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FACILITATION OF
BEST PRACTICESEffective, Efficient, and Enjoyable Meetings
Nicole Strong
Forestry and Natural Resources Extension
Oregon State University
nicole.strong@oregonstate.edu
Your Meeting/Team Experiences
• The Good?
• The Bad?
• The Ugly?
Photo: joycarole.com
Role as a Facilitator
• “to make easy”
• It’s all about process
• How are decisions made?
• How will you include everyone?
• How will you intervene when things start to fall apart?
• Make sure everyone is heard and that information is
recorded accurately
• Articulate next steps
• Focus on PROCESS, not CONTENT
What meeting format?
Depends on your goals
Do you need to
brainstorm, vision,
prioritize?
Vote, reach consensus?
Before the meeting - Objectives
• Explain why the meeting is being
held and what will be
accomplished.
“The purpose of this meeting is
to develop collaborative
recommendations based on
desired conditions for issues
related to NEPA planning areas
within the Deschutes
Collaborative Forest Project
(DCFP) landscape.“Photo: delcor.com
Before the meeting - Agenda
• State items in action
terms
• Assign a time limit
• Assign someone to lead
discussion of each item
Before the meeting – Party Planning
• Make room arrangements
• Snacks + drinks?
• Arrange for note taking, co-
facilitators and process for
distributing notes
afterwards
Before the meeting - invite
• Send out in advance:
• Agenda
• Directions
• Parking
• Last meeting minutes
• Supplemental materials
• Make sure your member list
is up to date
You can’t do it all
• Facilitator
• Note taker
• Lets you focus on process
• Time keeper
• Start and end on time
• Breaks
During: Group Agreements
Ground Rules • Guidelines on how your committee will function
• Should improve effectiveness and efficiency
• Should minimize confusion, disruptions, and conflicts that take away from the real work.
• Each committee should discuss and agree to its own ground rules
• Ground rules should be reviewed and updated annually as new members join
Sample ground rules ?• Start and end on time
• Cell phones off
Parking Lot
Photo: blogs.dickinson.edu
• For the non-related topics
• Helps keep focus/flow
• Assign time for parking lots
topics/conversation
Being Inclusive
• Might need to tweak
process
• No critiquing brainstorm
ideas
• Small groups, individual
written submissions
• “Think, pair, share”
• Asking open questions
Active Listening
Facilitator Tool Kit: A Guide for Helping Groups Get Results. University of Wisconsin-Madison
Can you live with this
Consensus
Voting
How will you come to agreement?
Group Brainstorming Techniques
• Structured
brainstorming
• Unstructured
brainstorming
• Affinity process
Potential Influences
• Physical
• Professional
• Group “frame of mind”
– 100 mile rule
• Facilitator “frame of mind”
Wrapping up the meeting
• Summarize decisions at end
• Agree on action: what, who,
when?
• Next meeting date
• Evaluate the meeting
After the Meeting
• Distribute notes
• Make sure participants are
aware of next meeting date
• Communicate as needed to
ensure actions happen as
agreed.
Next up… Trouble shooting
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