Are
You a Facilitator?
--- Meetings need facilitators.
--- You could be a facilitator.
--- Skills required to be a facilitator.
--- Staying neutral is important.
--- How to handle multiple roles.
Paying Attention
to Group Dynamics
--- The dynamics in your meeting group can impact its success.
--- You need to identify the particular dynamics in your meeting's group.
--- Design your meeting and choose tools to help the group be successful.
Administrators Desk Features
"Principal" Columnists
Don’t miss these regular columns: Pete Hall
Award-winning young principal confronts the challenges of the job. Evelyn Cortez-Ford
Tips for coaching teachers to become leaders. The Principal Poet
Mr. Ivan's poems should ring familiar to all educators. George Pawlas
Improve school-community relations with PR strategies that work. Sandra Harris
"BRAVO Principals" Build Relationships with Actions that Value Others. See more columnists.
Principal Files
School leaders share their best ideas with one another.
Pawlas on PR
Dr. George Pawlas offers quick tips, fresh ideas, PR inspiration.
Take Five...
1-2-3-4-5 tips on a wide range of principal topics.
Principal Ideas
More great ideas from principals. Share yours too!
Stages of
Group Development
--- Groups move through four stages of development.
--- Each stage calls for a different approach from the facilitator.
--- Groups can occasionally circle back through earlier stages.
Is a Meeting Necessary?
--- Don't waste everyone's time, including yours, on unnecessary meetings.
--- If you don't need interaction among people, you don't need a meeting.
--- Telling people something they can read isn't a good reason for a meeting.
--- If you bring people together in a meeting, engage them in a useful activity.
Meeting Purpose and Desired Outcomes
--- A purpose statement should explain why the group is meeting.
--- A clear desired outcome statement defines a specific, tangible accomplishment.
--- A clear purpose and desired outcomes will help keep your meeting on track.
Three Elements of Good Meeting Design
--- Every good meeting needs a clear opening to start off on the right foot.
--- Every good meeting needs a closing to affirm agreements and set next steps.
--- The task of the meeting is all the meat in the middle of the sandwich.
--- It is very messy to eat a sandwich without the bread to hold it together.
Getting Your
Meeting Off to a Good Start
--- The meeting opening should get everyone off to a good start.
--- Openings can be short or long, depending on the needs of the group.
--- Openings include: introductions, agenda review, roles, ground rules.
--- Create a "parking lot" -- a place to keep ideas that are important,
but off topic.
Clear
Ground Rules Support Good Process
--- Ground rules clarify expectations for behavior and procedure.
--- Establishing ground rules up front prevents problems later.
--- The whole group needs to agree to the ground rules.
--- Referring to the ground rules can help solve problems during the meeting.
A Meeting
Closing That Leads to Action
--- Be sure everyone has the same understanding of end-of-meeting agreements.
--- Create next steps: make assignments and assign time frames.
--- Celebrate what the group has accomplished.
Completing
a Good Closing
--- It is important to learn how to make your next meetings better.
--- Groups need encouragement to see the progress they are making.
--- A group that has worked long and hard together needs a personal closing
at the end of the project.
The "Meat"
of the Meeting: A 3-Step Process
--- The three steps in most groups' process answer the questions: What
is the problem or situation? Where are we going? How can we get there?
--- You can't generate a solution without agreement on the goal and the
problem first.
Three
Ways to Work With Ideas
--- Generating ideas means creating a list of possibilities without evaluating
them.
--- Evaluating ideas means measuring the worth or appropriateness of the
ideas.
--- Deciding means coming to a conclusion or agreement on which ideas
to choose.
--- You may do all three activities in each step of the process: problem,
vision, solution.
Choosing
the Right Tools to Achieve Your Meeting Goals
--- Pick a tool that is appropriate for where you are in the process steps.
--- Look for a tool that will generate the type of product you want, the
outcome you desire.
--- Find a tool that will be most helpful for your group's characteristics.
Brainstorming:
The Basics
--- Brainstorming is a group of tools for generating ideas.
--- There are variations of brainstorming to suit different situations.
--- The key rule in brainstorming is that evaluation is not allowed during
the process.
Variations
on Brainstorming
--- Pick the variation that best suits the nature of your group.
--- In a group that works easily together, Popcorn Brainstorming is easy.
--- In a group with some quiet people, Subgroup Brainstorming may help.
--- Try One-at-a-Time Brainstorming if you are struggling with a few loud
voices that are drowning out the rest.
--- Are participants afraid to raise ideas? Sticky Note Brainstorming
protects anonymity.
Graphic
Brainstorming: Brain Mapping (Mind Mapping) and Fishbone Diagram
--- Use a visual method of brainstorming to stimulate new ways of thinking.
--- Use brain mapping to break out the steps of a task or pieces of a
concern.
--- Use a fishbone diagram to get at the causes of a problem.
Generating
Ideas: Picture It!
--- Use "Picture It" during the idea generation portion of a discussion.
--- Use Picture It to look at an issue in a new way, to give group participants
an opportunity to express feelings, or to help define a situation that
is hard to put into words.
--- Remind the group that this is not an art project: when illustrating
ideas, simple figures and symbols are fine.
Analyzing
a Situation: SWOT Analysis
--- Use SWOT analysis to determine where a group or organization stands
and what it might need to work on in order to get where it wants to go.
--- Create a safe and open environment so people can respond candidly.
--- Make time to reflect on and decide what to do with the results.
Visioning
the Ideal: Wish, Want, Wonder
--- Use this tool when you want to change the energy of a group that is
stuck in complaining mode.
--- Remind everyone to start every sentence with either "I wish," "I want,"
or "I wonder."
--- Coach people who are having a hard time switching a negative thought
to a more positive one.
Defining
the Vision
--- Use the "Defining the Vision" activity to create a specific image
of the ideal.
--- Use "brainstorming rules" as participants define their visions.
--- Those uncomfortable with visualization can still join the discussion.
--- Respect and work with differences in vision that emerge.
Evaluating
Ideas: Multivoting
--- Use multivoting to narrow down a large list of ideas
--- Make sure everyone is using the same criteria as they vote.
--- Multivoting should not be used to circumvent important differences
or conflicts.
Evaluating
Ideas: Pick 3 - Drop 3
--- Use Pick 3-Drop 3 as a way to narrow down a list of brainstormed ideas.
--- This method identifies highest and lowest priorities on a list.
--- It's okay to have both red and green marks on any given item/idea.
Evaluating
Ideas: Pro - Con Sheet
--- Use a pro-con sheet when looking at the reasons for and against a
particular idea or action.
--- Remember to ask for guidance if you are not sure where a person wants
to place their comment.
--- Use standard brainstorming rules and practices.
Evaluating
Ideas and Deciding: Nominal Group Technique
--- Use the nominal group technique to give each person an equal voice.
--- Invite comments, but not discussion.
--- Don't use the nominal group technique to avoid important differences
or conflicts that require group discussion.
Making
Decisions: Voting and Super-Majority Voting
--- Use voting when the issue requires a quick, definitive answer, or
when it is required by law.
--- Be aware that voting may create disaffected losers.
--- Be sure that the question to be voted on is clearly stated.
--- If the issue is sensitive, use ballots rather than a show of hands
or voices.
Making
Decisions: Levels of Consensus
--- Using levels of consensus streamlines the group-agreement process.
--- Remember to listen carefully to those who would like to express a
concern or a caution.
--- It's a good idea to ask if there is need for further comment or discussion.
Making
Decisions: Stoplight Cards and Thumbs Up
--- Use stoplight cards and thumbs up when you want a general
understanding of people's viewpoints.
--- These methods are good when you need to move quickly through a decision-making
process.
--- "Thumbs up" is good method to use on the spot, because it doesn't
require preparation.
Making
Decisions: Sharing Your "Sense of the Group"
--- Listen intently to each individual; also listen for any agreement
that is building in the group.
--- Don't let your own opinions influence your summary of the sense of
the group.
--- Remember to check your summary with the group.
--- Be open to making changes to your summary in response to the group's
input and reaction.
Long-Range
Planning
--- A group needs good information on which to base its planning, including
a strong understanding of the current situation.
--- Next, a group needs to develop and agree on the vision and the goals.
--- A plan for how to achieve the goals needs specific tasks and time
frames; a specific person must be responsible for each task.
Maximizing
a Group's Potential: Encouraging Participation and Energy
--- To have an open discussion, group members need to be comfortable with
one another.
--- Warm-up exercises can help people get better acquainted.
--- Additional exercises can restore and/or renew the group's energy.
Maximizing
a Group's Potential: Hearing from Everyone
--- You need to ensure that everyone is getting a chance to speak.
--- Make "space" for everyone by asking each person for his/her idea(s).
--- Give people more "air time" by starting with small groups.
Keeping
the Group on Track: Preventative Measures
--- Meetings stay on track best when everyone understands and agrees about
where the meeting is going and how you will get there.
--- Put a written purpose, desired outcomes, and agenda flipcharts in
front of the group to keep it focused.
--- Establish a "parking lot" to hold topics that are unrelated to the
discussion at hand.
--- Create ground rules that support sticking to the agenda
Keeping
the Group on Track: Refocusing a Meeting That Has Drifted Off Course
--- Meetings go off track despite all the best preparation.
--- Being on track doesn't mean each moment is regimented; it means you
are moving toward your goal within the timeframe you have established.
--- Analyze why the meeting is off track.
--- Choose an appropriate intervention to bring the meeting back to its
purpose.
Managing
Conflict in Groups
--- Some conflicts are preventable; others are an important part of the
group process.
--- Conflict is made up of a problem plus emotion; therefore, tend the
feelings as well as the problem to resolve conflict.
--- When a conflict emerges, remember to listen, summarize, seek common
ground, and then focus on problem solving.
Intervening
in Non-Productive Individual Situations
--- Intervene to keep meetings positive, productive, safe, and on task.
--- Focus on keeping the dignity of the group and the individual participants
intact.
--- Use subtle interventions if possible; escalate to stronger interventions
if necessary.
Intervening
in Non-Productive Group Situations
--- Intervene to keep meetings positive, productive, safe, and on task.
--- Focus on keeping the dignity of the group and the individual participants intact.
--- Use a four-step process of intervention.