Facilitate the Discussion

Do you know the core responsibilities of a facilitator?

The word, “facilitate,” means “to make easy.” A facilitator’s job is to make it easy for team members to do three things:

1. Participate
2. Follow a logical process/follow the agenda
3. Adhere to team rules

As a facilitator, the first thing you need to do is observe the group. Are one or two people dominat­ing the discussion? Who has influence? What messages are being sent by body language? Are people holding back their true feelings? Are some ideas being rejected without proper consideration? Is the team making progress?

The answers to these questions help you understand the team dynamics and provide insights into the types of interventions that will help the team be more effective and efficient.

1. Participation

The goal in most meetings is to get everyone involved. Give all team members a chance to state their views. Some of the techniques that facilitators use to engage all team members include:

• Questioning: “Sue, what’s your opinion of this option?” “Mike, could you define what you mean by “best‑in‑class?”
• Probing: Ask questions that get at the feelings behind the facts. “How do you think the customer would feel about the delay?” “What does our new mission statement mean to you?”
• Extension Technique: Ask people to build on the comments made by others. “That’s interesting. Could someone add to Joe’s com­ment?” “Jason, what would that look like if we were to implement Maria’s recommendation?”

2. Follow a Logical Process/Follow the Agenda

The second area you need to focus on is the process or agenda the team is following. Consider what happens at the typical problem‑solving/decision-making meeting?

The process involves several steps including:

1. Defining the problem
2. Collecting and analyzing data
3. Generating alternatives
4. Evaluating and selecting an alternative
5. Implementing

It’s not uncom­mon to have team members on different steps. For example, one team member may be at Step 1 trying to define the problem, another at Step 3 discussing options, and another at Step 5, having already made his or her choice.

Little progress is made when people are not aligned. It’s easy to see how people can get off track.

You need to help the team determine what step they are on and resolve that step before moving onto the next. The same approach applies to following a meeting agenda. Your job as facilitator is to makes sure the agenda is followed and the discussion stays on track.

Productivity improves when the group system­atically works through each process and agenda item.

Some of the techniques that facilitators use to help the team members stay on track include:

• Focusing: “What step are we on? “What the desired outcome regarding this agenda item?
• Linking: “How does the new testing requirement im­pact our production schedule?” Establish relationships among different ideas that emerge from the group.
• Checking Agreement: “Does everyone agree with the way the problem is stated?” “Is there any opposition to this decision?”

3. Adhere to Team Rules

Most teams have a few basic rules such as “One person speaks at a time.” “Don’t hold back; say what’s on your mind.” “Strive for consensus.” “Start and end meetings on time.” The right rules can help teams be more productive and efficient.

But teams don’t always follow their own rules. You can use the fol­lowing techniques to reinforce team rules:

• Reminders: “You all agreed there would be no side conversations.”
• Asking Questions: “Is everyone listening?” “Is there consensus on this decision?”
• Providing Feedback: “You were 10 minutes late in starting today’s meeting. How do you feel about that?” “There seems to be little energy in the room regarding this initiative. Why is that?”
• Doing Process Checks: “Let’s have everyone evaluate how well we are working to together and following our rules.” “What is one thing we could do to improve?”

Another skill that is required to be good facilitator is judgement. You need to know when to intervene and when to remain silent. There are times when it’s best to see if the team can work through and resolve an issue on their own.

When they succeed, it’s important to recognize and reinforce their success. Then ask, “What did you learn from that experience?”

Summing Up

Start by observing the team in action. Determine the areas where you can help team members contribute their ideas, stay on track, and follow their own team rules. Help the team become more effective and efficient.

Paul B. Thornton is an author, speaker, and trainer. His latest books are “Leadership: Perfecting Your Approach and Style: Adjust as Needed!” (October 2020) and “Leadership: Finding Your Sweet Spot: Move From Being a Good Leader to a Great Leader” (May 2020).