I recently returned from the Exploring Innovation Conference in Community Development 2009 Conference in St Louis (www.exploringinnovation.org) sponsored by the Federal Reserve Bank of St Louis. I was engaged by the conference organizers to help design a conference that demonstrates creativity and best practices and this community building event exceeded my expectations.

The design was shaped by a couple of key objectives:

  • To create an ongoing dialogue where input from conference participants shapes the conference content
  • To facilitate learning for conference participants through a variety of methods that accommodate diverse learning styles
  • To serve as a catalyst for future dialogues around topics of significant importance to community development

These objectives required a design that promotes creative thinking, interaction and community building in a large group conference setting. I’ve written a case study describing the methods and collaborative tools we used. I invite you to read the in-depth report on the conference design and download facilitation method sheets.

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I believe it was Socrates who said “Even a fool can give a good PowerPoint presentation but it is only a truly wise person who can lead a group of people to think creatively and make decisions effectively and efficiently.” At the risk of being deliberatively provocative, I maintain that this accounts for the prevalence of PowerPoint based meetings.

From childhood, though we may fear standing up in front of people, we are trained to present our ideas. We do it in school with the essays and papers we write, the science projects we – with that little bit of help from our parents - assemble and the tests we take. With that desire in all of us to produce beautiful things, by the time we enter the workforce we’re primed for the task of creating PowerPoint presentations.

How many of us, however, were taught how to bring a group of people together for a purpose, structure a meeting agenda, start with a discussion to draw out the best and most innovative ideas from the group, keep people focused and lead them to efficiently develop and prioritize those ideas, build consensus around the best ones and end with a decision or implementation plan?

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In a previous post, I admit that I ranted just a bit about the state of webinars, and how almost all fall short of the engaging and memorable experience we would hope they could be. The core issue is that webinars tend to be big on slides and small on interaction. I have spent a lot of time recently coaching clients on how to transform their training webinars into rich collaborative events. Here are some of the tips I shared…

  1. Design your agenda with a distracted participant in mind.
    Assume that participants will be multi-tasking unless you keep them fully engaged with tight content, lively speakers, no more than 10 minutes or three slides of talking before a fully interactive exercise, and more than fifty percent of time spent collecting and responding to ideas, questions, perspectives from participants. Obviously the process will vary if you have 10 or 100 people on the call but don’t give up on the engagement even for large groups.
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In the past few weeks I have attended a number of webinars. Some have been offers of free information put on by companies using webinars as a way to reach out to potential customers. Others have been set up by communities of practice to discuss or develop an area of common interest. The question I am left with is: Why, oh WHY are these webinars so boring?

In theory, a well run webinar is an ideal way to give your participants a lot of good ideas in a short period of time. The plethora of web conferencing tools, many of which are free for small groups, means that more and more people are setting themselves up as experts in their field, inviting guest speakers and pushing out free information. But the reality is that almost every webinar I have attended is limited to someone talking to a set of slides. Sometimes there is video of the speaker and this is interesting for the first couple of minutes, but they are usually distracted by their computer screen. The participants are silent for 90% of the time except for a very small chat window where messages fly by in small type that neither I nor the moderator can keep up with. It doesn’t have to be this way!

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We’re trying to answer this question from a facilitator perspective. Web collaboration tools should be a part of every facilitator’s toolkit, but knowing which one to use to support each aspect of the group process is key. Just as using a screwdriver to hammer in a nail wouldn’t work; using a web meeting tool for the wrong purpose could yield results you don’t intend. Here is a link to our first attempt at mapping different categories of web collaboration tools to different purposes, but we think that this concept would benefit from “collaborative” input. We invite you to suggest additions, subtractions and comments to make this chart more accurate and complete.

Here is the thought process behind this project:

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When virtual teams start falling apart, it can be hard to identify and address the symptoms. It’s tough enough to lead a dysfunctional team when you can see the members and speak openly eye-to-eye. But when you’re leading a virtual team that’s become disengaged and dispirited, it takes special skills and approaches to re-engage and motivate those who have drifted away. Here are some practical steps that I use to get remote teams back on track.

  1. State your observations with examples and express your concerns. Start by sending an email with a strongly-worded header to implore people to attend the next team meeting. Describe the team’s behavior. For example: “I have noticed that many people have dropped off of our calls. Some of you are reneging on promises, and others are declining to pitch in to help others as you used to. As a result, I feel like the team is falling apart. I am asking that all of you fully participate in our next meeting so that we can explore the real issues and decide what we can do to get ourselves back on track.” Follow up with a phone call to make sure people have read your message and plan to attend.
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Just wanted our community to know that the International Association of Facilitators Europe Conference will be held in the United Kingdom September 18-20 2009.  If you are looking for a reason to visit the beautiful and historic city of Oxford (and partake of conference events in the hallowed Keble College, one of England’s most historic seats of learning), this is it.  The IAF has developed over the years into a well-run and broad reaching organization providing excellent resources and opportunities for learning and networking.

The quality and diversity of the sessions offered at the IAF conferences has improved with each year, with sessions on basic and advanced facilitation skills, integrating social media, meeting technologies, facilitating virtual teams, brainstorming techniques and more.  Given the challenges that face us -- stabilizing world economies, re-inventing major industries and wisely stewarding our planet, the ability of organizations to respond and evolve rapidly is a mandate for survival. People who have the skills to facilitate group problem solving and idea generation provide critical value, whether they be members of the profession, team leaders or top executives. The IAF is a knowledge base and community to help you succeed.

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It is often helpful to start a meeting with an ice breaker exercise or a bit of humor to give everyone a chance to relax and start to bond. Especially in a virtual setting, a humorous video clip can be an effective way to relax the group.

In the past folks would use a video clip from a film or TV show. To do so involved recording it on a VCR or downloading it and inserting it into a PowerPoint presentation. YouTube offers us more readily available and searchable resources to use. We can use videos from YouTube not only as ice breakers but also as humorous or serious examples to help make a point during a meeting.

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Ground rules are a lot easier to enforce when you can make eye contact or use body language to keep people in line. But when you can’t see people and can’t hear what people are doing on the other end of the line, it’s harder to keep people focused and on track. Here are guidelines on how to set ground rules that I follow with my clients when I’m asked to plan and run their virtual meetings.

1: Give advance notice of ground rules prior to the meeting.  Don’t surprise people at the start of the meeting by issuing demands that may be impossible to meet without notice. For example, if you are asking people to make sure they can focus 100% of their attention on this meeting, they need to figure out how to move everything else off their plate. Publish the ground rules and send at least a few days ahead. Highlight important points in your email to make sure they are not overlooked.

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Facilitate Proceedings asked me to report back on my experience at the North America International Association of Facilitator’s Conference in Vancouver BC.

Tuesday, April 21, 2009. Today I had the opportunity to enjoy Kimberly Bain´s session in which I became more aware of my default styles of handling conflict and how it pervades different social scenarios in which I participate. As facilitators we must be sure that group decisions result not so much from our personal style but rather from a careful and well managed process.

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