Facilitation Skills and Why You Need a Facilitator + Facilitator Training

The live communication process is not always as beautiful as in the picture. To cope with all the challenges of the outside world and turn them into benefits, you need several components:

• Completeness of information.
• Creative thinking.
• Group diversity.
• High degree of involvement.
• The use of constructive conflict, which is necessarily present when searching for a way out or solution.

Facilitation with all its variety of varieties, methods and variations can cope with this task When looking for a way out, it is enough to choose the most suitable format - dynamic facilitation, brainstorming, graphic facilitation - and use the services of a facilitator.

A facilitator is a person who can organize the work of a group so that it reaches a result. It provides structure and guides the discussion. He knows how to use facilitation techniques, knows the methods of facilitation and knows how to ask “magic questions” that help those gathered to find the solution they need . Such a person will be able to help an interlocutor, a client, or a group of people pay attention to things that they themselves would not think about.

The facilitator does not give advice or instructions. All he does is direct attention to different aspects of the issue at hand and organizationally help participants come to decisions using their own (not the facilitator's) experience and intelligence.

Does it ever happen to you that you got together to discuss one thing, but during the course of the conversation the conversation deviated from the topic and never came to anything? Or is it like this: the discussion has reached a dead end, everyone is exhausted, and left with “nothing”? The facilitator knows how to help the group find an answer to the question posed , and not just “talk about everything.” He monitors the progress of the discussion and helps participants not to deviate from the goal and distribute their forces wisely .

Social preconditions

The word itself in direct translation means to facilitate, help, promote. Petrovsky’s dictionary explains how to increase the productivity of activity by updating in the mind the image of another person acting as a rival or observer. It turns out that to find a better solution, another person is psychologically needed. This person is the facilitator.

In 1965, after an article by Robert Zajonc with ideas about social facilitation, a new direction of research in the social psychological field emerged. During the work, it was discovered that the presence of an observer helps in any activity. These findings became the basis for the emergence of the process of group facilitation.

Features and Examples

As a structured method, the facilitator creates the event along with the client before it even begins. Any interventions that will be used are also planned in advance.

Self-organizing dialogue is characterized by the creation of a workspace by the participants themselves, although the general scheme for launching the process and time periods is formed by the leader.

In the future, the implementation of the technique is characterized by spontaneity.

Social facilitation and inhibition

The opposite psychological phenomena of inhibition and facilitation are observed in several groups simultaneously, under the same conditions.

In this case, inhibition is characterized by a deterioration in the activity of the individual who came under the influence of the observer, when facilitation presupposes the presence of observation from the outside, which causes an increase in productivity in all members of the group.

The paradoxical effect was described by the American psychologist D. Myers, who identified several reasons why this happens:

• Mood. Poor health or various negative attitudes among participants, although they cause inhibition, at the same time significantly enhance the impact of facilitation.
• Fear of assessment . The presence of unfamiliar individuals, or those people whose opinions are authoritative for the participants, can increase productivity and excitement in one group, and increase inhibition of activity in others.
• The presence of a different gender in the group . Thus, men and women are capable of making mistakes in solving complex problems when there are observers of a different gender in the group, which is explained by the inhibition effect. Facilitation only enhances the quality of execution and increases productivity.

The effect of social inhibition and facilitation can manifest itself even when other individuals act as observers not in real life, but in the imagination.

Experimental research by R. B. Zayonets indicates the emergence of facilitation and inhibition based on biologically based premises.

Thus, using cockroaches to navigate the maze, a relationship was identified between the speed of passage between individuals of the opposite sex, based on the presence of insect observers.

Social facilitation and laziness

The effectiveness of facilitation in the activities of a specific group increases when the magnitude of the contribution of each individual in solving a common problem is assessed and recognized. Social loafing is a cognitive phenomenon that was first studied by the French professor M. Ringelmann.

The psychologist conducted a series of methodological experiments in which participants had to pull a rope and lift certain weights.

He concluded that the larger the group, the less effort required for each participant. This is why there is a psychological effect of decreased motivation and responsibility, otherwise called the laziness effect.

Facilitation in various activities

Facilitation in psychology is a technique that can be used in almost all types of group interaction. The classification of activities depends on the surrounding characteristics and the main purpose of use.

Facilitation as an educational activity is actively developed by the Western school of psychology. In the context of a methodological phenomenon, many psychologists propose its use in pedagogical systems.

Many studies point to increased interest, motivation, and decreased laziness when facilitation is introduced into classrooms.

Why Facilitation is Effective for Group Discussions

Non-standard methods of group activity give more effect than the usual ones. Therefore, for example, corporate business games are becoming widespread, which speed up the achievement of the desired results. For the same reason, they conduct business games for managers on building models .

If a business game for employees allows modeling through the use of certain methods, then facilitation allows one to look for solutions to problems through the external presence of an observer . Facilitation helps the group more effectively discuss a complex problem and facilitate internal interaction.

Considering that during the course of facilitation, participants learn to independently find answers and get used to conducting constructive and effective discussions, facilitation can be considered learning how to conduct a discussion.

The purpose of facilitation is to find answers to business needs, for example, generate ideas, clarify tasks, select, build a plan. Facilitation products are solutions recorded on paper, electronically or in photos.

Reasons for the audience effect

The audience effect is a psychological phenomenon that is characterized by a change in the behavior of one of the participants in favor of another, in the presence of an outside observer.

In modern practice, it is believed that negative or positive influence on an individual arises from psychological arousal in the group. The most popular reason for the effect is the influence of an authoritative and competent person who is able to make a value judgment.

Moreover, the more experienced the individual, the stronger the impact. Also, competitive and cooperative activities have a great influence on the possibility of developing the audience effect, while the large number of observers only enhances it.

Boundaries of the facilitator's role

Many people ask, can a team member be a facilitator? Cannot - The facilitator has no voting rights and does not serve as a stenographer, logistician, or administrator. He also does not perform the functions of an arbitrator and is not responsible for the quality of decisions made, as well as for their execution.

The facilitator observes, focusing on the following:

• Monitors how participants discuss.
• Supports constructiveness.
• Avoids conflicts between participants.
• Supports the expression of every opinion.
• He gets into the essence of ideas, but does not impose his thoughts.
• Gives equal attention to everyone, regardless of rank.
• Stops categoricalness, devaluation, arrogance.
• Adjusts the initial plan if necessary.

Key points

To be effective, a facilitator must know when to take the lead and when to remain neutral and not interfere. This balance is quite difficult to maintain! The key success factor is experience and proper preparation, during which the process should be planned in advance and management steps should be thought through. In addition, the focus should remain on group dynamics and results rather than on intermediate issues and individual opinions.

Facilitating discussion is a fun, rewarding and important role. Successful writing will require time to think about the process and the topic. It also doesn’t hurt to master the skills necessary to host the event and complete it successfully. Being a facilitator is a responsible activity that you can be proud of. And if you successfully master it, you will enjoy the flow of ideas and successful results.

Examples of facilitation

Here are some examples of ways to conduct facilitation.

“Open Space” Methodology

The author of the technique is Harrison Owen. The technique is used in a situation where a large group of people needs to answer a large number of private questions or solve a certain number of private problems on one topic.

How does this happen. Those present are seated at a round table, the facilitator explains the essence of the methodology, and this is where his active participation ends. Everyone presents their question/problem and writes down key words on the board containing the essence of the question, time and date. This means the person who proposed the question is ready to start discussing it. After everyone has proposed their topics for discussion, marking them on the board, opposite each question, those present who want to discuss this issue write down their names.

After this stage, the “self-organized seminar” begins. The first participant goes to the board and invites to a discussion, and all participants go into groups to discuss different issues. You can apply the “Law of Two Legs”: someone who understands that his role in the discussion is weak and is not bringing benefit freely leaves one group and joins another group where they are discussing a more relevant issue for him.

When time runs out, the authors of the questions record the answers and solutions found. The document is posted in a visible place, everyone has the opportunity to familiarize themselves with it. Thus, in a few hours you can collect a large number of opinions on a topic . At the same time, the team feels like a single whole in this process, which in itself is a useful experience. In some cases, this is the first time a particular team is experiencing such an experience of belonging.

Foresight technique

The technique was developed by Marvin Weisbord. It is used in cases where a large number of people gathered must create a picture of the future, develop scenarios for the situation based on existing experience and past precedents. According to this scheme, it is customary to hold civil meetings in German communes. A special feature of the “Foresight” or “Future Search” methodology is the ability to unite heterogeneous subgroups and develop a single solution. A company in search of a solution can bring together employees, customers and suppliers into one group, and using this technique, find a solution that suits everyone.

How does this happen. Often the event is divided into two or three days and involves six steps:

1. Retrospective look. Analysis of past periods in a positive way.
2. Identification of trends of different nature and scale.
3. Assessment of the current situation after pre-formulated criteria by the whole group.
4. Creation of a “picture of the future” through joint efforts.
5. Search for common goals - realistic or ambitious.
6. General solution and step-by-step plan.

The resulting picture is based on the past, which can be used for the future. This creates a dream that is not divorced from reality and allows you to believe in yourself.

Methodology "World Cafe"

The approach was developed by Juanita Brown and David Isaacs. Suitable if you need a high degree of freedom and release of the creative potential of the participants.

The technique will be appropriate if a large number of participants need to exchange knowledge and experience on a topic and collect as many impressions, ideas, opinions and assessments as possible.

This method, for example, was chosen by the ManGO! Games to organize networking for participants of the PRO Catalysis Forum 2019 conference.

The result of such facilitation is a general “picture of the world”, collected fairly quickly, and a snapshot of the general opinion on the topic.

Typically, work using this method takes 2-3 hours. Often, to implement the technique, tables are used, covered with paper, on which ideas are written down and notes are made. Participants can move between tables when a new discussion circle is announced. Each table is served by a moderator who records the best ideas and opinions. At the end of each round, the moderator summarizes the results into a general mini-presentation.

The World Café engages participants, so those in attendance often become engrossed and difficult to pull away from the discussion when it comes time to move from table to table. The facilitator controls this process and suggests when it is time to move on to another discussion. Sometimes he has to work hard to pull participants away from the conversation.

At the end, the facilitator organizes the final part - presents the results and summarizes. They may be accompanied by awards for the best, announcement of rankings, or a final presentation of the results.

Appreciative Inquiry Methodology

The technique was developed by David Cooperrider and Diana Whitney. The essence of the methodology lies in the translation of the name Appreciative Inquiry - “research for a correct understanding of value.” In other words, fast and positive modeling of the future.

How does this happen. The event is built around four “Ds”:

• Discovery. Voicing the positive essence of the problem. Finding answers to the questions: what did we do? What did you do especially well? Where and how did we achieve success? What was the basis of success?
• Dream (Dream). Visualization of prospects and unlocking their potential. What more can be achieved on this basis? What is our wildest dream for ourselves?
• Design. Realistic painting project. What do we want to implement? What kind of future do we want?
• Destiny. Planning. Who will take on what? What steps are we planning and for what time frame? What else is important not to forget?

The facilitator helps participants remain realistic and not get carried away by unrealistic dreams.

Recording results

Last but not least, the coordinator’s responsibilities are to analyze and record the results, bring them together, and communicate them to the participants so that they can subsequently apply the results in practice.

The key to successful recording of results is being absolutely clear about what will be recorded, how and by whom. It should be ensured in advance that participants are 100 percent aware of their responsibilities, regardless of how involved they are in the process.

Note:

When we talk about the responsibilities of a facilitator, the role that most often comes to mind is the recording function. We imagine a person standing in front of an office easel, holding a marker in hand and always ready to furiously write down all the ideas and important remarks spoken out loud.

Yes, this is a really important feature. However, it should be remembered that in order for ideas to flow like a river, it is important to competently plan the entire process of discussion, as well as control its progress and guide the participants. And these are also the tasks of the facilitator. So you can stock up on a bunch of paper and markers, but if the meeting is not well planned and controlled, those markers and paper may not be needed.

If you are a facilitator, there are a few important things to keep in mind:

• You are responsible for ensuring that participants hear, see and understand the information presented. Make sure that everything that happens is clearly under your control. If you have doubts about something, you should immediately record it and think about it later.
• Try to write everything down in the group's words, and if in doubt, ask them to repeat it and explain.
• Make sure all decisions and actions are recorded. To do this, you can involve an additional person - this will make it easier to focus on the group and the discussion process.
• When writing down ideas and solutions, you should double-check them with the group to ensure that the information recorded is not distorted in any way and is a fair reflection of what was expressed.
• Remind participants of the topic being discussed, keep key points focused on them, and move the discussion forward.
• If you are in doubt about any information, ask for clarification before continuing the discussion.
• Make sure that at the end of the discussion, issues that were put aside for later are worked out and only then bring the meeting to a successful conclusion.

Useful book: 45 facilitator tools. Techniques for organizing group work. Author: Christina Tishina. A book for those who want to learn professional techniques to create a WOW effect in your sessions.