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Facilitation The TAB Facilitation Process and
Techniques
The Art of Facilitation
At the conclusion of this module you will know:The TAB board meeting structure.How to integrate new members.How to maintain the vitality of your boards.How the first board meeting is different.How to manage the board’s group
dynamics .Identify signs of resignation and what to do.
Group and Board Dynamics
Group Dynamics
Getting to Know Defining Relationships Working Together
Form Storm Norm / Perform
PoliteGuardedObservingHighExpectations
TestingChallengingArguingDebatingConflictDoubtConfusion
Cooperation RespectCommunication IntimacyCollaboration TrustSynergy
TABenos
TABenos Guard
Cover the TABenos list with all new board members.
Appoint a TABenos guard at every meeting.
The TAB Meeting Process
Days to Hold TAB MeetingsSun Mon Tues Wed Thurs Fri Sat
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30 31= Best Days
Hosting a Board Meeting
Members take turns hosting board meetings: At their location At a nearby location At another member’s location
Hosts provide the refreshments.Hosts conduct a tour of their
facilities.
Meeting Handouts Meeting agenda Roster of current members Meeting evaluation form Name tags or tents TABenos list Other information for the
meeting Private coaching session
calendar Meeting calendar
The Meeting AgendaOpeningBrief updatesMember presentations of
challenges and opportunities in time slices Present Get clarification Explore possibilities
Common topic (optional)
Closing
Meeting OpeningStart on Time
Start at the announced time!Start even with one member.Always come prepared with a topic
for discussion until the majority of members are in attendance.
Read from the Tips from the Top® newsletter.
Bring an article on a business topic.Plan up to fifteen minutes on a topic.
Meeting OpeningConfidentiality
Emphasize at every meeting. Members welcome hearing this reinforced.
Guests sign a non-disclosure agreement.
Avoid mentioning issues or stories of members on other boards by name or other identification.
Relate insightful issues that require openness and honesty about yourself.
You lead the way!
Meeting OpeningTime Slice
25
25
2525
25
40 MemberMemberMemberMemberMemberMisc.
Allow 40 minutes for opening, break, and closing.
Divide balance of time by # of members present.
Verify time allotted is sufficient. If any member needs extra time, ask for 1-3 minutes from each.
Brief Updates Each member gives a two minute overview of what has happened in their business since the last board meeting.
Member’s PresentationProcess Overview
Member presents a challenge or opportunity.
Other members ask clarifying questions.
Together members explore possibilities.
Facilitator adds input, concludes and summarizes.
Member’s PresentationChallenge or Opportunity
Have members present their challenge or opportunity.You should know their topic from
your coaching sessions or a phone call.
They may change the topic based on a more urgent situation.
Member’s PresentationClarification
The other members ask questions to clarify the challenge or opportunity.
Industry jargon may need interpretation or clarification.
History or relationships may need to be understood.
What have you done so far? Questioning helps get to the real
issue.
Member’s PresentationExplore Possibilities
Begin by acknowledging those who have suggestions.
Then call on all the others, time permitting.
Be sure to call on the “quiet ones.”
Some of the suggestions may need clarification.
Member’s PresentationFacilitator Input
Add to the discussion only after all members have contributed if:Further clarification of an issue is
needed.You have additional input.
The goal is to seek breadth and diversity of ideas from the board.
Speak from your own experience whenever possible.
Member’s PresentationFacilitator Input
Lessons Learned
Member’s PresentationBringing to Conclusion
When the member’s time is coming to an end:
Say, “We have time for one more answer or suggestion.”
Announce that you are running out of time and would like to summarize the results of the topic at hand.
Member’s PresentationSummarize & Close
At the close of each member’s time:Summarize or ask the member to
summarize the results of the discussion. Help the member have a clearer
understanding of thoughts or ideas presented to them.
Ask the member how he/she feels about the discussion.
Ask for commitment to action.
Point out valuable conclusions for other members’ use.
Agenda ControlIf the meeting is moving away from
the agenda, bring everyone back to the original discussion.
If the change of direction appears to be a topic of interest to the board, announce the direction change and ask their approval to:
– Continue on the new direction.– Spend time on the topic later in the
meeting. – Spend time on the topic at next meeting.
Taking Notes Take facilitator notes at each TAB
Meeting. Do not share your notes with the
members.
Closing the TAB Meeting
Compliment members on their participation.
Make sure all members have scheduled a time for their coaching session on your schedule.
Always conduct the “TAB Go Around.” Ask each member what he/she got out
of the meeting.
Closing the TAB MeetingConfirm who will host the next
meeting and all the logistics.Remind members to fill out their
Meeting Evaluation Forms and fax them directly to TAB corporate.
You may ask for referrals at the end of the meeting.
Accountability
Holding their feet to the fire. Record all the commitments made
by each member. List the commitments on next
months agendas
Maintain Meeting Vitality
Maintain Vitality
Member’s Guest
Member
SBL Spotlight
Topic-Generated
MeetingGuest Speakers
Facilitator
Presentation
Article or
Book ReviewShort Video
Business
Exercises
Member SBL Spotlight
Each member of the board will have the opportunity to make a formal presentation to the board on his/her:
SWOT, Vision, Critical Success Factors Financial plan Plans for expansion, merger, sale,
successionAny other formalized presentationAbout 60 minutes
Topic-Generated Meeting
Many business topics can be universally discussed with any board.
Advise the board a month in advance about the topic to be featured. Allow members to approve the topic Gives members time to prepare for it. Ask them to bring their own examples.
Topic-Generated Meeting Allow 30 to 60 minutes for the
topic. Share information on the topic that
members are using or applying in their companies.
Discuss how they can implement information on the topic in their business.
Lead the way in identifying valuable topics. They don’t know what they don’t
know!
Member’s Guest
Sun Mon Tues Wed Thurs Fri Sat
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30 31
Set board’s potential expectations for next meeting.
Partners Day
Sales Mgr Day
Guest Speakers
If the board is interested in a particular business topic that requires specific expertise, a guest expert may be invited to speak at the start of the meeting or at the optional luncheon.
Be sure they sign the Non-Disclosure.
Guest Advisors
You may have a potential member attend the meeting.
Be sure you are prepared and your members are prepared.
Be sure your guest advisor is prepared.
They must sign the Non-Disclosure.
The First TAB Board Meeting
The First TAB Board MeetingThe first TAB board meeting is different.Begin to establish meeting structure
and standards.Spend time learning about each
other.Cover at least one common topic if
out of time.Future meetings will focus on
presentations of challenges/opportunities.
Starting the MeetingBegin on time!
Welcome them.
Thank them for their attendance.
Remind them of their confidentiality agreement.
Explaining the Process
Distribute and Explain Handouts: Agenda, Roster, Meeting Evaluation
Form, Private Coaching Session Scheduling Form
Explain Meeting Process: Time Slices Meeting Variations
Guest Speakers, Facilitator Presentations, Topic-Generated, Member SBL Spotlights
Describing ExpectationsDescribe a participative TAB member.
Offers their experiences to others. Offers their opinion, even if they are
not familiar with a particular challenge or opportunity.
Asks questions to get to the real issue if a member has not articulated it clearly.
Remind them There are no incorrect responses. Not offering a response is not fair
to the board.
Personal Introductions
Individual Time SlicesMember’s HistoryMember’s Long Term GoalsHistory of the BusinessLong Term Goals for the
BusinessCurrent ChallengesWhy they joined TAB
Common Topic
If neededSet aside 20 minutesDiscuss one topic of common interest
Job descriptions Planning process Marketing Today's economy
Conclusion of TAB Meeting
Conduct the “TAB Go Around”.
Invite comments on the meeting.
I Love TAB
The Art of FacilitationA Gratifying Experience
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