In a group the role of a facilitator is very important, as it encourages communication without influencing the discussion much. Successful ones are able to control and improve a group through good planning, the use of open questions, and with encouragement.
Steps
Method 1 of 3: Organize a Group
Step 1. Announce your group
Choose the best way of communication to reach anyone who may be interested. If possible, try across multiple channels.
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If you are organizing a work group, use corporate email.
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If you are organizing a school group, ask for phone numbers or emails. Plus, get a school mailing list (LISTSERV) to encourage new members.
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If you are hosting a religious group, make sure the meeting time is posted on the church bulletin.
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If you are about to start a support group, post the information online, or post it at hospitals and medical or counseling offices.
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Step 2. Search in time for possible topics to be covered
Have a look online and in the books for ideas to choose from regarding these topics. If you are leading a work group, make sure that all research and reports are submitted a couple of days in advance so that everyone can be on the same page at the time of the meeting.
Step 3. Learn more time management skills before facilitating a group
A type of direct person is required to start and end the meetings, who will take into account the time available and any remaining items on the agenda. Always wear a watch and check it from time to time to make sure everything is going as planned.
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Announce start and end times when communicating with group members. Also, check to inform members about the topics and the time they have available so they can prepare properly.
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It is important to specify if it is an open group and if the exchange of words is allowed. This means that the group can argue, rather than simply expressing an opinion when it is their turn.
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Step 4. Prepare yourself mentally to start your job as a facilitator
Leading a group can become exhausting, especially when it comes to professional and emotional issues. Give yourself a good night's rest and practice some deep breathing techniques before starting the group meeting.
Step 5. Set up an environment that facilitates discussion
Sitting everyone in a circle is a classic approach, as no one is left out. Create a circle of chairs before anyone else arrives.
Avoid a "classroom" approach. If everyone has to look at you but can't see each other, you will become more of an authority figure and it will be harder for you to foster discussion among group members
Step 6. Stay neutral
Your job is to encourage participation without influencing the outcome. If you are an opinionated person, make an effort to hold your tongue in political or personal opinion discussions.
Method 2 of 3: Start Discussions
Step 1. Introduce yourself
Be brief, but announce your qualifications or interest in making the group successful. Aim for an introduction lasting a minute or two at the most.
Step 2. Indicate rules if necessary for group operation
Groups such as Alcoholics Anonymous have ritual practices that must be followed at the beginning of each meeting. Do not overdo the rules, as they may limit the freedom of expression within the group.
Step 3. Announce the purpose of the meeting
If there is a certain goal to achieve or an eventual agenda, it is time to communicate it. If necessary, redefine the time you spend on each individual element.
Step 4. Adjust the newsgroup structure based on the number of members
If you are managing a small group, you may want to move in a circle (Round Robin) so that everyone has a chance to speak. If you are managing a large group, however, you may need to encourage a show of hands or free conversation.
Specify the structure of the group before starting, so that everyone has the same expectations
Step 5. Don't fall into the trap of "teacher behavior"
This happens when you start answering questions, express facts, or talk frequently. Your function is to be a neutral party, not to be a teacher.
Method 3 of 3: Facilitate Discussion
Step 1. Ask open questions
Avoid those that have a yes / no answer. If they really have to give such an answer, ask group members to elaborate on why.
Step 2. Continue with the follow-up questions if the discussion does not start immediately
A good sequence of questions may include "How does this change how you feel about X, Y, Z?" and "How do you think this can be applied to the other topics we are discussing?"
Step 3. Divide the group into smaller groups for more confidential projects or discussions
If you are concerned that the group is too large to encourage adequate participation, small group work is a good way to encourage all participants to interact.
Step 4. Give your encouragement
Encourage constructive interactions. Thank people for their contributions.
Don't be critical. Even if yours were a critical analysis group, criticism should only be done in small doses. Make each comment start with an encouragement
Step 5. Suggest an entertainment activity if you plan a long meeting
Encourage members to play with each other, watch a related YouTube video, or get up and move.
Step 6. Mediate between conflicting positions to find common ground
Your job, as a group leader, is to recognize potential disputes and try to move forward productively. Say something like:
- "There seems to be a difference of opinion"
- "Points of view other than ours are encouraged in our group"
- "You both seem to be very involved"
- "It seems that we can agree on X, Y, Z."
Step 7. Encourage other people to lead future discussions
This is a good way to make members feel ownership of the group and its goals.
Step 8. Create an evaluation process
Ask to answer a questionnaire or discuss any changes or issues with you.
