February 5, 2015 1 Comment
A facilitated meeting or workshop technique provides a structured environment designed to extract high quality information in a compressed timeframe. It uses visual aids and a team environment to accelerate projects and amplify the quality of the decisions, outputs, deliverables, and outcomes.
The major components of the FAST facilitative leadership technique include:
- A model life cycle and methodology that eases adapting FAST to a variety of planning, analysis, and design methodologies
- An intensive educational forum providing the necessary facilitation and communication skills, tools, and an understanding of facilitated meeting roles—not dogma or other inflexible, guru-like perspectives
- Collaborative activities designed to encourage discovery and promote innovation
- Stress-tested workshop and meeting approaches molded to fit most projects situations
- Proficient leadership, based on critical skills such as:
- active listening
- appropriate questioning
- clear thinking
- content neutrality
- contextual passion
- effective presenting
- illustration and metaphor
- solid preparation
- Project management and risk analysis support
- Reference manual and alumni membership and resources
- Ten uniquely defined roles including session leader, documenter(s), methodologist, business partner, technical partner, executive sponsor, team members, participants, coordinator, and observers
- Unique visual and illustrative communication aids called upon appropriately by a trained and certified FAST session leader.
A structured meeting or workshop is NOT a replacement for analytical methodologies. It works with methodologies to generate a uniform voice by providing an efficient two-way flow of information, from one person or group to another. Information developed with a consensual method provides value by becoming the foundation for additional information gathering, development, and decisions.
A neutral session leader (ie, facilitator/ methodologist) provides the keystone for structured workshops. The session leader understands the preparation requirements, group dynamics and appropriate methodology. The session leader is responsible for the managing the approach—the agenda, the ground rules, the flow of the conversation, etc—but not the content of the discussion, or even necessarily the project(s) being supported by the discussion and decisions.
Various academic research has found that the most effective type of facilitator was one that actively elicited questions and responses from the quietest participants to enable a balance among the players. Effectiveness is best achieved by building a safe and trustworthy environment, one that provides “permission to speak freely,” without fear of reprisal or economic loss.
The type of documentation they generate drives workshop techniques. Some use templates to organize the notes taken during a workshop. The information collected starts out as raw or draft notes. Draft notes provide formal input to the project process. However, the meeting or workshop is not synonymous with the project, rather it compliments additional tasks and activities performed before and after the meeting or workshop, typically by the project team. A clear and consensually agreed upon path of next steps and “WHO does WHAT and WHEN” becomes the most common deliverable of meetings and workshops.
Let us know what you think by commenting below. For additional methodology and team-based meeting support for your change initiative, refer to “Change or Die, a Business Process Improvement Manual” for much of the support you might need.
Become Part of the Solution—Improve Your Facilitation Skills
The FAST curriculum on Professional Facilitation Skills details the responsibilities and dynamics mentioned above. Remember, nobody is smarter than everybody, so consult your FAST Facilitator Reference Manual or attend a FAST professional facilitative leadership-training workshop offered around the world (see MG Rush for a current schedule — an excellent way to earn 40 PDUs from PMI, CDUs from IIBA, or CEUs).
Do not forget to order Change or Die if you’re working on a business process improvement project. It provides detailed workshop agendas and detailed tools to make your role easier and your team’s performance a lot more effective—daring you to embrace the will, wisdom, and activities that amplify a facilitative leader.