PART 3

5. Observes and Addresses Dysfunction

Skills required:

• Observation: Keen observation skills to notice any signs of dysfunction or group dynamics issues.
• Intervention Techniques: Knowing when and how to intervene to address issues without disrupting the group flow.
• Emotional Intelligence: Recognizing and understanding emotional undercurrents and addressing them appropriately.

Example

Background: A facilitator is leading a project kickoff meeting for a new product development initiative. The team consists of members from different departments: R&D, marketing, sales, and customer support. Early into the meeting, the facilitator notices signs of dysfunction among the team members.
Facilitator Behavior and Skills in Action:
o     Observation:
             Scenario: During the initial introductions and goal-setting discussion, the facilitator notices some team members displaying negative body language (e.g., crossed arms, avoiding eye contact) and others not participating in the discussion.
       	Action: The facilitator pays close attention to these non-verbal cues and recognizes that there might be underlying issues affecting team dynamics.
       	Impact: Early identification of these issues enables timely interventions, preventing small problems from escalating into major conflicts.
       	Techniques: The facilitator makes mental notes of who seems disengaged or resistant and who is dominating the conversation. They also observe the overall energy and mood of the group.
o    Intervention Techniques:
       	Scenario: As the meeting progresses, the facilitator observes that certain team members are consistently interrupting others, leading to frustration and disengagement.
       	Action: The facilitator decides to intervene by introducing a structured activity designed to give everyone an equal opportunity to speak. They suggest a "Round-Robin" approach where each team member shares their thoughts without interruption.
       	Impact: This intervention not only addresses the immediate dysfunction but also sets a precedent for inclusive and respectful communication throughout the project.
       	Techniques: The facilitator explains the purpose of the activity and sets clear guidelines to ensure respectful and equal participation. They gently remind team members of these guidelines if anyone starts to dominate the conversation again.
o    Emotional Intelligence:
       	Scenario: The facilitator senses tension between the R&D and marketing team members, which might stem from past disagreements on project priorities.
       	Action: During a break, the facilitator approaches individuals from both teams to better understand their concerns. They listen empathetically and acknowledge the emotions involved.
       	Impact: Addressing emotional undercurrents helps resolve tensions and builds stronger interpersonal relationships, enhancing overall team cohesion and effectiveness.
       	Techniques: The facilitator uses active listening and empathy to build trust. They then facilitate a brief, focused discussion where both sides can express their concerns and work towards mutual understanding and compromise.

Outcome: By applying observation, intervention techniques, and emotional intelligence, the facilitator effectively identifies and addresses the early signs of dysfunction. This leads to a more productive and collaborative meeting, where all team members feel heard and respected, setting a positive tone for the project.

This example demonstrates how a facilitator who observes and addresses dysfunction can create a more harmonious and productive team environment by using keen observation, timely interventions, and emotional intelligence. This proactive approach helps ensure that the team can collaborate effectively and achieve their project goals.

6. Learns and Applies New Tools

Skills Required:

• Continuous Learning: Commitment to ongoing learning and staying updated with new facilitation tools and techniques.
• Tool Proficiency: Mastery in a variety of facilitation tools (both digital and physical).
• Adaptability: Ability to quickly learn and apply new tools as the situation demands.

Example

Background: A facilitator is leading a virtual workshop for a remote team spread across different time zones. The workshop aims to brainstorm ideas for a new product feature. The facilitator has recently learned about several new digital tools that can enhance virtual collaboration.
Facilitator Behavior and Skills in Action:
o    Continuous Learning:
       	Scenario: In preparation for the workshop, the facilitator spends time researching and learning about the latest digital collaboration tools. They enroll in webinars, read articles, and participate in online communities to stay updated with new facilitation techniques.
       	Action: The facilitator decides to use Miro, a digital whiteboard tool, and Mentimeter, an interactive presentation software, for the workshop.
       	Impact: This commitment to learning helps the facilitator bring fresh and innovative methods to their facilitation, keeping the sessions dynamic and effective.
       	Techniques: The facilitator practices using these tools in a test environment, attends training sessions, and seeks feedback from peers to ensure they can use the tools effectively.
o   Tool Proficiency:
       	Scenario: During the workshop, the facilitator seamlessly integrates Miro and Mentimeter into the session. They set up a Miro board with different brainstorming templates and use Mentimeter to conduct live polls and gather instant feedback from participants.
       	Action: The facilitator explains how to use these tools at the beginning of the workshop and provides a quick tutorial. They ensure all participants are comfortable and address any technical issues promptly.
       	Application: The facilitator’s mastery of Miro and Mentimeter allows them to create a highly interactive and engaging workshop. By being proficient in these tools, they can troubleshoot issues and maximize their potential.
       	Impact: High proficiency in facilitation tools ensures that the workshop runs smoothly and participants can fully engage with the activities without being hindered by technical difficulties.
       	Techniques: The facilitator creates engaging and interactive activities using these tools, such as collaborative mind mapping on Miro and real-time idea ranking with Mentimeter.
o    Adaptability:
       	Scenario: Midway through the workshop, the facilitator notices that some participants are struggling to use Miro due to technical difficulties.
       	Action: The facilitator quickly adapts by switching to Google Jamboard, a simpler digital whiteboard tool that participants are more familiar with. They smoothly transition the activities to this new tool without losing momentum.
       	Application: The facilitator’s ability to quickly switch to Google Jamboard when participants face difficulties with Miro demonstrates their adaptability. Having a backup plan and being prepared for unexpected challenges ensures that the workshop can continue without major disruptions..
       	Impact: This adaptability helps maintain the workshop’s flow and ensures that all participants can contribute effectively, regardless of technical issues..
       	Techniques: The facilitator had prepared a backup plan and pre-configured the same brainstorming templates on Google Jamboard, allowing them to make the switch effortlessly. They communicate the change clearly and guide participants through the new tool.

Outcome: By applying continuous learning, tool proficiency, and adaptability, the facilitator ensures the virtual workshop runs smoothly and effectively. Participants are engaged and able to collaborate seamlessly, leading to a successful brainstorming session with a wealth of new ideas for the product feature.

This example demonstrates how a facilitator who learns and applies new tools can enhance the effectiveness of their sessions by staying updated with the latest tools, mastering their use, and adapting quickly to changing circumstances. This approach ensures a seamless and productive facilitation experience.

Check the PART 2.

and the FINAL part is ready. Check it out!

If you want to learn how to be an excellent facilitator, you are on the right place. Check out our ACS-CF course.