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10 common sense tips from the experts at Facilitate.com
- Traditional
facilitation skills and techniques apply to online
collaboration too
The role of the facilitator is an important part
of a well-run meeting. Our skills in planning agendas,
creating the appropriate group environment, encouraging
participation, and leading the group to reach its
objectives are essential to the success of meetings
that also happen to use technology.
- Be familiar
with your tools
Software collaboration tools are generally less familiar
to us than overheads or a flip chart so get to know
what is available to you and how the tools work. Watch
or participate in other meetings and see what works.
Use technology where it can provide most value towards
your meeting objectives.
- Focus on
outcomes and choose tools that will meet your needs
Let your desired outcomes, rather than the
technology, drive your agenda. Computer tools should
enable you to do more than you would be able to without
them. You may want to do some activities in a new
way, but if you are forced to compromise your results
-- choose another tool.
- Focus on
the meeting content not the technology
Choose tools that are easy to use. During the meeting
spend as little time explaining the technology as
possible. Help people focus on the issues they have
come to work on. The technology will be fun and rewarding,
but people will keep asking you back if they accomplish
their objectives.
- Garbage
in, garbage out
As with any meeting, the quality of the output
depends on the quality of the input. So, discuss your
topic and background fully before you brainstorm,
clarify the level of detail participants need to provide,
work through an example and ensure everyone understands
the purpose of each exercise as you move through your
agenda.
- Be prepared
for greater productivity in your meetings
Computer aided facilitation techniques provide the
power of parallel processing with everyone "talking"
at once. As a result, brainstorming and prioritization
get done quicker than before and you will need to
be prepared for your next agenda item. Work with the
meeting owner to review the ideas generated and plan
the next step.
- Make sure
you have the right tools to access the information
produced
Remember that during your meeting you will want to
access results of the group's work. Make sure that
you the necessary printers, copiers, visual displays,
projection screens, etc., available to you. Know when
you want participants focusing on their own work and
when you want their heads out of the computers.
- Mix your
media -- avoid an "electronic meeting"
Vary the facilitation tools and techniques that you
use to keep the group motivated and alert. Intense
brainstorming activities using computer techniques
can be draining, so break up the meeting into several
different activities, take a break and encourage verbal
discussion. Use laptop computers to reduce the prominence
of technology and encourage conversation.
- Use small
groups and pairings for brainstorming and idea generation
Pairing up participants encourages conversations and
interaction, evens out technology skills, and promotes
an environment of collaboration. This may not be so
appropriate for voting, however, when you may want
everyone to have their own ballot!
- Co-facilitate
to build your skills
Facilitators using collaboration software must cope
with new technology and with the increased volume
and pace of information generated. A co-facilitator
or technical support person can provide valuable assistance
particularly the first time you try a new agenda or
work with a new group, with large groups or for long
meetings.
Finally, the key to success in any endeavor is
practice,practice, and more practice! Build up your self confidence
and experience by trying out new tools in low risk situations with
friends and colleagues -- the results you achieve will get you hooked!
For more tips on meeting facilitation, visit our Resources page.
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