Group Facilitation Guide

Any time a group is established for ongoing work, or for a limited period or special
project, the responsibility for facilitating the group's efforts must be recognized and
accepted if the group is to reach its full potential. This guide offers ways for enhancing a
group's performance using proven facilitation methods.
The work of facilitation can be shared and/or rotated. The person with primary
responsibility for the tasks assigned to a group should seriously consider rotating the role
of facilitator and recorder among the group's members. The advantages of this are
manifold:

Training the individual group members in group work markedly increases their
buy-in to the group's activities.
By giving up some of the control over (and responsibility for) the way the group
operates, the designated leader is relieved of some significant time demands.
The designated leader will more than likely receive unexpected support from the
group.
It is difficult to facilitate properly if the facilitator is also playing an active group
participation role.

The person who has ultimate responsibility for establishing the group should be
aware of the needs for facilitating the groups work and should assign responsibility for
the various tasks and activities described below. In the event a group is self-forming, then
the group itself should discuss these at its first meeting and decide how to handle them.

1. Set Group Standards

1. Set and adhere to agreed-upon group standards. These become norms for the
group's behavior, which radically improves the level of trust within a group. An
example of a standards adopted by groups are:
o share only what you wish to share;
o respect peoples' need for confidentiality;
o avoid psychologizing and criticizing (saying why a person does, says, or
thinks something - ask them why, but dont tell them why);
o focus on behavior, not judgment;
o be on time for sessions, end on time;
o each person has an opportunity for input into each meeting agenda;
o interrupt when needed for clarification or comment - but be conscious of
letting people finish their train of thought before doing so;

voice agreement and, especially, disagreement: don't just keep quiet if you
disagree - find a non-confrontational way of expressing the reasons for
disagreeing, and offer the data that support those reasons;
o give each other slack to experiment and be awkward trying out new ideas
or behaviors;
2. For every meeting there is a designated meeting facilitator and a meeting recorder.
3. Develop a schedule so that everyone who attends meetings knows if it's their turn
to either facilitate or record.
4. Ensure that everyone attending the meeting receives the information they need so
they can come properly prepared.
o

2. Facilitator Responsibilities

Before the meeting:

Issue a call for agenda items according to the group norms;

Ensure that an agenda and background materials as needed are distributed well in
advance of the meeting;
Call (or arrange for calls to) the individual group members a day or two before the
meeting as a reminder, to answer questions, to make sure those who will be called
on in the meeting will be prepared, etc;
Check on logistics of meeting location, etc;
See that needed supplies, flipchart, markers masking tape, etc. will be available as
necessary;
Arranged for coffee, etc., to be provided if appropriate to the time of the meeting.
[People need reasons to get up and stretch occasionally, and this is an informal
way of providing a non-distruptive opportunity to do this.]
At the meeting:

Quickly review the agenda and confirm the meeting ending time
Confirm who the recorder is and what they're going to record
Suggest a time limit for each agenda item (and either stick to the time limit or
reach group agreement that more time be allotted.)
Make sure that time is provided to address any unfinished business from the last
meeting.
Guide the group through each agenda item, asking questions as appropriate to
elicit information and/or reach decisions.
When the facilitator feels it necessary to engage substantively in the discussion,
clarify the temporary switch away from facilitator role and then back again. If the
facilitator in a meeting is the one with most authority over the group, he/she must
be particularly careful so as not to suppress involvement of the other group
members in discussion and decision making.

Direct/control verbal traffic flow and group dialogue to make sure each person
has an opportunity to be heard and finish their train of thought.
As necessary, paraphrase, summarize what's been said, and otherwise gatekeep
(Havent heard from you Jim, whats your thinking on this?) and harmonize
(sounds like you Betty, and you Ed, are rather close to agreement on this.) etc.
At the end of meeting review agreements and decisions made, clarify the next
meeting location, time, and date, and determine who will facilitate the next
meeting.
Offer a time for closing comments from all participants. ("Most appreciated, wish
were different, etc.)

3. Recorder Responsibilities

The responsibilities of the recorder will vary depending on the nature of the
meeting. If there is not a recorder at a meeting, it can result in the unfortunate situation
(which often happens) that a few weeks later no-one can remember the meeting's
outcome, and it has to be repeated to cover essentially the same ground.
Here are examples of duties of the recorder.

Record agreed upon group standards at the first meeting, and bring to each
subsequent meeting as appropriate.
Jot down important points, discussion arguments, decisions, group conclusions,
and (especially) agreements as to who will do what by when. Record these items
on notepaper, or (preferably) newsprint.
Keep track of time allotted to each agenda item and advise the facilitator when
time is up.
Save any agenda items or steps group doesn't get to and give to the facilitator to
be addressed at the next meeting.
Make sure someone is designated to be recorder for the next meeting.
Get all meeting notes or newsprint typed up and distributed to the facilitator to be
sent out ahead of the next meeting.

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