As we round out our mini series on effective facilitation, let’s provide you with some tools to help you during those… what do I say now!? moments.
Effective listening is a critical skill for a good facilitator. This involves paraphrasing ("It sounds like you're saying..."), asking open-ended questions ("What do you mean by that?"), and synthesizing ideas ("I hear two ideas; let's link them together"). Skilled facilitators take notes to track opinions, speaking turns, engagement levels, and group feedback. According to a study by the Harvard Business Review, meetings that follow structured facilitation practices see a 30% increase in productivity and a 20% boost in team engagement.
Facilitation is like parrying in boxing or the martial arts. Just as a parry is used to deflect an opponent's attack while maintaining balance and readiness, effective facilitation involves skillfully managing the flow of discussion while maintaining a neutral and balanced perspective.
The truth: Oftentimes, adults are not a fan of facilitated meetings or “being managed.” This is especially true of disruptors, prima donnas, curmudgeons, and even the introverts. Many meetings and interactions go without facilitation not only because we haven’t built the skills, but because of the heat we feel from these individuals. It makes us uncomfortable - even before they open their mouths. And once they open their mouths you’ll often hear: We don’t need a babysitter, I want to still talk, why do we have all these rules - can’t we just talk like adults. Just remember - we embrace facilitation as a tool because 1). we want more effective interactions 2). what we were doing before (just talking like adults) wasn’t getting us what we wanted 3). we want a more collaborative and innovative interaction (not just hearing from the biggest ego in the room).
Facilitation goes beyond staff and team meetings. Facilitation happens throughout life! When you see the helpful tips below, think beyond a meeting and see where you might be able to facilitate more effective communication and relationships.
Here are some helpful tips as you practice being a leader that facilitates:
1. Drawing out quiet members:
"I’d like to hear from someone who hasn’t spoken yet."
"Let's ensure every voice is heard by taking turns."
"Let's go around the room and get everyone’s opinion."
2. Reducing premature criticism:
"Let's suspend judgment until all ideas are on the table."
"Every idea is valuable at this stage; let's hear them all."
"Let's make sure we gather all our thoughts. Who has a different perspective?"
3. Handling repetitive comments:
"We’ve noted that point; let’s explore new angles."
"That’s a great point, and we’ve captured it. What else can we consider?"
"Let's put that idea on the flip chart to remember it."
4. Managing off-topic items:
"That’s an interesting point. Let's schedule time to discuss it later."
"I’ll note that for our next meeting’s agenda."
"Let's add this to a 'parking lot' for future agendas."
5. Helping awkward speakers:
"Take your time, we’re all interested in what you have to say."
"Can you elaborate on that? We’re here to support your idea."
Use supportive body language and prevent interruptions.
6. Validating points in exaggerations:
"So the key issue seems to be _____; let's focus on that."
"It sounds like the main concern is _____; is that correct?"
"The point here is that ________ is lacking."
7. Treating interruptions:
"Hold on, let’s let [name] finish their thought."
"Please wait until [name] has finished speaking."
8. Acknowledging emotions:
"It sounds like you’re feeling very passionate about this. Can you tell us more?"
"I can see this is important to you. Let’s explore why."
"[name], it sounds like you’re feeling frustrated about...Does that track? Would you share your feelings with us?"
9. Probing ideas:
"Can you provide a bit more detail on that?"
"What’s the rationale behind that thought?"
"What do you mean by that? Can you give us an example?"
10. Tracking discussions:
"To summarize, we’ve agreed on these key points..."
"Let me make sure I’ve got this right: [recap]. Is that correct?"
Summarize and check for accuracy.
11. Encouraging participation:
"We’d love to hear some fresh perspectives."
"Can anyone else share their thoughts on this?"
"Who else has an idea?" "Is there another perspective?" "Any stories to share?"
12. Balancing the discussion:
"We’ve heard a lot from one side. What do others think?"
"What other viewpoints should we consider?"
"Are there other viewpoints?" "What other approaches haven’t we heard?"
13. Using intentional silence:
"Let’s take a minute to think about this in silence."
"I’ll give everyone a moment to gather their thoughts."
"Let's take a moment to reflect."
14. Reflecting feelings:
"I sense there’s some concern here. Can someone speak to that?"
"Your comment suggests you’re unsure about this. Can you explain?"
"I sense dissatisfaction here." "Your comment suggests you need to ask more questions. Is that right?"
15. Avoiding groupthink:
"It’s okay to disagree. Let’s explore different opinions."
"I encourage diverse viewpoints. What do you think?"
"You seem to disagree. Is that right?" "I’m afraid people are saying what they think others want to hear. What do you think?"
16. Checking progress:
"Are we making headway on our objectives?"
"Do we need to adjust our approach to achieve our goals?"
"Are we asking the right questions?" "Is this the best way to tackle this issue?"
Leading others with finesse involves facilitation and neutrality. Research indicates that well-facilitated communications can cut down on wasted time by up to 50%, allowing teams to focus more effectively on decision-making and innovation.