long after the meeting talking to each other.

10 Whose Agenda is it anyway?

When a group sticks with a challenging task and gets a good result, they experience a well-earned sense of pride in their achievements. Your job is done.

To paraphrase Lao Tse, when the meeting objectives have been fulfilled, and the delegates think they did this by themselves, the facilitator’s work is done…

How to choose a name for your website

Open the champagne. It's a website!

What shall I call it?

No, I have not had a baby. The only thing I am going to give birth to, soon, is a website about me. And I am trying to choose a catchy name for the eponymous website that will tell the world what a wonderful trainer / facilitator / coach I am. You see the problem? I have now used three words to describe myself, and they don’t explain what I do, or why you should read any more about me.

A catchy strapline

My name is OK. There are not too many Edward Kellows in the world competing for the attention of a search engine. What I need is an elegant strapline that will tell people how creative, flexible and fun I am to work with: how I always deliver on outcomes; and how I help people to discover stuff that they never dreamt they could do, and later helped them to transform their company / relationship / life. And, despite, or because of, my success, I am totally authentic and trustworthy, thanks to my deeply held, and hard won personal values. I sound so good, I think I might even hire myself.

What do I do in one sentence?

How do I explain what I do in one sentence? I google a few trainers and coaches I know, and they use words like facilitate, learning, and change. That’s what I do! I facilitate learning and change. So I think I should definitely say ‘facilitate’ because ‘facilitate’ is a verb, and a verb spells action, and what all my potential clients want is someone who can make change happen.

“Words, words, words” Hamlet II.2

But wait a moment. Everyone who works in learning and development facilitates change. I need to tell people what’s special about me. So, I am creative, and I am fun. I give people space to work things out for themselves. And the reason I do that, is I genuinely believe that change only happens when people get comfortable with who they are, rather than trying to be someone else. I learned that from Mr. Beisser on my coaching course, though I think I knew it already. And the reason why I think THAT is important is that I believe change will only be sustainable if people are given a chance to work things out for themselves. When they do that people tend to take more responsibility for their actions, see?

 Edward Kellow: Fifty Shades of Learning (It was late, I was desperate, OK?)

So I invent some straplines that I think explain what I do, while hinting at my creativity, energy and dynamism:

Edward Kellow: making learning happen (dynamic!)

Edward Kellow: making it happen (sexier, but what do I make happen?)

Collaborative Learning: Steps towards sustainable futures (Too much ‘togetherness’?)

Curious Futures: facilitating learning and leadership (hmm, I like this one)

Collaborative Futures: facilitating sustainable futures (This has a ‘does what is says on the tin’ feel)

Edward Kellow: Leaning into learning (oh dear, no).

And I google them, and each and every one is taken by somebody else. Even ‘Curious Futures’, which is the one I like most, because I have done a lot of thinking about the value of curiosity (see my blog!), and I want my strapline to ‘Lean in’ to the future. Finally, when ‘Fifty Shades of Learning’ pops into my head, I give up.

What about “Edward Kellow: facilitating collaborative learning and leadership”?

Maybe it’s not so bad after all.

i-Facilitation or Open Source? Why facilitators should give learning away

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At a recent gathering of facilitators organized by AMED and the IAF I found myself thinking comparatively deeply. The cause of this creative thinking was a question:

“What are the challenges of building learning capacity in our clients teams and organizations for our profession (facilitators)?”

It took me a little while to understand the question. The challenge seemed to be whether or not facilitators should make themselves redundant by helping their clients to become more effective.

Facilitation to what end?

Idealist that I am, my immediate reaction was to blurt out that people who facilitate learning teams have a duty to develop people, teams and organisations. This line of thinking led me to more questions. What are my principles and values as a facilitator? Why do I facilitate? To what end?

Sustainability or dependency

My work as a facilitator is mainly about building leadership capacity in the context of sustainable development and climate change. If I believe that people are the key to creating a more equitable and sustainable world, then I must be happy when people learn how to do things without me. My approach to learning and leadership is best summed up by a quote from Lao Tse.

“A leader is best when people barely know he exists, when his work is done, his aim fulfilled, they will say: we did it ourselves.”

When I am working with groups I want them to take stuff away and to feel confident enough to use whatever they have found useful. When someone tells me they have used a tool that I taught them and it worked I am delighted. My aim is to get myself out of the way so that people can get on and change the world. Do I want to encourage dependency? Certainly not.

i-Facilitation or open source?

I remember years ago when I worked as a trainer for a charity, quite often our participants would ask for copies of training exercises. This caused a certain amount of angst in the office where I worked. Should we be giving away materials that had been developed for the charity? Were we doing ourselves out of a job?

The discussion at the AMED / IAF workshop made me think about different business models. Something I had read in a biography of Steve Jobs seemed relevant. Steve Jobs had vision of a walled garden where people bought products curated by Apple. Eventually this became i-tunes. What kind of garden do we want to have as facilitators? Closed or open source? Is it realistic to think that we can stop people from using our tools and models unless they pay a subscription to access to our (metaphorical) platform?

 What goes around comes around

I strongly believe that the more you give away, the more you will get back. If someone asks me for a concept or a training tool I am happy to share it. First of all I am pleased to be asked. Probably this means that they found it useful. Secondly, they most likely see an opportunity to use my materials to help their work with another group.  

The fact is most trainers and facilitators use concepts and models that have been developed by someone else. Few of us are so creative that we ‘own’ all our materials. If we want to build a more equitable society, the answer to the question posed at the workshop is a no-brainer. Give it away!

Writing proposals: make it easy on yourself II

Part Two

What do you need to write a proposal the easy way?

Start with your objectives: It’s easy to write the paragraph about your organisation and what it does. This is the equivalent of picking the chocolate chips off the cookie. What you need to do first is write the aims and objectives. This will give you a framework for your proposal and some boundaries. If something is not covered by your objectives, don’t waste space writing about it. Or review your objectives if you think they do not cover what you want to achieve. Then describe what you are going to do, how you are going to do it, and what the impact will be. When you have done all that you will be able to write an elegant proposal summary that will knock the assessors’ socks off.

Ask for feedback Ask your colleagues (Nina in my case), to read what you have written and to edit what you have written. Unless you have a particular reason for writing something in a particular way, accept the changes immediately. Nina looked surprised when I said I liked her changes to my text. Note to self: I must work harder at listening to feedback.

Lay in provisions: Just before we started to write Nina asked me if I would like anything to eat. She brought me a tasty box of baklava. ‘Honey is good for energy’, said Nina, and she was right.

Be realistic:  At 10.00 pm I said to Nina “Please read what I have written so far. If you really don’t like it, let’s give up now and have a beer”. Nina said she liked it. We decided to give it another two hours. Supposing Nina had not liked what I had written then I think I hope I would have had the good sense to say let’s stop because we don’t have time to make it better. Martyrdom when writing proposals is not required.

Take breaks: After a while Nina’s eyes hurt and my back ached. We got up, walked around. I made a cup of tea, Nina had a smoke. Each to her/his own.

Stay focused: Decide the order of the tasks and keep going. When I was worrying about not having the specified number of words for a section, Nina said wisely: “Better to have quality than padding”.

Tell each other what you enjoyed

At close to midnight Nina and were alive and fully functioning. I could not believe the energy we had created just by collaborating on something we both cared about. We told each other how much we had enjoyed working together. We sent each other e-mails congratulating ourselves on our achievement. We swopped texts till the early morning.

Can you fall in love with someone while writing a proposal in an office late at night? I bet it happens all the time...They should make a film about that, maybe Brad Pitt and Angela Jolie could play the hero and heroine...