Table of Contents
INTRODUCTION: A POWERFUL SECRET 1
Case Study Learning the Powerful Secret 1
Secret #1 The Fundamental Secret of Facilitation 2
Case Study The Sanitation Workers 2
Learning to Apply the Fundamental Secret 4
The Principles of SMART Facilitation 6
More Ways to Apply the Secrets 16
What This Book Will Do for You 17
Where to Start 18
1 WHAT IS A FACILITATED SESSION? 20
Questions Answered in This Chapter 20
When Is Facilitation Appropriate? 22
Secret #2 The Secret of When to Use Facilitation 23
Definition—What Is a Facilitated Session? 23
What Are the Responsibilities of a Facilitator? 24
The Soul of a Facilitator 25
When Is Facilitation Not Appropriate? 26
Applying the Secrets to Gain Buy-In to a Strategic Plan 27
Facilitator's Checklist for Understanding Facilitation and the Roles of a Facilitator 29
2 THE SECRETS TO QUESTIONING 30
Questions Answered in This Chapter 31
Case Study Starting Questions 32
The Starting Question 33
Secret #3 The Secret of the Starting Question 34
The Reacting Questions 38
Secret #4 The Secret to Guiding a Group 38
Floating an Idea 39
Secret #5 The Secret to Influencing Idea Ownership 41
Applying the Questioning Techniques 42
A Final Note on Questioning 47
Facilitator's Checklist for Questioning 47
3 THE SECRETS TO PREPARING 50
Questions Answered in This Chapter 51
Case Study The Principals' Conference 52
The 5 Ps of Preparation 53
Secret #6 The Secret to Preparation: The 5 Ps 53
It's All About Purpose 53
Secret #7 The Secret Power of Purpose 54
Defining the Product 55
Selecting Participants 56
Identifying the Probable Issues 58
Preparing the Process 59
Special Topic: Managing a Sponsor 59
Applying the 5 Ps 62
Facilitator's Checklist for Preparing 64
4 THE SECRETS TO STARTING 66
Questions Answered in This Chapter 67
Case Study Kicking Off Vision 2020 68
Opening the Session 69
Secret #8 The Secret to a Strong Opening 69
Gaining Buy-In to the Agenda 72
Secret #9 The Secret to Gaining Agenda Buy-In 72
Using Ground Rules 73
Secret #10 The Secret to Using Ground Rules 73
Case Study Avoiding the Executive Feeding Frenzy 74
Using Parking Boards 76
Secret #11 The Secret to Parking Boards 76
Effective Introductions 77
Secret #12 The Secret to Effective Introductions 78
Recommended Order for the Opening 78
Opening Nonfacilitated Meetings 79
Getting Started on Time 79
Secret #13 The Secret to Starting on Time 79
Applying the Secrets of Starting 80
Facilitator's Checklist for Getting the Session Started 82
5 THE SECRETS TO FOCUSING 84
Questions Answered in This Chapter 85
Case Study Facilitating a Thousand People 86
Secret #14 The Secret to Using Checkpoints 88
Focusing the Group: Using Checkpoints 88
The Extended Checkpoint 90
Warming Up a Group 91
Secret #15 The Secret to Warming Up a Group 91
Delivering Accurate, Clear, and Concise Directions (PeDeQs) 92
Secret #16 The Secret to Clear Directions 92
Keeping a Group on Track 94
Secret #17 The Secret to Keeping a Group on Track 94
Managing Breakout Groups 96
Secret #18 The Secret to Effective Breakout Groups 97
Secret #19 The Secret of Rotating Review 100
Applying the Secrets of Focusing 101
Facilitator's Checklist for Focusing a Group 102
6 THE SECRETS TO RECORDING 104
Questions Answered in This Chapter 105
Case Study Public Safety Collaborative 106
Knowing What to Record 106
Secret #20 The Secret to Knowing What to Record 107
The Power of the Pen 109
Secret #21 The Secret to Using, not Abusing, the Power of the Pen 111
Managing the Recording Process 113
Secret #22 The Secret to Keeping the Recording Concise 115
Using Strategies to Avoid Lulls While Writing 116
Secret #23 The Secret to Avoiding Lulls While Writing 118
Additional Techniques for Recording 119
Applying the Secrets of Recording 121
Facilitator's Checklist for Recording 122
7 THE SECRETS TO INFORMATION GATHERING 124
Questions Answered in This Chapter 125
Case Study The Retailing Conference 126
Understanding the Major Information Gathering
and Processing Functions 127
Understanding Processing Groups 128
Understanding Processing Order 129
Gathering and Processing Information 130
Secret #24 The Secret to Gathering Information 130
Gathering Facts 131
Secret #25 The Secret to Getting the Details 131
Categorizing 132
Secret #26 The Secret to Categorizing 133
Inquiring 134
Secret #27 The Secret to Q&A Sessions 135
Generating Ideas 138
Secret #28 The Secret to Generating Ideas 138
Prioritizing 140
Secret #29 The Secret to Prioritizing 141
Reporting 145
Secret #30 The Secret to Reporting Back 145
Getting Feedback 146
Secret #31 The Secret to Getting Quality Feedback 146
Applying the Secrets of Information Gathering 148
Case Study Facilitation in the Classroom 149
Facilitator's Checklist for Information Gathering 151
8 THE SECRETS TO CLOSING 154
Questions Answered in This Chapter 155
Case Study Polling for Agreement at the Close 156
Secret #32 The Secret to Closing Strong 157
Reviewing Activities Completed and Personal Objectives 157
Confirming Commitment to Decisions Made 158
Secret #33 The Secret to Confirming Commitment to Decisions 158
Clearing the Issues List 163
Secret #34 The Secret to Clearing the Issues List 163
Assigning Actions 164
Secret #35 The Secret to Assigning Actions 164
Evaluating the Session 165
Ending the Session 165
Debriefing 167
What If the Session Is Running Behind? 167
What If the Session Is Going to Run Over? 168
Delivering a Partial Close 169
Facilitator's Checklist for Closing 169
9 THE SECRETS TO MANAGING DYSFUNCTION 172
Questions Answered in This Chapter 173
Case Study The Chairman and the COO 174
Dysfunctional Behavior—What Is It? 175
Secret #36 The Secret to Understanding Dysfunction 176
Techniques for Conscious Prevention 179
Secret #37 The Secret to Preventing Dysfunction 179
Techniques for Early Detection 182
Secret #38 The Secret to Detecting Dysfunction 182
Techniques for Clean Resolution 185
Secret #39 The Secret to Resolving Dysfunction 185
Recommended Responses to Dysfunctions 188
When the Unexpected Happens 192
Secret #40 The Secret to Responding When the Unexpected Happens 192
Responding to Mistakes and Attacks 193
Case Study Making a Mistake as the Facilitator 193
Secret #41 The Secret to Responding to Mistakes and Attacks 194
Rewarding Functional Behavior 196
Lesson Learned 196
Applying the Secrets of Managing Dysfunction 198
Facilitator's Checklist for Managing Dysfunction 200
10 THE SECRETS TO CONSENSUS BUILDING 204
Questions Answered in This Chapter 205
Case Study Consensus on Values 206
Defining Consensus 207
Secret #42 The Secret to Understanding Consensus 208
Deciding How to Decide 209
Secret #43 The Secret of Five-Finger Consensus 210
Understanding Why People Disagree 210
Secret #44 The Secret to Understanding Disagreement 211
Secret #45 The Secret to Resolving a Level 3 Disagreement 216
Filling Your Toolbox of Consensus Building Techniques 218
Delineation 219
Secret #46 The Secret to Resolving a Level 1 Disagreement 219
Strengths and Weaknesses 224
Merge 227
Secret #47 The Secret to Resolving a Level 2 Disagreement 227
Weighted Scoring 229
Secret #48 The Secret to Using Weighted Scoring 229
Knowing When to Move On 234
Facilitator's Checklist for Consensus Building 235
11 THE SECRETS TO ENERGY 236
Questions Answered in This Chapter 237
Case Study Learning the Impact of Energy 238
Understanding the Impact of Energy 239
Secret #49 The Secret of Energy: The 3 Es 239
Projecting Energy from the Start 240
Secret #50 The Secret to Starting with Energy 240
Adjusting to the Lullaby Times 243
Secret #51 The Secret to Adjusting to the Lullaby Times 244
Maintaining Energy During the Session 244
Secret #52 The Secret to Maintaining Energy 244
Case Study A Team Building Mistake 248
Using Team Building Activities 249
Secret #53 The Secret to Using Team Building Activities 249
Facilitator's Checklist for Energy 250
12 THE SECRETS TO AGENDA SETTING 252
Questions Answered in This Chapter 253
Case Study Pay For Performance 254
Process Produces Results 255
Using Standard Agendas 256
Secret #54 The Secret of Standard Agendas 256
Customizing the Agenda 256
Secret #55 The Secret to Customizing the Agenda 257
Developing an Agenda from Scratch 258
Secret #56 The Secret to Developing an Agenda from Scratch 258
Know Your Process Cold: The Facilitation Guide 259
Secret #57 The Secret to Knowing Your Process Cold 260
Estimating and Tracking Time 262
Secret #58 The Secret to Estimating Time 262
Applying the Secrets of Agenda Setting: The Standard Agendas 263
Facilitator's Checklist for Agenda Setting 267
13 APPLYING THE SECRETS TO SPECIAL SITUATIONS 269
Questions Answered in This Chapter 269
Case Study Facilitating the Senator and the Chief of Staff 270
Applying the Secrets to Very Small Groups 271
Applying the Secrets to Very Large Groups 271
Applying the Secrets to Designing a Conference 273
Applying the Secrets to Conference Calls 274
Secret #59 The Secret to Facilitating Remote Participants 274
Applying the Secrets as a Consultant or Subject Matter Expert 276
Case Study The Strategy Firm and the Nonprofit 276
Applying the Secrets as a Meeting Participant:
Guerrilla Facilitation 278
Secret #60 The Secret to Guerrilla Facilitation 279
EPILOGUE 283
RESOURCE GUIDE FOR FACILITATORS 285
Leadership Strategies—The Facilitation Company 285
The National Facilitator Database 285
The International Association of Facilitators 286
The National Institute for Facilitation 286
Websites of Regional U.S. Facilitation Associations 286
Training Classes in Facilitation 286
Facilitation Newsletters 289
Facilitator Certification 289
Recommended Books 290
ACKNOWLEDGMENTS 291
THE AUTHOR 293
60 SECRETS OF FACILITATION 295
