CONTENTS

• OVERVIEW

• SUGGESTED GROUND RULES FOR EFFECTIVE GROUP WORK

• FORMAT

• BACKGROUND INFORMATION

OVERVIEW

The FIDIC 2000 Conference – "Sustainability: The Challenge of the New Millenium" will introduce a new feature that allows participants to engage in "roundtable discussions" on several pertinent topics. These roundtable discussions are intended to offer an opportunity to freely exchange views with colleagues from around the world. A "roundtable discussion" provides a structured session for a number of persons to gather together on equal terms to exchange experiences and views on a common topic.

Roundtable topics will include:

• Business Practice Issues

• Professional and Career Issues

• Association Issues

• Sustainability

FORMAT

The sessions provide a structured group discussion on a specific topic.

• INTRODUCTIONS

• AGENDA AND OVERVIEW

• BRAINSTORM TOPIC TO FURTHER DEFINE DISCUSSION

• PRIORITIZE TOPICS

• STRUCTURED OPEN DISCUSSION

• REACH CONSENSUS

• SUMMARIZE

PRIMARY PARTICIPANTS

• FACILITATOR - An individual that serves as a guide to the group by providing structured discussion with balanced participation within the group. Assists the group in identifying the topics of discussion, brainstorming those topics and bringing the group to a consensus. The person should be skilled at encouraging participation, focussing discussion and building consensus.

• RECORDER - An individual that is able to carefully listen to what is said, organizes and records information so others can understand it and accurately captures people’s ideas. Should have ability to write legibly in large script and use graphics/color to emphasize issues.

• OBSERVER - Is a second set of eyes and ears to assist the Facilitator, Recorder and Group in following the process, balancing the discussion, recording of ideas and making sure that all in the group have the opportunity of participating and fully understanding the issues being discussed. The person needs to be sensitive to cultural differences and personalities to ensure that all are able to contribute and benefit from their participation.

BACKGROUND INFORMATION

1. THE MEETING PROCESS

DECIDE BEFORE MEETING HOW INFORMATION WILL BE ORGANIZED

• FLIP CHARTS OR OTHER MEDIA

  FACILITATOR’S MOST VALUABLE TOOLS

  SERVES AS PHYSICAL FOCUS FOR GROUP

  PLACE TO DIRECT EVERYONE’S ATTENTION

POST THE OBJECTIVES FOR ALL TO SEE AND REFER TO

USE A MEETING AGENDA

• SO THAT EVERYONE KNOWS WHAT TO EXPECT

START WITH AN ACTIVITY THAT INCLUDES EVERYONE

• GET INVOLVEMENT EARLY

EXAMPLES: INTRODUCTIONS - NAME; CURRENT POSITION; PRIOR CAREER OR POSITION; EXPECTATIONS; REASONS FOR CHOOSING THIS SESSION

ASCERTAIN EXPECTATIONS OF THE GROUP

SET GENERAL RULES OR NORMS FOR BRAINSTORMING/DISCUSSION

2. HOW TO LEAD EFFECTIVE ROUNDTABLES

UTILIZE FACILITATOR/RECORDER/OBSERVER

INVOLVE OTHERS

BUILD CONSENSUS

GET COMMITMENT FROM GROUP

3. ESSENTIALS OF ROUNDTABLE TEAMWORK

KEY NEEDS OF TEAMS (graphic – How to Lead Work Teams pg 39)

GROUP NEEDS COMMON GOALS

• NEED REASON FOR BEING AND WORKING TOGETHER

LEADERSHIP

• TEAMS NEED LEADERS AND MEMBERS WHO CAN LEAD WHEN NECESSARY

INTERACTION AND INVOLVEMENT OF ALL MEMBERS

• ALL MEMBERS MUST CONTRIBUTE ACTIVELY

MAINTENANCE OF INDIVIDUAL ESTEEM

• EACH PERSONS’ CONTRIBUTION MUST BE HEARD, VALUED AND ACKNOWLEDGED

OPEN COMMUNICATION

• GROUP SHOULD HAVE AMPLE TIME TO COMMUNICATE, SHARE INFORMATION, DISCUSS ISSUES, MAKE SUGGESTIONS, BRING UP NEW IDEAS

ATTENTION TO BOTH PROCESS AND CONTENT

MUTUAL TRUST

• DEPENDS ON HOW FACILITATOR CONDUCTS HIMSELF

• RESPECTS OTHERS

• MAY NEED TO DISCUSS HOW BEHAVIORS AND ATTITUDE AFFECT TRUST

RESPECT FOR DIFFERENCES

• NEED TO FEEL THEY CAN DISAGREE WITHOUT PUNISHMENT

CONSTRUCTIVE CONFLICT RESOLUTION

• CONFLICT IS NATURAL

• CAN BE HEALTHY

• UNRESOLVED CONFLICTS LEAD TO LESS-THAN-ADEQUATE PERFORMANCE

RESENTMENTS AND LACK OF MOTIVATION

FACILITATION

NOT DELEGATING OR CONTROLLING OTHERS

ACT OF LEADING OTHERS TO PARTICIPATE

• ART OF DRAWING FULLY ON EXPERTISE, KNOWLEDGE, AND EXPERIENCE OF INDIVIDUALS

1. HOW TO LEAD

LEAD WITH A CLEAR PURPOSE

EMPOWER TO PARTICIPATE

AIM FOR CONSENSUS

DIRECT THE PROCESS

2. ROLE OF THE FACILITATOR

SERVES AS A GUIDE OR CATALYST TO HELP THE GROUP

• SEEKS NOT TO GIVE OPINION

PROVIDES STRUCTURE FOR GROUP TO FOCUS ITS ENERGY AND CREATIVITY ON A PARTICULAR TASK

THERE IS NO RIGHT WAY TO FACILITATE

• NO PRESCRIBED APPROACH OR STYLE

DEPENDS ON FACILITATOR’S PERSONALITY, THE SITUATION, THE NATURE OF INDIVIDUALS IN THE GROUP AND THE DYNAMICS OF THE GROUP

1. FACILITATOR SKILLS

DESIGNING AND PLANNING MEETING

FOCUSING THE MEETING

ENCOURAGING PARTICIPATION

RECORDING PEOPLE’S IDEAS

MANAGING THE GROUP PROCESS

ORGANIZING, CONNECTING AND SUMMARIZING DATA

BRINGING THE GROUP TO CONSENSUS AND CLOSURE

4. ATTRIBUTES OF THE FACILITATOR

SKILLED AT HELPING GROUPS SOLVE PROBLEMS

KNOWING HOW TO DEVELOP, MAINTAIN AND MOTIVATE

MODEL WHAT IS EXPECTED

LISTEN ACTIVELY (WELL)

ASKS QUESTIONS AND LISTENS TO WHOLE ANSWER

RESERVES JUDGEMENT AND KEEPS AN OPEN MIND

ACTIVELY SEEKS OTHER IDEAS AND OPINIONS

ENCOURAGE OTHERS TO PARTICIPATE IN DECISIONS

ENCOURAGES DIFFERENT VIEWPOINTS

PITCH IN AND DO SOME OF WHAT GROUP MEMBERS DO

UNDERSTAND HOW TO COACH, MOTIVATE AND INSPIRE

UTILIZES OTHERS TO SOLVE PROBLEMS, WITHOUT SOLVING PROBLEMS FOR THEM

KNOW HOW TO GET PEOPLE TO FOCUS

WORK TO GET RESOURCES FOR THE GROUP

GOOD COMMUNICATOR

CAN SORT THROUGH INFORMATION AND DRAW CONCLUSIONS

HELPS GROUP REACH CONSENSUS

UNDERSTANDS THAT DIVERSITY CAN AFFECT TEAMWORK IN POSITIVE WAYS

UNDERSTANDS THAT DIFFERENT PEOPLE ARE MOTIVATED BY DIFFERENT THINGS AND IS WILLING TO WORK HARD TO ADDRESS THESE INDIVIDUAL NEEDS

SHARES POWER AND AUTHORITY WITH OTHERS

ENCOURAGES GROUP MEMBERS TO TAKE RESPONSIBILITY FOR ISSUES, PROBLEMS AND ACTIONS

FIRM ABOUT GOALS OF GROUP AND FLEXIBLE ABOUT THE PROCESS USED TO REACH GOALS

UNDERSTANDS AND ACKNOWLEDGES THAT PEOPLE’S INDIVIDUAL NEEDS (SOCIAL, PERSONAL, PROFESSIONAL, LIFESTYLE, ETC) AFFECT TEAMWORK AND WORKS WITH, NOT AGAINST, THESE NEEDS

CONTROLLING VS FACILITATING (graphic – How to Lead Work Teams pg 21)

ROLE OF THE RECORDER

ORGANIZES INFORMATION AND DATA SO OTHERS CAN UNDERSTAND AND ACT ON IT

ENSURE THAT ALL TOOLS IN PLACE

• FLIP CHARTS/NEWSPRINT

• MULTIPLE COLORED MARKERS

• TAPE TO POST COMPLETED CHARTS

ACCURATELY CAPTURE PEOPLE’S IDEAS

MUST LISTEN VERY CAREFULLY

MUST REMAIN NEUTRAL

CAPTURE IDEAS IN BRIEF PHRASES

MAY HAVE TO ASK PARTICIPANT TO REPEAT IDEA IN A FEW WORDS

MAY NEED TO ORGANIZE IDEAS

USE GRAPHICS/COLORS TO EMPHASIZE

WRITE IN LARGE SCRIPT

POST COMPLETED FLIP CHARTS

FACILITATOR MUST HELP TO MAKE SURE THAT ALL INPUTS ARE BEING ACCURATELY REPRESENTED

ROLE OF THE OBSERVER

ASSISTS THE FACILITATOR IN KEEPING THE GROUP FOCUSSED

OBSERVES THE INTERACTION OF THE GROUP

• ASSISTS THE FACILITATOR BY ENCOURAGING BALANCED PARTICIPATION

MONITORS THE GROUP’S DISCUSSION TO ENSURE THAT ALL UNDERSTAND ISSUES BEING DISCUSSED

ASSISTS RECORDER IN CAPTURING TOPICS OF DISCUSSION

ASSISTS RECORDER IN ACCURATELY RECORDING PEOPLE’S IDEAS

A SECOND SET OF EYES AND EARS FOR THE BENEFIT OF THE FACILITATOR, RECORDER AND THE GROUP

PROBLEMS FALL INTO FOUR CATEGORIES

ARISE FROM UNSKILLED, INEFFECTIVE MEETING LEADERSHIP

• NO CLEAR MEETING OBJECTIVE OR PURPOSE

• INEFFECTIVE MEETING PROCESSES

• NO CLOSURE OR FOLLOW-UP

• DISORGANIZATION IN PLANNING/RUNNING THE MEETING

1. PROBLEMS THAT ARE ASSOCIATED WITH MEETINGS

GETTING OFF THE SUBJECT

NO GOALS OR AGENDA

TOO LENGTHY

POOR OR INADEQUATE PREPARATION

INCONCLUSIVE

DISORGANIZED

INEFFECTIVE LEADERSHIP/LACK OF CONTROL

IRRELEVANCE OF INFORMATION DISCUSSED

TIME WASTED DURING MEETINGS

STARTING LATE

NOT EFFECTIVE FOR MAKING DECISIONS

INTERRUPTIONS FROM WITHIN AND WITHOUT

INDIVIDUALS DOMINATE/AGGRANDIZE DISCUSSION

RAMBLING, REDUNDANT OR DIGRESSIVE DISCUSSION

NO PUBLISHED RESULTS OR FOLLOW-UP ACTIONS

2. TOOL BAG OF TECHNIQUES

MAINTAIN A CLIMATE CONDUCIVE TO PARTICIPATING, LISTENING, UNDERSTANDING, LEARNING AND CREATING

LISTEN ACTIVELY

HELP THE GROUP ESTABLISH AND ACCOMPLISH ITS OWN OBJECTIVES

PROVIDE STRUCTURE AND GUIDANCE TO INCREASE THE LIKELIHOOD THAT OBJECTIVES ILL BE ACCOMPLISHED

KEEP THE GROUP FOCUSED ON ITS OBJECTIVES

ENCOURAGE DIALOGUE AND INTERACTION AMONG PARTICIPANTS

SUGGEST AND DIRECT PROCESSES THAT EMPOWER AND MOBILIZE THE GROUP TO GET ITS WORK DONE

ENCOURAGE HE GROUP TO EVALUATE ITS OWN PROGRESS OR DEVELOPMENT

CAPITALIZE ON DIFFERENCES AMONG GROUP MEMBERS FOR THE COMMON GOOD OF THE GROUP

REMAIN NEUTRAL ON CONTENT AND BE ACTIVE IN SUGGESTING AND DIRECTING THE PROCESS

PROTECT GROUP MEMBERS AND THEIR IDEAS FROM BEING ATTACKED OR IGNORED

USE FACILITATION SKILLS TO TAP THE GROUP’S RESERVOIR OF KNOWLEDGE, EXPERIENCE AND CREATIVITY

SORT, ORGANIZE AND SUMMARIZE GROUP INPUTS

HELP THE GROUP MOVE TO HEALTHY CONSENSUS, DEFINE AND COMMIT TO THE NEXT STEPS AND REACH TIMELY CLOSURE

3. HANDLING DIFFICULT INDIVIDUALS

DEAL WITH PROBLEM BEFORE IT GETS OUT OF HAND

DO NOT EMBARRASS PEOPLE

PROTECT EVERYONE’S SELF ESTEEM

TAKE CONTROL IN A FIRM, POSITIVE, CONSTRUCTIVE WAY

PROBLEMS:

• OVERLY TALKATIVE

• RAMBLES

• INARTICULATE

• WILL NOT TALK

• OBSTINATE

• LATECOMER

• EARLY LEAVER

4. ENCOURAGING PARTICIPATION (examples pgs 102-109)

VERBAL TECHNIQUES:

• ASK OPEN-ENDED QUESTIONS

• PHRASE REQUESTS TO ENCOURAGE MORE RESPONSES

• ACKNOWLEDGE AND POSITIVELY RESPOND TO CONTRIBUTIONS MADE BY PARTICIPANTS

• ASK FOR MORE SPECIFICS OR EXAMPLES

• REDIRECT QUESTIONS OR COMMENTS TO OTHER MEMBERS OF THE GROUP

• ENCOURAGE NON-VOCAL PARTICIPANTS TO PARTICIPATE

• ASK FOR AND ENCOURAGE DIFFERENT POINTS OF VIEW

• PARAPHRASE FOR CLARITY AND UNDERSTANDING

• AVOID STATING YOUR OPINION OR INTERJECTING YOUR OWN IDEAS WHILE FACILITATING

• REFER TO CONTRIBUTIONS PEOPLE HAVE MADE

NON-VERBAL TECHNIQUES:

• ATTENTIVENESS

• VOICE AND FACIAL EXPRESSIONS

• SILENCE

• MOVEMENT AND POSITION IN THE ROOM; BE RELAXED AND MOVE ABOUT

5. BRAINSTORMING

GENERATE AS MANY IDEAS AS POSSIBLE

FIVE STEP PROCESS

• IDENTIFY PROBLEM, ISSUE OR QUESTION TO FOCUS ON

• HAVE EACH PERSON PRIVATELY GENERATE AS MANY IDEAS AS POSSIBLE (NO MATTER HOW FAR-FETCHED OR OUTRAGEOUS)

• RECORD AND POST ALL IDEAS WITHOUT DISCUSSING OR EVALUATING

• ENCOURAGE PEOPLE TO BUILD ON ONE ANOTHER’S IDEAS

• CLARIFY IDEAS BUT DO NOT EVALUATE

CLUSTER OR GROUP THE IDEAS BY CONSENSUS OR VOTING

EVALUATING IDEAS

REACH CONSENSUS (PRIORITY OR DECISION)

ONCE YOU HAVE ASKED SOMEONE’S OPINION

• LISTEN ACTIVELY

• ASK QUESTIONS OR PARAPHRASE TO CLARIFY WHAT WAS SAID

• THANK THE PERSON AND RESIST HAVING SAID THE LAST WORD

BEWARE OF "HIDDEN AGENDAS"

PEOPLE MAY PURSUE INTERPERSONAL OR POLITICAL ISSUES OR VIE FOR VISIBILITY

FACILITATION SHOULD BE SELF-EVIDENT AND TRANSPARENT

FACILITATOR’S SHOULD KEEP THEIR TEAM CONSCIOUS OF WHAT THEY ARE DOING AND OF WHAT THEY ARE NOT DOING

PURPOSE OF FACILITATION IS TO MAKE THINGS EASY

STRUCTURE MUST NOT BE CONFUSED WITH FORMALITY

TEAMS ARE LEAST LIKELY TO BE SUCCESSFUL IF THEY BURDEN THEMSELVES WITH PROTOCOLS AND STRICT "RULES OF ORDER"

5. GENERAL PROBLEM SOLVING PROCESS

DEFINE THE PROCESS

DEVELOP A STRATEGY FOR ANALYZING THE PROBLEM

COLLECT AND ANALYZE THE INFORMATION

GENERATE POSSIBLE SOLUTIONS

EVALUATE SOLUTIONS AND SELECT ONE

6. BASIS OF GOOD COMMUNICATION DURING A MEETING

IT MUST BE APPROPRIATE

IT MUST BE CONCRETE

IT MUST BE RESPECTFUL

IT MUST BE TEAM-CENTERED

7. SUMMARIZING

A GOOD FACILITATING TECHNIQUE IS TO STOP DEVELOPMENT OF INFORMATION PERIODICALLY AND SUMMARIZE

THIS INTERVENTION HELPS GROUP STAY ON COURSE AND FOCUSSED

REFERENCES

TEAM MANAGED FACILITATION – CRITICAL SKILLS FOR DEVELOPING SELF-SUFFICIENT TEAMS; BY DENNIS C. KINLAW; Pfeiffer & Company, San Diego, California; 1993

HOW TO LEAD WORK TEAMS – FACILITATION SKILLS; BY FRAN REES; Pfeiffer & Company, San Diego, California; 1993

SUGGESTED GROUND RULES FOR EFFECTIVE GROUP WORK

SPEAK CANDIDLY (AND COURTEOUSLY) AS YOU EXPECT OTHERS TO DO

SPEAK LESS THAN ONE TO TWO MINUTES

AVOID INTERRUPTIONS AND SIDE CONVERSATIONS

LISTEN CAREFULLY ENOUGH TO BE ABLE TO PARAPHRASE WHAT WAS SAID

ACCEPT THAT "INFORMATION" COMES IN MANY USEFUL FORMS, INCLUDING FACTS, PERCEPTIONS, FEELINGS, HUNCHES, OPINIONS, IDEAS, MISTAKES, AND SILENCE

EXPECT DISAGREEMENT, DON’T PERSONALIZE IT, SEEK TO LEARN FROM IT

SEEK THE COLLECTIVE WISDOM OF THE GROUP; THE MORE WE HEAR, HE MORE WE KNOW

FEEDBACK (INFORMATION ON HOW WE’RE DOING) IS OFTEN USEFUL, EVEN IT IT’S DISTRESSING

BE PATIENT WITH THE PROCESS; IF WE DO IT RIGHT THE FIRST TIME, WE WON’T HAVE TO DO IT OVER

AIM FOR BALANCED PARTICIPATION, NOT MONOPOLIZING OR WITHDRAWING

 

FIDIC; reproduced with permission for the FIDIC 2000 Annual Conference, Hawaii