The document discusses facilitation and the roles of facilitators and coordinators. It defines facilitation as a process where a neutral party helps a group work together more effectively. A good facilitator is able to listen, deal with conflict, communicate effectively, and create a comfortable environment. They must structure meetings, encourage participation, and help resolve issues. Coordinators organize events and act as liaisons between groups and project leaders.
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Scripture Study Facilitation Guide
1. Scripture Study
Facilitation
St.Joseph s
St Joseph's Church
Abudhabi
Sr. Omana Kallarakal
3rd November 2009
2. WHAT IS FACILITATION ?
Facilitation is a process
p
wherein a neutral party
helps a group
work together
more effectively
3. Who is a facilitator?
A facilitator is a person
responsible for structuring
ibl f i
groups and group activities in a
groups and group activities in a
manner that supports and
encourages the participation of
h f
all members and allows the
all members and allows the
group to attain its goals and
objectives 3
4. Facilitator should ….
• Create a positive environment
Create a positive
• Solicit participation from all members
Solicit participation from all members
• Deal with domineering participants
Deal with domineering
• Value contributions of each member
• Be skilled in asking questions
4
6. FACILITATORS …
•Must be acceptable to all members of
the group
g p
•Are leaders only
•They don’t have to contribute to the
substance of the discussion
19. Forming
• Structure of the group is being formed
Structure of the group is being formed
• Relationship of group members not yet established
• Group members often speak hesitantly or are quiet
• During this stage group members are trying to
During this stage group members are trying to
understand the group’s purpose,
how the group will function,
g p,
their role in the group, and
the leadership of the group
20. Storming
• Group members are questioning the group’s
purpose, how the group will function, their role
h th ill f ti th i l
in the group, and the leadership of the group
g p, p g p
• Characterized by conflict that can range from
minor to intense
• Thi
This conflict is normal and healthy
fli t i l d h lth
should be handled adroitly.
y
Be transparent.
21. Norming ‐ 1
• C fli t f
Conflict from the Storming stage becomes
th St i t b
resolved
• Group’s purpose, how the group will function,
each individual’s role in the group, and the
leadership of the group are clarified and
l d hi f th l ifi d d
established
25. Facilitator’s Role in Group Stages
• Forming: be more directive, articulate the
purpose & ground rules.
• Storming: help members deal with conflict,
g p ,
make sure hidden viewpoints are revealed ‐
keep people focused on the big picture
pp p gp
• Norming: to use problem solving skills to
Norming: to use problem‐solving skills to
mediate differing positions and refocus on the
purpose or rules for group functioning
purpose or rules for group functioning
28. Setting Ground Rules
• Define Purpose
Outcome
• All opinions are welcome …
• Once a position is heard articulate it and move
Once a position is heard articulate it and move
on …
• If
If we can’t agree put the point in the parking lot
’ h i i h ki l
…
• Make sure no taboo…
p g g
• Facilitator is committed to helping meeting
become successful …
30. Garnering Participation
Garnering Participation
• Let s hear ho others think
Let us hear how others think …
• Does anyone else have an idea …
y
• Do you all think, we have it right …
• We haven’t heard from …
31. Resolving Conflict
• Arbitration and mediation
– If there was tension allow a time to cool off
– Make sure people focus on the big picture
– Seek understanding of the differing viewpoints
• Articulate differences/common ground
• Find out what each side needs (deal breakers)
– Brainstorm solutions and minimize differences
– Implement the consensus solution and move on
32. Some Common Group Inhibitors
• Power seeking
• R
Recognition seeking
iti ki
• Leader “not on board”
• Clowning around / sidebars
• General Negativity / Yes, but . . . We tried that
• L k of commitment or apathy
Lack f it t th
33. Act B I G
• D
Describe the BEHAVIOR as you’ve seen and
ib th BEHAVIOR ’ d
heard it
• Describe the IMPACT of the behavior
• Explain the GROWTH needed to get a positive
out come
35. Challenging behaviors 2
Challenging behaviors ‐2
• The Aggressive‐Participator
• Sideshow Barking
• Constant Combating
g
• Kno it all
Know‐it‐all
36. Challenging behaviors 3
Challenging behaviors ‐3
• The Under‐Participator
h d
• “I h
“I have better things to do…”
b tt thi t d ”
• “Excuse me for a minute ”
“Excuse me for a minute…”
• “Could you do it?”
Could you do it?
37. General Rules of Thumb
• Stay Calm
• R l d&O
Relaxed & Open
• Reinforce Acceptable Behavior
p
• Refer to Ground Rules
• Allow Group to Discourage the unacceptable
• R f
Re‐focus to Topic/ Activity
t T i / A ti it
• Time Out!
38. COORDINATOR
• Structures the event to meet objectives
h b
• Organizes pre and post meeting logistics
Organizes pre and post meeting logistics
• Acts as the liaison between teams/ groups
/g p
• Reports status to the Priest
39. COORDINATOR ___
COORDINATOR
• Manages and revises plan
• Procures resources
• Documents project activities, outcomes,
products
products
40. COORDINATOR ___
• ensuring that information is flowing
p
productively
y
• Manages communication within the groups
communication within the groups
meeting summaries, updates, wrap ups
• Serves as the bridge to all
• Connects the right people and resources
Connects the right people and resources
41. COORDINATOR ___
COORDINATOR
• Motivator /Cheer Leader
/
• Congratulates
• Recognizes
• Affirms
• After each meeting have an evaluation
Follow up with the Facilitators
Follow up with the Facilitators
send wrap‐up
Discuss: Key Words and Phrases in the Definition Structures Group Activities Encourages and Supports Participation of All Attain Goals and Objectives
Discuss each bullet: Creates open, encouraging, supportive environment. Make all participants feel comfortable and a part of the group. Solicits participation from all members. Calls on each person. Provides non-verbal feedback. Values and rewards contributions of each member. Acknowledges each contribution. Listens attentively. Can utilize a variety of techniques that lead to effective group decision-making. Different processes will involve participants in different ways. Often these techniques make it easier for participants to contribute. Are skilled in asking questions. Asks a lot of questions, drawing out participants and helping them to clarify their ideas and think through the item being discussed.
The “how” includes: Supplies: Flip charts, markers, note cards, self-sticking note pads, colored dots. Agenda: What items are included, ordering items addressed. Meeting Environment: Times of day, place, meeting room arrangements. Processes: Small groups, total group discussion, brainstorming methods, decision-making techniques, priority setting procedures.
Content comes from participants: It includes the meeting subject Agreed upon objectives Member contributions Personal experiences Problems identified, analysis, data and ideas Key = It is what the participants share/say.
There are three major elements that create the “stage” for a productive meeting. Elements of Setting the Stage: Room Arrangement Meeting Room Environment Good Beginnings
Theater Style: Major option for large groups. Discourages interaction and sharing of ideas, indicates communication is one-way, leader to audience. Good for lectures, speeches, etc.
Classroom Style: Can be used for small to large groups. Difficult to see other participants. Focus is toward leader/facilitator, tables encourage note taking and are more comfortable than theater style setting. Good for seminars and other meetings with limited audience contribution.
Chevron Style: A modified classroom style which makes it easier to see other participants, more conducive to dialogue among participants than theater or classroom.
U-shaped Style: Should have participants seated on outside only. Allows for interaction with leader and other participants, good for groups of fewer than 30 participants, reduces barrier between participants and leader, and allows for improved eye contact.
Hollow Square and Solid Square Style: No head of table. All participants can see each other, encourages dialogue, difficult to see persons on same side of table. Best for groups fewer than 20. Discourages use of flip charts, overheads, LCD projector or other A-V materials.
Half Rounds: Can be used with large numbers of participants, allows group at table to interact, does not facilitate interaction between tables with group as a whole, focuses attention on leader, and allows participants to see flip chart or other visual aids. Can be used with large number of participants. (Never allow participants to sit with their backs to the facilitator.)
Half Rounds: Can be used with large numbers of participants, allows group at table to interact, does not facilitate interaction between tables with group as a whole, focuses attention on leader, and allows participants to see flip chart or other visual aids. Can be used with large number of participants. (Never allow participants to sit with their backs to the facilitator.)
Windows: Natural light positively affects the work of the group and its productivity. When possible, have blinds open to allow as much light as possible. Temperature: When the temperature is too warm or too cold, it will inhibit the work of the group. Temperature between 72° F - 76º F is considered comfortable by most individuals. Remember, as the participants arrive, the temperature of the room will increase. Atmosphere: The overall appearance of the room makes a dramatic first impression for all participants. Clear, uncluttered rooms allow individuals to focus their energy on the task at hand. Add life and color to a meeting room with balloons, flowers, potted plants, posters, pictures, table covers, music, etc. It doesn’t have to be expensive. Use your creativity to create an atmosphere that energizes the participants. Food and Beverages: As groups come together, light snacks and beverages make a social environment that breaks down barriers and promotes participation. Provide water at a minimum. Coffee, tea, juice, and soft drinks are frequently provided. Try to avoid food or snacks with high sugar content because the quick burst of energy is followed by a long decrease in energy and may reduce participation. Pretzels, popcorn, muffins, and fruit are excellent snacks. Place food and beverages on a table where participants will feel free to serve themselves.