Process: the Basics

This handout was written by Jessica Bell in 2011. The content and ideas in this handout were developed by Leah
Henderson and Jessica Bell. Toolsforchange.net

A Facilitator’s Responsibilities
A facilitator:
 influences what topics will be discussed in a meeting, how these topics will be discussed, and
how decisions will be made.
 helps everyone in the group reach the best outcome possible in the time available.
 maintains a positive and constructive meeting environment.

A facilitator (usually) does not:

 make decisions for the group.
 make suggestions or share opinions about an agenda item. For instance, the facilitator does
not respond directly to a meeting participant with a comment like “I disagree with your
proposal to host a workshop next week.”

If you have a lot to say don’t facilitate. And if you really need to speak then make it clear that
you’re speaking as a participant in the meeting and not as the facilitator. It’s usually wise to not
take advantage of your power as a facilitator and automatically put yourself at the front of the
speaking order or anything like that either. Facilitators lose the trust of the group if they
consistently manipulate the meeting to further a personal agenda.

Ingredients of a Good Meeting

Great facilitation is not the magic bullet that will solve all your group’s problems. Nor is the
facilitator solely responsible for the success or failure of a meeting.

This is because well-run meetings depend upon many factors, including:

 a facilitator with decent social and emotional intelligence.
 an experienced facilitator;
 a facilitator who understands the group they’re facilitating. The facilitator should know the
group’s culture and decision-making process, as well as the personalities of the members
(Who are the influential people? Who speaks out of turn? Who analyzes possible proposals
to the bitter death but really doesn’t mind what the group decides?)
 helpful participants who assist the facilitator. These helpful participants will typically stick to
the topic, abide by the ground rules, and encourage others to do the same. Helpful
participants will also suggest proposals when it’s appropriate to do so. Helpful participants
usually do not defiantly challenge the facilitator’s decisions during the meeting itself (unless
absolutely warranted). Instead, these participants will share their opinions before the
meeting, by, for instance, reviewing and giving feedback on any proposed meeting agenda.
These kinds of people usually have facilitation experience.
 participants who understand and abide by the group’s culture and decision-making process -
which usually means the group has worked together for a while.

Rest assured - if the meeting you facilitate tanks then it’s probably not just your fault.

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 What is Social and Emotional Intelligence?
Social and emotional intelligence refers to “the ability to monitor one’s own and other’s feelings
and emotions, and to use this information to guide one’s thinking and action.”i

There are four main components of social and emotional intelligence.ii They are:
 Self awareness: the ability to assess your own feelings and determine what is causing those
feelings. You are exercising self awareness when you notice you feel anxious while
facilitating a conflict within a group.
 Self regulation: the ability to moderate your behavior. You are self-regulating yourself if you
consciously mask your strong feelings of anger when a participant criticizes you for cutting
off debate on a topic.
 Social awareness: the ability to gauge and understand the causes of other people’s emotions.
You are being socially aware if you can tell that the majority of meeting participants are
feeling bored and disinterested because the group is spending too long talking about the
trivial topic.
 Social influence: the ability to influence the emotions of other people to achieve your goals.
You are wielding social influence when you affect how other people are feeling through your
own behavior, such as your approach to dealing with conflict.

Social and emotional intelligence can be learned.

Five Steps To Take Before Each Meeting

Successful meetings depend upon preparation. Facilitators are responsible for taking some or all
of the following pre-meeting actions – and if the facilitator is not taking these actions then
someone in your group should be.

1. Decide if you actually need a meeting.

This diagram can help you decide if you need a meeting. If you find that you’re issue or topic is
meeting one or more of the criteria on the left hand side of the image then chances are you need a
meeting.
http://www.toolsforchange.net/wp-content/uploads/2012/02/do-we-need-a-meeting.jpg
Don’t waste people’s time facilitating unnecessary meetings.

2. Identify and choose to abide by the group’s decision-making structure.

Some common decision making structures used by activist and advocacy groups include:

 Consensus. Everyone is comfortable with the decision.

 Modified consensus. The group strives for consensus. If consensus can’t be reached the
group drops down to securing a certain percentage of support, like consensus minus 1 or
80%.
 Voting. The percentage of votes needed to approve a decision can vary from 51% and up.
 1 or 2 people hold the power. This is fairly typical in hierarchical decision-making
environments, such as most large non-profit organizations.

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Regardless of the decision-making structure, as a facilitator, your job is to a) know the group’s
decision making structure, b) make this power arrangement clear to the participants at the start of
the meeting (if it’s not obvious) and c) structure the meeting accordingly.

3. Decide who needs to participate in the decision.

Not only do you need to think through how a decision is made, but you also need to identify who
(or what group or committee) needs to make that decision.

Here are two helpful tools that you can use to decide who needs to make what decision. First,
you can try and imagine the group’s structure in order to determine which people, what
committee, sub-group, or department is responsible for dealing with that topic. A visual diagram
can also help you determine what other groups or committees might care, influence, or be
influenced by this matter. Many advocacy groups set up sub-committees to deal with specific
campaigns, projects, or ongoing tasks, such as communications or fundraising. Big picture
decisions – such as reviewing the organization’s mission - are usually made by a steering
committee or non-profit board.

Here’s a sample organizational diagram of a flat and fairly participatory group we’ll call the
Center for Leadership. Check it out at: http://www.toolsforchange.net/wp-
content/uploads/2011/12/Sample-organization-unamed.indd_1.pdf

By looking at this diagram you can tell that a conversation about short-term financial projects
(such as organizing the yearly event fundraiser) will need to involve the fundraising working
group and possibly the executive director.

Here’s another sample organizational diagram of a hierarchical organization with 30 or so staff.

http://www.jessicabell.org/wp-content/uploads/2011/12/Heirarchical-Organizational-Structure-
for-an-Advocacy-Non-Profit.png. Once again, this structure indicates to you where power over
specific decisions lie. Decisions over the details of a press release, for instance, would likely be
the responsibility of the communications team.

Another way of addressing the issue of who to include in a decision is to use the D.A.R.C.I. tool.
D.A.R.C.I is a simple technique you can use to classify who should be a part of a decision.
D.A.R.C.I stands for Decision maker, Accountable, Responsible, Consulted, Informed. For
instance, a board might hold ultimate decision-making authority. A board might also be
accountable for ensuring the decision is fully implemented. A staff person might be responsible
for doing the work to execute the decision. Other staff in other departments might be consulted
about their view on the decision, which means their feedback and ideas are taken into
consideration. Organizational allies and funders might simply be informed about the pending
decision and the consequent outcome. Decision-makers and responsible people should be
coming to most meetings.

4. Know and then try to respect the group’s culture and norms around discussing issues
and making decisions.

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There’s more to decision-making than just knowing a group’s official decision-making process.
As a facilitator it’s your job to observe meetings carefully and ask people questions in order to
help them identify a group’s assumed customs.

For instance, some groups have an elaborate hand signaling system for making decisions using
the consensus model, including twinkling fingers in the air (I’m into it), forming a cross with
their forearms (I’m really not into it), or using the “fist to five” process to register their degree of
support for a proposal. Other groups prefer to informally discuss a topic until everyone feels
comfortable with the outcome.

Some groups like to make decisions in advance. Many community and labour groups make
decisions by having staff interview representatives from key groups and craft proposals based
upon these interviews. The proposal is usually developed, adapted, and consented upon prior to
the meeting. Approval of the decision at the meeting is often just a formality. Many direct
action organizing groups would see this process as undemocratic, preferring for decisions to be
introduced, debated and decided in a face-to-face setting.

Some groups prefer to have agenda items introduced and approved by a group or committee’s
co-chairs prior to the meeting. Other groups are comfortable with new agenda items being
introduced at the start of the meeting.

Some groups have a culture where the facilitator had a direct, controlling approach, often
informing participants about the path forward. Other groups prefer loose or soft intervention,
where the facilitator rarely intervenes and instead suggests ways for the group to move forward.
A more directive approach is more often used in scenarios where participants don’t have a
common understand of their process and culture, such as in situations where people don’t know
each other, have limited experience in facilitator, or haven’t worked together before. Different
levels of intervention might be needed for different agenda topics. This diagram presents the
range of different levels of intervention a facilitator can adopt.

The variations on meeting culture are endless. The most important thing to remember is that
you, the facilitator, need to know and respect the group’s meeting culture.

5. Build the agenda.

Here’s a seven-step process for building a meeting agenda.

1. Communicate with members beforehand and have them identify agenda items. For regular
meetings, sending around a request for agenda items to participants via email is usually
sufficient.

For controversial decisions or important meetings – such as yearly strategic planning retreats – it
helps to get off the email and talk to people via phone or even face-to-face in advance in order to
hear what they have to say about specific agenda topics so you understand the key points of
tension or disagreement. If I have the time, I will talk to people who hold different opinions on
an issue.

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2. Send your proposed agenda around to all members prior to the meeting so they can give
feedback.

3. Adjust the agenda based on the feedback you receive from group members.

Don’t put too many topics into an agenda; topics usually take longer than you think, and
everyone’s happy when you finish early.

4. Prepare people to speak about their topic. Ask them to do their research, prepare for their
presentation (if they’re giving one), bring handouts and be ready to answer questions. It sucks to
have a decision delayed because people didn’t have the information they needed to make a
decision.

5. Do reminder calls and emails. It’s wise to do a final reminder email the day before the
meeting.

6. Organize logistics. Choose a quiet room (bars and cafes are not good places for meetings).
Collect, order and confirm any AV equipment, laptops, connector cords, PowerPoint
presentations (save in different formats and put on a USB stick) extension cords, markers,
whiteboards, and flip chart paper.

7. Review who is coming to the meeting, and take appropriate action. Are people quiet? Then
maybe structure sections of the meeting so people talk to their neighbor or in small groups. Is
this a meeting of a supervisor and his or her staff? Is there a way to structure to the meeting to
allow for anonymous feedback? Are there disrupters? Perhaps you could bring a back up
facilitator. You could also make sure to set ground rules, and two of those ground rules could be
a) no interrupting others and b) make sure everyone has a chance to voice their opinion. You
could even have a one-on-one conversation with the problem person so you can hear their
viewpoint and ask for commitment to the meeting’s ground rules.

8. Come early to make sure all the technical equipment works, the chairs and tables are in the
right place, and you have all the materials you need, such as flip chart paper, pens, and markers.
I like to arrive at least 20 minutes before the meeting is about to begin.

A Typical Agenda

 Introductions

 A review of the agenda

 Assign roles (e.g., note taker, stack)

 Establish ground rules

 One or two non-controversial quick and easy topics.

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 Start with the most important agenda topic and then move to the next most important agenda
topic and so on.

 Review decisions and next steps

 Set next meeting.

Ground Rules

Ground rules are useful for long meetings, like a day-long retreat. Ground rules can also be
useful where there is no clear established meeting culture, you anticipate conflict, difficult
behavior, or strong emotions, or you’re facilitating meetings where people don’t know each other
or haven’t worked together before.

If you’re going to take the time to establish ground rules then make sure to enforce them. For
instance, if someone is consistently interrupting other participants you could say, “we agreed we
wouldn’t interrupt each other. Remember we wrote that down?” You then point to ground rules
written on flip chart paper and posted on a nearby wall. “Can we all try and stick to these rules
please?”

Some ground rules include:

 Step up / step back. “People who talk a lot check yourself, people who don’t speak up if you
have something to say.”
 Stretch yourself. “Explore new ideas, take risks.”
 Mine for understanding. “Ask questions if you don’t understand or disagree with someone.”
 We are all better than the worst things we say or do. “It is okay to make mistakes, just be
ready to hear about it and learn from it.”
 No interrupting other people.
 Commit yourself to learn.
 Start and end on time.
 Don’t disrupt the meeting. “If you have to take a phone call keep your cell on vibrate and
walk outside before you answer it.”
 Respect the opinions of others. “It doesn’t mean you have to agree with them, but it does help
if you still behave in a respectful manner even if you don’t see eye-to-eye.”
 Listen to your body. “Take breaks when you need them; you don’t have to ask.”
 Expect unfinished business. “We won’t cover everything and we can’t answer all questions
completely.”
 Listen carefully.
 Do your part to make this meeting successful for you and others.
 Confidentiality. “You keep names and identifying features within the confines of the meeting
space, but you’re encouraged to share the lessons-learned far and wide.”

Choose ground rules to suit the occasion. Some of these ground rules (such as “confidentiality”,
“respect the opinions of others”, and “stretch yourself”) are more for those situations where the

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tension is sky high, such as interpersonal conflict or tackling organizational racism. Other
ground rules are more for meetings that have a heavy focus on learning, such as “commit
yourself to learn”, and “make mistakes.” And then there are the ground rules for tackling
specific group problems or people, like “step up/step back” which is often used to deal with
people who talk too much.

Introductions and Ice-Breakers

There are countless introductions and ice-breakers out there. We will start with the formal ice
breakers and move gradually into the more creative exercises.

Some meetings (such as formal meetings with older professionals) necessitate more traditional
introductions, where people don’t leave their seats, and introductory questions are explicitly
geared to soliciting practical information that serves the purpose of the meeting. Here’s a few:

A Go Around (5 Minutes+)
A go around is where people go around the room and introduce themselves. If often helps for the
facilitator to initiate this go around because then you can model what kind of information you
want people to share, and how long they should talk. For short meetings with 15 or more people
I usually stick to having people say their name and what group they’re with. People usually want
to know what other people and/or organizations are in attendance.

Sometimes I ask people to introduce themselves and answer a question or two. Standard
questions include what do you want to get out of this meeting, why did you come today, or what
resources are you intending to devote to this effort. More interesting questions include where
does your name come from.

Assume that it will take each person one minute to say who they are and answer one question.
Don’t get caught into the trap where you spend half an hour on introductions and you’ve
scheduled a one-hour meeting. I’ve seen it happen. I find it’s worthwhile having people answer
a question or a series of questions if a) the meeting has less than 10 people in attendance, b) it’s a
multi-day meeting, and I have the time, and/or c) if people haven’t worked together before.

You can have people introduce themselves from their seats. Another more bold method is to
give people two minutes to stand up and introduce themselves at the front of the room. It’s often
useful to give everyone a few quiet minutes to prepare their introduction; that way participants
will listen to others.

Small Groups (5 Minutes +)

The facilitator asks people to break into groups of two (or three) and each spend one or more
minutes talking about themselves to their group members. Typically facilitators will suggest
questions that each person should answer, such as what is your name, or why did you come. A
variation of this is to have people break into groups of two and have one person interview the
other member, and then switch.

Then there are a wide variety of more creative introductions that can yield additional purposes,
such as waking people up and creating a tone of fun and openness. Here’s some examples:

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 Name Game Shuffle (5 Minutes)
Participants walk freely around the room. The facilitator explains that she is going to call out a
category and that when she does the group is going to clump into groups based on that category.
For instance, if the category is footwear then folks who are wearing socks might choose to clump
together and folks in bare feet might choose to clump together. This activity is done silently. It
is also done quickly. The facilitator can create urgency by speaking loudly and rapidly. Once
people are in their groups, the facilitator asks people to QUICKLY learn each other's names. The
facilitator calls out a series of categories. Good categories include "hair style," "height," "what
you are wearing on your feet”, “the clothing you are wearing on your legs”, “your tops”,
“jewelry”, and "eye color". After a few rounds the facilitator asks everyone to introduce
themselves to people whose names they don't know yet. The facilitator then has people form a
big circle. Once in that circle, the facilitator asks if anyone thinks they can name everyone else in
the group. Someone steps forward. The facilitator asks the rest of the group to be ready to help
this person along if they need it by "whispering" the names of people this person can’t remember.

What’s True For Me (5 Minutes+)

Have people walk freely around the room. It’s wise to have the facilitator walk around the room
as well. Tell participants that we are going to take turns stopping and calling out statements that
are true for us. When we hear a statement then the rest of us of us are going to stand close to this
person if that statement is also true for us, and further away if the statement is less true for us or
maybe not true at all. Get creative. It’s best to have the facilitator start this exercise off by
calling out two or three statements that are true for them. That way the participants get the feel of
the exercise by observing you a) stop and then wait for everyone else to stop, b) say your
statement, c) wait a few seconds for everyone to get into position, and then d) a few more
seconds while everyone looks around and sees where people are standing, and then e) start
walking around the room again, thereby giving else permission to walk freely and silently around
the room as well. Repeat this process until the energy is high. The kind of statements you – the
facilitator – share at the start of this game sets the tone for the rest of the group. If you reveal
intimate truths that you typically share with friends (e.g., “I suffer from chronic fatigue
syndrome”) then the group might reciprocate - provided the trust level in the room has been
established. If you stick to work topics (“I’m overworked”) then the group will follow your
lead.

The theater of the oppressed school of facilitation has a huge and wonderful array of introductory
exercises. Here are a few:

Magnets (3-5 Minutes)

Participants are asked to walk around room. The facilitator asks them to close their eyes and
keep walking. First, participants are asked to act like magnets that repel; whenever they touch
another person they move away from them quickly. After a few minutes, participants are asked
to be magnets that attract; whenever they touch another person they stick with them. The game
continues until everyone is stuck to each other. To ensure safety, the facilitator should pull out
enough people from the group so they can act as guides, pulling people away from danger, such
as stairs.

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 Yes Let’s (3-5 Minutes)
Walking around the room, people take turns calling out what they want people to do i.e. “Lets
climb a tree” then everyone says “Yes lets climb a tree!” and pretends to climb a tree until
another person calls out another invitation. This games works best if it’s done very quickly with
no more than 30 seconds dedicated to each action.

Rio (10 Minutes)

This is a really powerful introduction, great if you are planning on dealing with conflict and
tension within the group. I limit to using this introduction with students and creative types. I
tried to facilitate this introduction with some teenagers I barely knew and they wouldn’t have it.
Ask people to find their own space in the room and create a simple sound and movement that
you can repeat as you cover the space. Demonstrate with an example. Your example should be
maximum seconds in length. Now tell people to move around the room doing their sound and
movement. Now tell them, “When you hear me say, “Merge!” (or you can use a drum beat or a
clap) find a partner and blend your two sounds and movements into one without talking, so that
you are doing the same sound and movement. This new sound and movement should be a mix
of the ones you started out with.” Remind them “that it may take a little while for you to find
your common sound and movement. Once you do, start moving around the room together with
your new sound and movement. Once the two of you have moved around the room a little
together, look for another duo to merge with and repeat the process you used to merge your
original sounds and movements. Again, this might take a little while, but once everyone in the
group has mastered the new sound and movement that is a blend of everyone’s, start moving
around the room as a small herd. Once you small herd has moved around the room a little
while, look for another herd to merge with. Continue until the entire group is doing the same
sound and movement OR until the group looks too tired or frustrated to continue. Debrief with
the following questions: what did that feel like, who thought the final sound and movement was
most like their original sound and movement, who felt they were accommodating, who felt they
wanted to stick with their sound and movement, what have you learned from this exercise?

Tools To Move Through Agenda Items

It is useful to have clarity on what you want to achieve with each agenda topic. Is it an update, a
decision, a problem-solving effort, or a process for securing buy in? It’s often useful to state this
purpose out loud so the participants know the goal of this topic as well.

Then it is a matter of choosing what facilitation tool you think will help move the group forward.
Think of it as a choose your own adventure exercise.

Here are some common tools. Facilitators often start with using tools that open up the topic,
then move to tools that allow for debate, discussion, improvement, and assessment of one or a
series of options, and finally (if a decision is required) close with tools that help participants
decide a course of action.

Check out this diagram to see where in a meeting these tools are frequently used.
http://www.jessicabell.org/wp-content/uploads/2011/12/Meeting-structure-diagram1.pdf

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Tool What a facilitator could say Additional notes
Updates/presentation “Max is going to give a five minute Make sure presenters have prepared.
presentation about the information he
received from the board about our problem.
We’ll take questions at the end.”
Clarifying questions “Thanks for the presentation. Who has People might jump ahead and want to debate the content. It’s
clarifying questions? Is there any part of useful to say something like “Let’s hold off on opinions for
this presentation that people don’t now. We’ll get to that shortly. Let’s just make sure everyone
understand?” fully understands the problem first.”
Q&A and feedback “Let’s take feedback.” It’s wise to set a time limit for Q&A and feedback. If you’re in
“Let’s do a Q&A for 10 minutes. I’ll keep a situation where the people giving the presentation are the
stack1. If you have a question, raise your decision-makers and are making the decision in a separate
hand, and I’ll put you on the speaking list.” meeting then it can be useful to limit the amount of direct
“You all have a few minutes to write your response the presenters can give to other participants. The
comments on a piece of paper. I’ll collect presenters will get to justify their decision at a later date; what’s
them from you. In order to maintain most important is that they hear from everyone in the room.
anonymity please do not write your name Participants can also ask questions or give feedback in written
on the piece of paper.” format. Written format can be useful if you have a lot of
participants (15 or more), or if you need a more anonymous
feedback system because a few or some participants fear the
negative consequences of giving critical feedback, possibly to
their direct supervisors.
Brainstorm “Let’s do a brainstorm. I’m going to write If it’s a big meeting ask a participant to scribe on the flip chart
down every idea any of you have on this paper so you can spend your time facilitating. Ask for
flip chart paper. Now remember, no idea is volunteers who can write well on flip chart paper.
a bad idea. We’re not going to critique
these ideas yet. We’ll do that later on in There is always a tendency for people to jump ahead and start
the meeting. So if you have a opinion, criticizing the ideas written down. Ask them to please hold
critique or concern don’t forget it; write it their thoughts.
down and you will be able to speak to it in
1
 Stack refers to keeping track of a speaking list. 

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 about 20 minutes or so.” If you have a big group (15 plus) or a talkative group it’s
sometimes useful to have people tackle a brainstorm in small
groups of three or four. Have each of these small groups
generate a list. Then have each group decide their two favorite
proposals to share with the entire meeting. For the report back,
try having each group share one idea at a time. This method
means you are less likely to face a situation where the last
group to report back doesn’t have anything to share because
other groups have already said their ideas.
Synthesizing “It seems like these two ideas are very After a brainstorm it’s fairly common to engage in some kind of
similar. Pat and Katelyn… you wrote these synthesizing process where you amalgamate similar ideas. It’s
ideas down: are you two okay with us wise to secure permission from the people who suggested these
merging these ideas? Is everyone else okay ideas.
with that?”
If there are a lot of ideas then you can call a 15-minute break:
during that break you and maybe one or two other participants
can amalgamate similar ideas. Report back your findings to
the group, making sure to explain why you classified the
information in the way you did. Secure buy-in.

Another option is to once again take advantage of the written

word, and have people (or small groups) write down their idea
on a sticky note and place it on a wall. (This is the brainstorm
part of the meeting.) You can encourage people to stick their
notes next to ideas that they believe are similar to their own.
(This is the synthesizing part of the meeting.) As a facilitator
you will still need to review and likely rearrange people’s
attempts to group ideas.
Open discussion “Let’s talk about this topic for 20 minutes, This is the most common way groups debate, assess and
and then we’ll see where we’re at.” evaluate options. There are many ways the facilitator can ride
this stage. One thing you should decide is the extent to which
“Jamie, I think your point about the you want to intervene in the conversation. Your level of
logistics of the protest is not closely related intervention is affected by your own personal preference, as

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 to our discussion on our media strategy. Is well as what the group needs and is accustomed to. Generally,
that right? (Wait for response). Okay, well less experienced groups need heavier facilitation than more
how about we make a note about your experienced groups.
interest in that topic, and we’ll write it up
here on this flip chart paper. We can return Common activities conducted by a facilitator at this point
to it if we have time.” include:
- silently observing the conversation;
“I’ve been listening to the conversation and - reminding people to stay on topic (if they sway);
I sense that most of you feel comfortable - keeping track of what proposals are in circulation and people’s
with the proposal that we host a house concerns with each;
party fundraising event in November. - keeping track of time;
Would that be an accurate assessment?” - asking quiet people to speak up;
- doing a go-around so everyone can share their viewpoint;
“It seems like we haven’t reached - keeping stack;
consensus yet but I get the impression we - offering a proposal that you think is popular among the group
can if we talk about this topic for another (it is not your job to suggest new proposals but rather identify
20 minutes or so; how about we do that and the ones that seem to be resonating, and it’s always best to wait
then we can re-assess our progress.” awhile before attempting to summarize the opinion of the
group);
“I sense that we feel okay with a tentative - encourage other people to identify proposals they think have
proposal of organizing a rally at Queens resonance.
Park, but this proposal is contingent upon
answering these three questions. Would
that be a reasonable summary?”

“It seems like we’ve heard a few people

talk about this topic but we haven’t heard
at all from others, like you Max and you
Vrinda. How about we do a go-around so
we can hear what everyone has to say
about this topic.”
Small groups “How about we break out into groups of Breaking people into small groups of three to six people can be
four or so and decide which of these ideas a good strategy when:

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 is best for us?” - there’s a lot of ground to cover;
- there’s a lot of contention and discussion;
“How about we break into groups and have - there is more than 10 people in the meeting;
each group tackle a different matter. You - some people care a lot more about some topics than other
can self-select which group you want to be people;
in. We’ll have that corner of the room - specific proposals need to be developed.
identify our next fundraising event; that
corner talk about membership engagement You might find some resistance because some groups are not
strategies we should try; and that corner accustomed to this tool. It’s useful to explain the value of small
identify who we should recruit to join our groups at this point, such as it allows more people to
board. You’ve got half an hour. Please comfortably express their opinion. It’s far easier to talk in a
have someone ready to do a three-minute group of five than it is in a group of ten or 15.
report back to the larger group.”
As a facilitator, it’s useful to rove around and check to see how
each group is progressing on their task. You don’t have to
“It seems like we only have two people interrupt, you can just observe. Group members usually know
interested in the membership strategies you’re there and they’ll ask questions if they need to.
conversation. Is there anyone who’d like
to join this group?” It’s very important that you give clear instructions to groups and
set a time limit. It’s wise to write this objective down so
“Okay, let’s hear each group give a report everyone is clear on the purpose. Having each group answer
back. Can you limit your report back to once question or address one problem is usually sufficient.
three or so minutes, and then we’ll take
clarifying questions and feedback.” Dividing people into small groups can be tricky. If this is a
meeting it’s usually best to not intervene too much and instead
choose a process that allows people to self-select the topic they
like.

Asking people to number off (say from 1 to 4) and group by

their number is generally too controlling (although it’s a
possibility if everyone if addressing the same question.)
One option is to assign a location (such as a corner, or the room
next door) to each topic and then have people physically move

13
 into the group they want to be in. Ask for volunteers to move
into groups that are under-represented.

If no one wants to join a specific sub-group then you might be

receiving some valuable information. Perhaps the group is not
actually interested in that issue? You could suggest for this
topic or group to be disbanded.

Another consideration is asking that people who have strong

opinions on a particular topic to join the same group so they can
identify solutions that meet their respective interests.
Gallery Walk “Okay, so all the groups have written their A gallery walk can be an extremely efficient way to gather
proposals up. How about we put all these information.
flip charts on one wall. Let’s all spend a
few minutes looking at what people have You need to encourage neat writing, both on the sticky notes
written. You can ask questions and discuss and on the flip chart paper.
what you see on the wall. I also have
sticky notes here. If you have a comment,
question, or concern to add then please
write on a sticky note and place the note on
the flip chart paper.”

Debate “We’re going to hear Jamie give a three Debates are a highly directed way of facilitating a meeting. It
minute presentation about why we should can be useful to encourage the presenters to reference criteria
launch a campaign to improve the bus that the group has collectively agreed is important to the
system in Scarborough. Then we’re going outcome. Debates can be useful if you need to identify a
to hear a three minute presentation from “champion” in the group who is willing to make this idea
Shar about why we should campaign on happen if the group accepts it. Champions are usually needed
expanding subways. Then they get one for ideas to turn into reality.
minute each to rebut the other person’s
arguments. And then we’ll open it up to
Q&A from you all.”
Proposal “We’ve been talking about this for about The proposal development stage can also be characterized as

14
development 20 minutes now. I sense we’re close to the later stages of discussion and synthesizing, which are tools
reaching a decision. Can I test this identified earlier. Proposal development is often where
proposal out? I think it covers what I think facilitation gets hard. Often there’s no clean or neat way to
people want: We organize a town hall navigate through this process.
meeting in March and we invite all the
candidates. Would this be a reasonable At the core of it, either you or someone else will start to suggest
summary of where we are at?” proposals to move forward into the decision making phase. As
a facilitator it’s not wise to identify new solutions, but in many
“Can we move the conversation to meetings it is seen as your responsibility to summarize what
identifying some proposals here. Let’s put you think is popular and ask the group if this is a proposal they
away our questions or criticisms and focus think reflects their viewpoints. Participants with experience in
on solutions.” meeting culture will sometimes take on this responsibility so
you don’t have to.
“We’ve been talking about this for 10
minutes. We are running out of time. Let’s One of the bigger problems you’ll face here is that multiple
see where we’re at. It seems like we have proposals are being presented. It’s important to treat all
two proposals on the table. Can we have proposals fairly. It’s not wise to pick the one proposal you like
two people summarize them please?” if there’s three in circulation and move forward with that one
only to the voting stage. Some options you can try when you
“Can we group some of these ideas into a face that scenario are:
more cohesive proposal?”  continue the discussion, allowing and even encouraging
moderations and adaptations, until a clear favorite emerges,
which you can then take to the voting stage, or
 move all proposals forward through different tools, such as
the straw poll.

Straw poll “We have two proposals here. Each A straw poll is a non-binding method to determine where
proposal is written on a separate piece of people are at on one or series of proposals. What’s critical here
flip chart paper over there. Let’s just do a is that you must be super clear about the details of each
quick straw poll. You can only vote for proposal (write them down), and how many times people can
one. Who here supports proposal 1. Who vote.
here supports proposal 2. And who
supports neither proposal. Now remember

15
 – this is just a straw poll. It’s not binding.
We’re just testing to see what level of
support each of these proposals has among
you all.”

Assessment Criteria “So we have some criteria that we It’s extremely useful to decide the criteria in advance. Here is
developed earlier to help us assess each of some criteria that you can use when you’re engaging in
these proposals. How about we break out campaign planning. And here’s some criteria that the steering
into two groups, and each group can rank committee of the California Food and Justice Coalition
these one proposal against the criteria and developed in advance of a three month campaign planning
then give a report back. Let’s do a 1 to 3 process to decide their campaign goals for the next two to three
ranking, with 1 meaning it totally meets years. It can also be wise to specific which criteria MUST be
this criteria, 2 means it somewhat does, and met, and which criteria we would LIKE to meet.
3 means it doesn’t meet the criteria.”
If it’s a small group you could reasonably assess different
proposals one after the other; the advantages of having people
self-select into groups to discuss specific proposals is that a)
you get to see which proposal might have more juice than the
other (hint; more people will want to discuss the proposal they
like) and it’s easier to debate the details.
Spectrogram “So let’s see where we stand on the You often need to state the instructions twice for people to
proposal of launching a campaign to understand what they are being asked to do.
expand subways. The proposal is written
on that piece of flip chart paper. So, stand It’s best to have one main point for each spectrogram.
closer to this side of the room if you are in
support of this proposal; the closer you are Spectrograms are fantastic for teasing out where people actually
to the wall, the more you’re into this stand on a specific proposal. Spectrograms are also a very
proposal. Stand on the opposite side of the useful way for everyone to share their viewpoint, even the quiet
room if you do not support this proposal. people as a person’s position in the room represents their
Once again, the closer you are to that wall position on the proposal.
the more you are opposed to the proposal.
Stand in the middle of the room if you are It’s often useful to facilitate a discussion with everyone still
not either strongly for or against. Maybe standing; you can give people the option to move around the

16
 you’re undecided?” spectrogram or quadrant if their opinion changes in response to
the discussion.
“Now let’s turn this into a quadrant. I want
you stand on this side of the room if you Another possible next step is to ask the people who feel
deeply care about this proposal; and I want strongly about the proposal but have different opinions on it to
you to stand on the opposite side of the meet in their own time and identify a new proposal that satisfies
room if you don’t care what we decide. them.
Stand in the middle if you kind-of care or if
it’s complicated.”

“Great. Now let’s have people in the

deeply opposed and deeply care corner
speak up. Why are you there? And what
would it take for you to move closer to the
other quadrants.”

17
18
Dotmocracy “You all now get to voice your Dots are useful because it forces people to independently choose what
opinion on what of these five they think is important. It’s like voting. People usually take
campaign ideas we should start. dotmocracy seriously.
We’re going to use dotmocracy.
We’ve written the proposals up here Dotmocracy can be useful if you have multiple meetings that are being
on separate pieces of flip chart attended by different people and you need to amalgamate the results.
paper. I’ve giving you three dots:
two green dots, and one red. You Think carefully about how many dots you issue; if you must narrow
put the green dots next to proposals down the options (like in campaign planning sessions) then limit the
that you support. You can put two numbers of dots; participants need to be encouraged to make tough
green dots next to the one proposal. prioritization decisions.
We want to limit it to two proposals
as we have decided we only have the You can have different types of dots; it’s usually common to have dots
capacity to run one campaign. You representing support, and dots representing opposition.
have the option to use the red dot if
you choose; you put the red dot next
to proposals you don’t think we
should choose.”

Consensus “Let’s see if this proposal is Different groups have different hand signals; use whatever is the
voting something we can reach consensus custom.
on. Can someone read out the
proposal to the group?” (This is It’s common to taint the consensus voting process with your
done.) “Great. If you are in support enthusiasm for a solution saying things like “okay so are we all cool
of this proposal then do a ‘thumbs with this awesome proposal?” If your group has a culture of doing
up’. If you’re standing aside then this, then that might be okay, but it’s fairer to use more impartial
put your hand out flat. That means language.
you don’t love this proposal but

19
 you’re willing to let it pass. If It’s also common for facilitators to not fully go to the vote, saying
you’re opposed then put your things like “Well it seems like we have consensus on this. What’s the
‘thumb down.’ Okay, so it didn’t next topic on the agenda?” Some people might stifle their concerns
pass. We have eight in support, one because you haven’t given them ample opportunity to voice them.
stand aside, and one opposed. Vrinda
you have your thumb down. Why is It’s common to check in with “nos” in order to identify their concerns
that? What would need to be and see if they can suggest proposed solutions.
changed for you to agree to this
proposal? At this late stage, it’s best to present one proposal a time, and to very
clearly explain how people can express their position, be it yes, no, or
stand aside (which means the person is not supportive of the decision
but is not going to stop the decision from being approved).

Even if the vote passes, it’s wise to carefully gauge whether this
proposal has the level of support needed for successful
implementation. If there’s a lot of stand asides on a controversial
proposal or a big decision that requires significant energy and time to
execute then it’s likely you’ll need to find a better solution.

Anonymous SENT VIA EMAIL “You have the An online voting strategy is useful if members or people are not
voting. next two weeks to vote for who you geographically located near each other.
want to sit on our organization’s
steering committee. Click on the The benefits of anonymity is that people are less vulnerable to peer
link, review the five candidates’ group pressure, and less likely to be treated favorably or unfavorably
resumes and positions, and then as a result of their vote.
choose which candidate you would
like to support. The candidate with
the most “top” votes will sit on the
steering committee for two years.
Your votes are anonymous.”
Postpone it. “We’ve been talking about how You can’t postpone a decision if the matter is urgent. In those urgent
we’re going to deal with our funding situations you have to persevere – although you could set up a break-
crisis for 45 minutes. It seems like out group that meets concurrently to craft a proposal, while the rest of

20
 there’s some people who need the group tackles other agenda items.
questions answered before they can
agree to a plan. And it also seems It’s important to clearly identify next steps, including what issue needs
like we have a few people who to be decided upon, who is going to deal with this decision, what
disagree on the direction we need to decision-making process is being followed, and how long do they
take to solve this problem. How have to deal with it.
about we identify a few people –
including those who feel strongly
about this issue – who can meet in
their own time and try to come up
with a proposal to present to us at
our next meeting. And how about
we do a go-around so each of us can
share one piece of information or
advice that we want this committee
to consider when they meet in their
own time?”
Next steps. “Okay so let’s decide our next steps. When it comes to next steps you want to identify who is doing it, what
How about we go through each main they’re doing, and how long they have to do it.
agenda item. Leah – you were
taking notes. Can you tell us what Reminding people about their tasks is an extremely useful way to hold
next steps we agreed upon when we people accountable.
dealt with the first agenda item?
Just tell us what the decision is, who It’s useful to both review the notes to identify next steps, AND ask the
is doing it, and when it’s due. And group to identify any additional next steps that haven’t been
let’s make sure to start our next mentioned yet.
meeting by hearing how far people
have progressed with their tasks.” It can be useful to keep a record of “to dos” or “next steps” on a piece
of flip chart paper so people have a visual display of their
responsibilities throughout the meeting.

Decide next “Okay, can people get out their You’re creating a lot of extra work for yourself if you don’t schedule

21
meeting. phone and calendars please. We’re the next meeting while everyone is present. It’s time consuming to
going to decide the date of next use surveymonkey.com or call around to identify people’s
meeting. Can someone please availabilities.
propose some dates? Okay, who
cannot do January 2nd. Can I get a If someone says “oh I didn’t bring my calendar” then it’s useful to just
show of hands? So three of you can’t choose a date and then choose a backup date if that first date doesn’t
do it. Okay, who’s got another date work for the forgetful few. Remind people to bring their calendars to
to throw out? January 10th? Who the next meeting.
can’t do that date. I see no hands.
Okay, let’s go with January 10th.” If scheduling a time is proving really difficult then you could go with
the date that suits the most people. Alternatively you could select the
time that’s best for the people who are a priority to the meeting or
group (eg, co-chairs, most involved, most impacted by decision). You
can say something like “It seems like we’re having difficulty choosing
a date. I would like to prioritize folks who are putting considerable
energy into this task. Is that okay?”
Assign “We need someone who can follow Usually this is the organizer. People are more likely to do their tasks
someone or up with people and remind them of if they get a reminder call.
ensure that their tasks. Who can do that?”
someone is
following up
with people
to make sure
they take
action.
Type up, and “Can we have the notes typed up in It’s usually okay for note takers to just summarize next steps, tasks,
distribute the the next few days and sent around and key decisions. Note takers can also summarize key feedback and
notes. please? Who would like to take this points of tension.
on?”
Make sure to send the notes around to everyone. It’s also useful to
post them in an obvious spot that everyone can access, such as a
google group word document. That way you have a collective record
of what was decided, even if people delete their emails.

22
Exercises to use when leading a training on facilitation

Introductions
Ask people what level of experience they have with facilitation. Ask “Who’s facilitated a
meeting before?” then “Who’s facilitated 10 meetings before?” and then “Who has facilitated 30
or more meetings.” Keep going until there’s no hands left standing.

Problem generation
Have people form groups of three. Ask people to take turns taking two minutes each “sharing a
personal story of a bad meeting you’ve experienced. What made it so bad? Think about the role
of the facilitator, the behaviors of participants, the actions or inactions of the group hosting the
meeting.”

Ask each group in turn to share one factor they have identified through their story-telling that
makes meetings “bad”. Ask the group to give an example. Write the factors on a board. Go
through each group until you have a range of examples on the board.

Board
Problem Example Solution
No pre-planning. No agenda was
developed or shared
with participants in
advance of our
organization’s day-long
strategic planning
meeting. We wasted
three hours setting the
agenda together.

When possible solutions to these problems are identified through the course of this workshop, fill
in this table. You can also return to this table at the workshop’s conclusion and work with the
group to identify possible solutions.

Advanced facilitation workshop structure

Get into groups of two. Someone interviews their buddy about one challenge they are facing as a
facilitator that they want help with in this workshop. The interviewer’s job is to ask for stories
and get the facilitator to explore why this is a challenge. Take turns being the interviewer and
interviewee. Give people two minutes each to talk about their challenge.

Post the following questions on flipchart paper to give interviewers some guidance on what
questions they could ask:
 What is the challenge you would like to work on?
 Why is this important to you?
 What were some underlying dynamics that created this situation?
 How would you describe the feelings or “vibe” in that moment?
 What do you think contributes to this challenge?

23
 What strategies have you tried to overcome this challenge?
 What strategies would you like to try?
 What could the group have done to support the facilitator?

Then have each person individually write down their challenge on a piece of sticky paper and
post it on a board. Give people a 10 minute break. During this break you – along with some
volunteers - collectively group people’s challenges into broader categories. Make it clear that the
volunteers are assisting you, but that you get final say. It is important that these pieces of paper
are categorized properly.
Categories that might arise include:
 Conflict
 Dealing with disruptive people
 Unclear decision-making process
 Poor implementation of issues
 People feel their voices are not being heard

Randomly assign people into groups of two. You could do this by asking people to number off
say from 1 to 6 (if there are 12 participants) and have the 1s get together, the 2s get together and
so on. Once people are in their groups explain the exercise.

Tell them they each have 45 minutes to prepare a 25-minute exercise designed to help the entire
group “explore and identify solutions to the challenge you have chosen.” Tell the groups they’ll
get to pick a challenge from the board.

Also tell them that they’ll be given feedback for about 25 minutes after they have completed
their exercise. The feedback will consist of the following four steps:
What did you do well? (Participants and workshop leaders give feedback. Facilitators can only
ask clarifying questions in order to understand the feedback.)
What’s some constructive advice or feedback we could give? (Once again, participants and
workshop leaders give feedback. Facilitators can only ask clarifying questions in order to
understand the feedback.)
Facilitators respond to the feedback they’ve heard.
The group adds to and critiques the solutions identified in the workshop to address the challenge.

Explain to each group that they will have the option to practice their facilitation tools to this
group for 25 minutes. Encourage them to try out different facilitation tools. Tell them what
decision-making model they are expected to abide by.

Choose a random process to decide the order in which each group gets to pick a challenge from
the categories on the board. For instance, you could put each group’s number on a piece of
paper, and pull these pieces of paper out of a hat one by one. The order you pull out the numbers
dictates the order in which groups choose their categories.

Work actively to support groups as they prepare their workshops. Give constructive feedback if
it is asked for. Give extra time if people need it. This process of preparation is an incredibly
learning experience.

24
To choose who facilitates first, ask groups who want to facilitate to put their numbers in a hat;
pull out a number. Continue these rounds of facilitation for as long as you wish. Make sure to
give facilitators a chance to add or remove their name from the hat before each round. This
random process of selection is useful if you don’t have enough time for everyone to facilitate, or
if there are some people who want to watch others facilitate before they do so themselves.

During the conclusion, quickly review the “tools” that either you or the facilitators used
throughout the workshop. Tools might include “Brainstorm”, “Spectrogram”, “Small groups”,
“Numbering off”, etc.

To evaluate the workshop, start off by having the workshop facilitators critique themselves. Then
do a popcorn where participants have the option of sharing something they liked about the
workshop, and something they think could have been improved upon, or done differently.

Facilitation resources

Anderson, M; Anderson, S; Hagemeister, M; Scheffert, D (1999) “Facilitation Resources” (eight

volumes) Hubert H. Humphrey Institute of Public Affairs and the University of Minnesota
Extension Service. Online at:
http://www.extension.umn.edu/distribution/citizenship/DH7437.html

Dotmocracy guidebook http://dotmocracy.org/

Diceman, Jason (2010) “Dotmocracy slideshow” Online at:

http://www.slideshare.net/jasondiceman/dotmocracy-workshop-sept-8-2010

Freeman, J (1071) “The Tyranny of Structurelessness” Online at:

http://www.jofreeman.com/joreen/tyranny.htm Accessed on Feb. 2, 2012.

Lakey, B “Meeting Facilitation: The No Magic Method” Training for Change, Philadelphia, PA
Online at: http://www.starhawk.org/writings/empowerment_manual.html

Open Space Institute of Canada. Online at: http://www.openspacecanada.org/

Polleta, F (2002) “Freedom is an endless Meeting: Democracy in American Social Movements”

University of Chicago, Chicago, Il.

Starhawk, (2011) “The Empowerment Manual: A Guide for Collaborative Groups” New Society
Publishers, Gabriola Island, BC. Online at:
http://www.starhawk.org/writings/empowerment_manual.html

25
i
Salovey, P., & Mayer, J.D. (1990) “Emotional intelligence” Imagination, Cognition, and Personality, 9, P189.
ii
Cherniss, C (2001) “Emotional Intelligence and the Good Community”, American Journal of Community Psychology
(Vol. 30, No. 1, Feb.), P205.