Do you want to engage a diverse group in a conversation or meeting and get a positive outcome? While what goes on during the conversation or meeting is important, what goes on before getting in front of the group significantly influences your ability to be effective and get the results you want. Let's go behind the scenes and identify five key actions that as a facilitator you must engage in if you want to have a positive outcome.
1. Clarify the desired outcomes. Make sure you understand what you want to gain from the conversation or meeting. It's not just about talking! Do you want people to leave with a shared understanding or commitment to something? Do you want people to commit to something? Do you want to solve a problem? Having a productive conversation or meeting requires that the right people are at the table. Additionally, you need to allocate an adequate amount of time and find a place that will facilitate getting the results you desire. Begin with the end in mind. Let your desired outcomes guide who's invited, how you shape your conversation, length of time, location, and format.
2. Define terms. So what's the conversation or meeting about? Don't assume that everyone has a shared understanding. It is hard to get consensus or a shared understanding about anything if people in your group are thinking about the topic from a different perspective. Think about it- if the group is diverse then their interpretation of the topic will be different. Here are some examples. If you are talking about leaders- then define who the leaders are that you will be directing the conversation- Is it the Board? Senior Management? Officers?, etc. If the topic is about children, what ages are you talking about? If the meeting is about fundraising, what does that mean to your group? Come to the conversation and/or meeting with key terms defined. Put them on the agenda are on your handouts.Affirm understanding about the key terms.
3. Do your homework. Be knowledgeable about the topic at hand. That means doing some research. Find out what has happened in the past either inside or outside the group. If there are 'best practices, use these to guide the conversation. You don't need to reinvent the wheel or make mistakes that others have learned from. With technology, it's easier than ever too access information. And don't forget other people can be excellent data sources. Think about 'who' should I talk to that can help me t a handle on the topic. Gathering information before the conversation or meeting before it happens will save you time. Discovering during the meeting often means there will have to be another conversation or meeting.
4. Determine how you will set the tone. How it starts will influence how it goes. Do you want people to engage? Do you want people to feel valued?Do you want people to be energized? Do you want people to be open and honest? From the moment people arrive, how you have set the environment for the conversation and how you behave, will send signals to the participants and either move them to the place you want them or send them to a place that will make it difficult for you to manage. Make sure everything is in place, operational, and you are prepared to start when your group members begin to arrive. Be sure and check out the space you are using before the conversation or meeting. Some example of things to think about to get you started in setting the right tone. Where will you stand? Where will people sit? How will the room be arranged? What tools and equipment will be needed? Do you need to provide any form of nourishment? Develop a checklist, follow it, and make sure you are ready to go at least 30 minutes before the appointed time. That means arriving at least 45 minutes before start time.
5. Consider the culture of the people who will be participating. Everyone has a culture and their organization does too,That culture will influence their decision making and actions. Make sure you get as much information as you can about the people you will be participating in your conversation and are meeting. Demographics are good starters- age, gender, sexual orientation, race/ethnicity, position, length of time in organization or community, etc. Your knowledge of participants culture should influence your decisions about (1) what refreshments are served. A health conscious group won't be excited about all sugary snacks; (2) your decisions about time.Some cultural customs and traditions will influence when you host your conversation or conduct your meeting and may require specified time breaks that will need to be taken into account when developing your agenda; (3) location of the conversation and meeting. You want participants to feel welcomed and comfortable so where the conversation/meeting is being held is essential; (4) how you communicate, to include what words you use, who you talk to and what methods you use. These are only examples. Remember culture impacts everything!
Preparation is key to being an effective facilitator. Getting your desired results starts "behind the scenes."
These are very practical things that many facilitators overlook resulting in them not achieving optimal results. This is great advice and I thank you for sharing.
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