ROAD MAP FOR FACILITATION SUCCESS

The common perception is that a good facilitator spontaneously makes the right things happen.
In reality, the best facilitators have done a good deal of planning. The spontaneity comes in
deciding, when the unexpected occurs, whether to stick to the plan or to deviate to meet a group
need, or deal with new information, etc.
A good plan is the foundation of a successful session.

THE FACILITATION MAP

Opening

Clarifying Objectives

Clarifying the Role of the Facilitator

Overview of Agenda and/or Process

Developing Working Agreements

The Body

Recap Outcomes

Confirmation of Consensus and Next Steps

ROADMAP FOR FACILITATION SUCCESS (cont )

Opening
The opening is the first few words that the facilitator says. They do not have to be profound or
witty, but should be planned to begin to set the tone of the meeting and to develop a rapport with
the group. A good opening gets the group attention, begins to develop the facilitator
credibility with the group and, very importantly, builds the facilitator confidence. Consider the
purpose of the meeting and the personality of the group in deciding your opening comments.
Clarifying Objectives
Caution never assume understanding of objectives.
Present a brief statement of objectives, preferably in written form on an overhead or a flipchart.
Tip: Post the objective. Refer to it during the meeting as a process check. For example, et
remind ourselves of our objectives. Are we on track? s what we are discussing relevant? Have
we met our objective?etc.
Clarifying the Role of the Facilitator
Clarifying your role helps ensure that participants have realistic and appropriate expectations of
you. It is important to describe what you are there to do and what you are not there to do. For
example, am not here as a content expert. My task is to help ensure that you successfully
achieve your objectives by working together in a highly effective way.
In addition to describing your role in general, this is an opportunity to prepare the group for the
interventions you might use. For example, f the discussion wanders away from the agreed
upon objective I will pull you back on track,or f someone is talking a great deal and others
haven had the opportunity to be heard I will ask that comments be abbreviated and invite
others to participate. You might add that you will attempt to be sensitive and flexible.
Facilitators often worry about participantsreaction to their intervening, particularly when
facilitating a group of peers or a group in which more senior members of the organization are
participating. Stating what participants can expect from you up front allows you to intervene
more confidently.
Overview of Agenda and/or Process
Present an overview of the agenda or the steps in the process. This ensures that everyone knows
what to expect. They understand not only the destination (objectives) but how the group will get
there.

ROADMAP FOR FACILITATION SUCCESS (cont )

Developing Working Agreements

Working agreements are guidelines developed by the group as to how they must work together to
create a positive, productive process. Working agreements describe positive behaviors that,
although basic, often are not automatically demonstrated in group processes. For example, an
agreement might be e all agree to participate fully. Agreements are the facilitator power
tool. Through working agreements, the group empowers the facilitator to lead them accordingly.
Like the objective, agreements should be posted for easy reference during the process.
The Body
The Body is the part of the process in which the group tackles its task. The Body includes group
discussion, problem solving and decision-making. Most of the meeting time will be spent in the
Body and it is here that the facilitator will apply most of the tools presented in this program.
However, each of the other steps strongly influences the success of the group process and the
quality of its outcomes.
Recap Outcomes
Recap outcomes briefly but with sufficient detail to ensure common understanding.
Capture commitments to action on a flipchart or an overhead.
Confirmation of Consensus and Next Steps
Be concise but include sufficient detail to ensure common understanding.
You have recapped the outcomes and now will check again for consensus. You will already have
checked for consensus in the Body. The recap, however, occasionally brings misunderstandings of
the decision to light and therefore reconfirming consensus is important.
Also confirm next steps-- here do we go from here?

Copyright 2000 by The McGraw-Hill Companies, Inc.