Facilitation and Moderation

What

Facilitation and Moderation is the technique of proactively managing the Attendee Dynamics to achieve a successful outcome.

Facilitation and Moderation is different to "Master of Ceremonies".

The success of a Joint Application Design (JAD) workshop is very dependent upon the skills of its Facilitator.

Why

It needs to be done properly.

It needs to be performed by an independent person.

When and Where

Used during all Joint Application Design (JAD) workshops, workshops and meetings.

How

Requirements

Teasing out attendees' ideas.

Draw out specific problems.

Identify key issues.

Stimulate further conversation.

Do not interrupt.

Do not preach.

Help them to come to the conclusion you want themselves.

Listen more than talk.

Give examples.

Encourage questions.

Establish rapport.

Know how to get the right people to attend and co-operate when they do attend.

Develop an agenda.

Keep the project team members focussed on the issue at hand (eg, Joint Application Design (JAD) or meeting's objectives). Keep them within Scope. Watch for going off on inappropriate tangents.

Keep the project team members aware of time and pace.

Manage Attendee Dynamics.

Provide the project team members with motivation.

Help the project team members handle conflicts, indecision and stumbling blocks.

Ensure each item is presented and discussed in a clear and concise manner.

Ensure each item was fully understood by all participants prior to covering the next item on the agenda.

Ensure each agenda item is given adequate time for meaningful discussion at an appropriate level of detail.

Ensure attendees are Scribing correctly for their respective Joint Application Design (JAD) Workshop Responsibilities Form.

Watch for when they become a self-managing team.

Watch for when they become a Real Team.

Watch for when they become a High-Performing Team.

Watch the Team Maintenance Functions.

Watch for smokers getting fidgety.

The main thing is to act confident. Attendees are like lambs - they want to be lead and told what to do. As long as it sounds right, you'll be OK. They very rarely question the process/methodology being followed.

Asking Questions

When asking questions of the Project Team members:

1. Ask open questions (ie, ensure you are not getting just "Yes" and "No" answers).
   
   
2. Never say "No" or "Wrong" to an answer. This turns people off for the rest of the workshop. Try "Close" or "Nearly" or "Not Quite" or "What About...".

Looking After Yourself

Being a Facilitator for 2 or more weeks continuously is very physically draining.

You are in a situation where there is 1 of you and 8 - 12 participants. You need to keep up with them mentally. You can never "tune out". You will be standing up at the front most of the time. You will be doing a lot more talking than usual.

You need to look after yourself physically:

1. No late nights. Get plenty of sleep.
   
   
2. Comfortable shoes.
   
   
3. At breaks and particularly at lunch time, get out and get some fresh air.

Also See

Active Listening

Attendee Dynamics

Brainstorming

Facilitate Change Impacts

Facilitator

Handling Difficult People

Interviewing

Joint Application Design (JAD)

Master of Ceremonies

Meeting Management

Organisation Change Management

Static Magic Management

Team Maintenance Functions