Managing Facilitated Processes: A Guide for Facilitators, Managers, Consultants, Event Planners, Trainers and Educators PDF
Preview Managing Facilitated Processes: A Guide for Facilitators, Managers, Consultants, Event Planners, Trainers and Educators
Managing Facilitated Processes » PS IT T R T Managing Facilitated Processes helps people make thoughtful decisions about managing A E C 1 successful gatherings. The book’s ten chapters are divided into three parts: R SH Initial Contact • From Contact to Contract—building customized agreements; eighteen A Managing N types of facilitated processes, their deliverables and unique features • Approach and Style—ensuring integrated, customized, and systematic elements; a forget-me-not prompter; effective management styles Facilitated Processes 2 • Management x 5: Participants, Speakers, Logistics, Documents, M Building Agreements Feedback—practice guidelines, examples, and time-saving tools That Work a Managing Facilitated Processes also includes a companion Web site with handy e-versions n A Guide for Consultants, Facilitators, of the book’s tools and templates. 3 a Managers, Trainers, Event Planners, Approach » Praise for Managing Facilitated Processes g i “This book honors the importance of the details and care that every gathering deserves. and Educators n It should be a standard reference for people who come together to produce results.” 4 —Peter Block, author of Community: The Structure of Belonging, and consultant and g partner, Designed Learning, Ohio, USA Style Dorothy Strachan and Marian Pitters F “The authors’ combined experience of nearly 60 years in process facilitation is generously a shared in this clearly written guide.” —Sharon Almerigi, certifi ed professional facilitator (CPF), Barbados International c 5 Association of Facilitators, Latin America and the Caribbean i l Participants “In a world of ‘expert-centered’ workplaces, Managing Facilitated Processes offers a i much-needed focus on the process of creating effective, customized environments t for learning and work.” a —Marilyn Laiken, professor and chair, Department of Adult Education and Counseling t 6 Psychology, The Ontario Institute for Studies in Education, University of Toronto, Canada e Speakers “A comprehensive and practical guide to making group sessions effective and outcome d driven—great insights from cover to cover and a terrifi c ‘go to’ reference guide.” —Gabriella Zillmer, senior vice-president, Performance Alignment and Compensation, P BMO Financial Group, Canada 7 r “A time-saving gem for planning facilitated sessions effectively. It is unique in its o Logistics thoroughness without being overwhelming. To be pulled off the shelf over and over again.” —Julie Larsen, associate adviser for social policy and development, United Nations c Headquarters, New York, USA e s 8 s Documents THE AUTHORS DOROTHY STRACHAN is a partner in Strachan-Tomlinson, a process consulting fi rm in Ottawa, e Canada. She is the author of Making Questions Work and Process Design, both from Jossey-Bass. s MARIAN PITTERS is the president of Pitters Associates, a management consulting fi rm located in Toronto, Canada. She has authored a number of manuals on facilitation and public adjudication. 9 Feedback FREE www.josseybass.com PPremium Content BUSINESS MANAGEMENT US $49.95 | CAN $59.95 10 Endings and This book includes premium content that can be Beginnings accessed from our Web site when you register at www.josseybass.com/go/dorothystrachan using the password professional. Strachan.ffirs.qxd:Strachan.ffirs 1/17/09 3:55 PM Page v Strachan.ffirs.qxd:Strachan.ffirs 1/17/09 3:55 PM Page i More Praise for Managing Facilitated Processes “Thiscomprehensiveguideis anoutstandingresourceandlearningtoolforevent planners,administrators,andconsultants!” —BarbaraMetcalfe,executiveassistant,Ottawa,Canada “Ifyou’ve everparticipated inasessionfacilitatedbyDorothyStrachan,you have witnessed theeffectivenesswith whichshepracticesherart.ManagingFacilitated Processescapturestheessenceofthisart inapractical,step-by-stepfashion that I’ve usedforfacilitatingmanagement sessionsaswellasmeetingsofvolunteerlittle leaguebaseballcoaches.Itworks!” —GeorgeA.Herrera,vicepresident,donorservices, MusculoskeletalTransplantFoundation,NewJersey,USA “As aconsultant,MarianPittersdemandsalotand deliversalot.Thisisclearin ManagingFacilitatedProcesses,whichisfilledwithpracticalexamplesfromabroad rangeoffields,up-to-datetechnologies,andapproaches.Whetheryou aredoingit yourselforhiringanexpert,thisbookiseasytofollow and agreat investment!” —LiseR.Talbot,professeuretitulaire,UniversitédeSherbrooke,Quebec,Canada “StrachanandPittersleaveno detailunexaminedintheirbook,ManagingFacilitated Processes.Thepractical formats,checklists,andexamplesalone makethisbooka must-haveforanyoneplanning,organizing,orfacilitatingan eventofanykind.” —AnnEpps,founder,formerboardmember,andlong-time groupfacilitator,InternationalAssociationofFacilitators, Colorado,USA,andKualaLumpur,Malaysia “Thebrilliance ofthisbookliesinthescopeofitsadvice,theabundanceofuseful tools,andthepracticalityofitsexamples.Everythingyouneedtoknowtosuccess- fullymanagefacilitated processesishere.IwishIhadthisbooktwentyyearsago whenIbeganconsulting!” —HelenLampert,certifiedmanagementconsultant(CMC), andpartner,TheWISDOM™Practice,Toronto,Canada “If,likeme,youareoneofthosepeoplewhostrugglewiththedetailswhenplanning afacilitatedprocess—keep this bookcloseathand!It providesawealthoftipsand forget-me-nottoolsthatwillguideyourpreparation,keepyou ontrack,andensure yoursuccess.” —ChristinePartridge,facilitator,KinharvieInstituteofFacilitation,Glasgow,Scotland Strachan.ffirs.qxd:Strachan.ffirs 1/17/09 3:55 PM Page ii “Facilitationhasbecomeacorecompetencyforteamleaders,managers,and executivesinall sectorsworldwide.StrachanandPittershavecreated agold mineof ideas,tools,and checkliststosupportthoseresponsibleformanaging successfulfacilitatedprocesses.” —SusanWard,IAFcertifiedTMprofessionalfacilitator(CPF), AbuDhabi,UnitedArabEmirates “Basedonmany yearsofprofessionalexperience,Strachan and Pittersprovidea practicalreflectiononwhatworksand whatdoesn’t when itcomestoprocess facilitation.Anexplicit,how-toguideforbothrookieandveteranfacilitatorsalike. —EmilyGruenwoldtCarkner,founderandnationalco-chair, EmergingHealthLeaders,Ottawa,Canada “ManagingFacilitatedProcessesis agreatcompaniontoDorothyStrachan’sprevious twobooksonfacilitation.Thisrefinedperspectiveonthecomplexprocessoffacili- tation managementcan onlybedonebyan authorwhohashighprofessional standardscoupledwithextensiveandrichexperience.” —BrankaLegetic,regionaladviser,PanAmericanHealthOrganization, CentralandSouthAmericaandtheCaribbean “ManagingFacilitatedProcessesis abasicreferencebookforconsultants.Itprovides acomprehensivecollectionoftools,approaches,andprocessesthat willenable any consultantto navigateaproductivepathwaythroughuniqueandchallenging situations.” —RichardTiberius,directorandprofessor,educationaldevelopmentoffice, MillerSchoolofMedicine,UniversityofMiami,Florida,USA “Arich,must-haveresourceforthosewhoengageinprocessdesignandfacilitation orwhohireothers forthiswork.Thisdesktophandbookcontainsawealth of practicalinstructionandtools,reflectingtheextensiveexperienceandwisdom oftheauthors.” —MaryEllenJeans,presidentandCEO,AssociatedMedicalServices,Toronto,Canada Strachan.ffirs.qxd:Strachan.ffirs 1/17/09 3:55 PM Page iii Managing Facilitated Processes A Guide for Consultants, Facilitators, Managers, Trainers, Event Planners, and Educators Dorothy Strachan and Marian Pitters Strachan.ffirs.qxd:Strachan.ffirs 1/17/09 3:55 PM Page iv Copyright©2009byDorothyStrachanandMarianPitters.Allrightsreserved. PublishedbyJossey-Bass AWileyImprint 989MarketStreet,SanFrancisco,CA94103-1741—www.josseybass.com Illustrations:AlbertPrisner,Ottawa,Ontario,Canada Research:KarenMetcalfe,Windsor,Ontario,Canada Nopartofthispublicationmaybereproduced,storedinaretrievalsystem,ortransmittedinanyformor byanymeans,electronic,mechanical,photocopying,recording,scanning,orotherwise,exceptaspermitted underSection107or108ofthe1976UnitedStatesCopyrightAct,withouteitherthepriorwrittenpermission ofthepublisher,orauthorizationthroughpaymentoftheappropriateper-copyfeetotheCopyright ClearanceCenter,Inc.,222RosewoodDrive,Danvers,MA01923,978-750-8400,fax978-646-8600,oronthe Webatwww.copyright.com.RequeststothepublisherforpermissionshouldbeaddressedtothePermissions Department,JohnWiley&Sons,Inc.,111RiverStreet,Hoboken,NJ07030,201-748-6011,fax201-748-6008, oronlineatwww.wiley.com/go/permissions. ReadersshouldbeawarethatInternetWebsitesofferedascitationsand/orsourcesforfurtherinformation mayhavechangedordisappearedbetweenthetimethiswaswrittenandwhenitisread. LimitofLiability/DisclaimerofWarranty:Whilethepublisherandauthorhaveusedtheirbesteffortsin preparingthisbook,theymakenorepresentationsorwarrantieswithrespecttotheaccuracyorcomplete- nessofthecontentsofthisbookandspecificallydisclaimanyimpliedwarrantiesofmerchantabilityorfit- nessforaparticularpurpose.Nowarrantymaybecreatedorextendedbysalesrepresentativesorwritten salesmaterials.Theadviceandstrategiescontainedhereinmaynotbesuitableforyoursituation.You shouldconsultwithaprofessionalwhereappropriate.Neitherthepublishernorauthorshallbeliablefor anylossofprofitoranyothercommercialdamages,includingbutnotlimitedtospecial,incidental,conse- quential,orotherdamages. Jossey-Bassbooksandproductsareavailablethroughmostbookstores.TocontactJossey-Bassdirectlycall ourCustomerCareDepartmentwithintheU.S.at800-956-7739,outsidetheU.S.at317-572-3986,orfax 317-572-4002. Jossey-Bassalsopublishesitsbooksinavarietyofelectronicformats.Somecontentthatappearsinprint maynotbeavailableinelectronicbooks. LibraryofCongressCataloging-in-PublicationData Strachan,Dorothy. Managingfacilitatedprocesses:aguideforconsultants,facilitators,managers,trainers,eventplanners, andeducators/DorothyStrachanandMarianPitters. p.cm.—(TheJossey-Bassbusiness&managementseries) Includesbibliographicalreferences. ISBN978-0-470-18267-3(pbk.) 1.Groupfacilitation.2.Consultants.3.Planning.I.Pitters,Marian II.Title. HM751.S7722009 001—dc22 2008051603 PrintedintheUnitedStatesofAmerica firstedition PBPrinting 10 9 8 7 6 5 4 3 2 1 Strachan.ffirs.qxd:Strachan.ffirs 1/17/09 3:55 PM Page v The Jossey-Bass Business & Management Series Strachan.ffirs.qxd:Strachan.ffirs 1/17/09 3:55 PM Page vi PreviousBooksbyDorothyStrachan MakingQuestionsWork:AGuidetoWhatandHowtoAskfor Facilitators,Consultants,Managers,Coaches,andEducators ProcessDesign:MakingItWork—APracticalGuidetoWhattoDo WhenandHowforFacilitators,Consultants,Managers,andCoaches (withPaulTomlinson) Strachan.ftoc.qxd:Strachan.ftoc 1/17/09 3:56 PM Page vii Contents Examples, Exhibits, and Tables xi Web Contents xiii Acknowledgments xv TheAuthors xvii Introduction xix About This Book xix AQuick Lookup Resource xxi PART1 FROMCONTACTTOCONTRACT 1 1 Initial Contact 3 Completing a Preliminary Screen 5 Coordinates:Date(s)andLocation • Purpose,Objectives, andDeliverables • ProcessLeadership • EighteenTypes ofProcesses Decision MakingAfter the Screen 11 Communicating a Decision 13 2 BuildingAgreements That Work 15 Types ofAgreements 16 DraftingAgreements 16 Agreements inAction: Four Maxims 18 1.Don’tStartWorkWithoutanAgreement • 2.BringFresh EyestoYourExperience • 3.WheninDoubt,WriteItOut • 4.Cock-upsAreCollaborative Work Plans and Cost Estimates 21 DevelopingWorkPlans • DealingwithPricingPerils Acting on Values 24 vii Strachan.ftoc.qxd:Strachan.ftoc 1/17/09 3:56 PM Page viii viii Contents PART2 APPROACHANDSTYLE 33 3 Approach 35 Integrated 35 Customized 36 Outcomes • People • GroupDevelopment • Ethnocultural Considerations • Literacy • OrganizationalCulture Systematic 38 CompletingaProcessManagementPrompter • Accountability TheApproach inAction: Integrated, Customized, Systematic 45 4 Style 51 High-Tech Teddy 52 Controlling Caroline 53 Loosey-Goosey Lucy 54 Overconsulting Oliver 55 Anxious-to-PleaseAnnie 56 Bureaucratic Bill 57 Optimizing Management Styles 57 PART3 MANAGEMENTx5:PARTICIPANTS,SPEAKERS,LOGISTICS, DOCUMENTS,FEEDBACK 59 5 Participants 61 Clarify the Rationale for Participation 62 Monitor the Mix and Number of Participants 66 ConsiderParticipantTypes • GatekeepParticipantNumbers • MaintainaParticipantDatabase Create the Invitations 73 Persuade • Inform • Engage • DeterminetheFocus • ObtainInputandFeedback • WritetheConfirmationLetter 6 Speakers 95 Speaker Management 95 ClarifyRequirements • CreateInvitations • ConfirmExpectations Presentation Guidelines 104 OpeningRemarks • SpeakerIntroductionsandAcknowledgments • PresentationsbyExperts • PresentationsbyPanels • Closing Remarks 7 Logistics 119 Select and Set Up the Site 120 Venue • Layout • Health,Safety,andSecurity • Technicaland AudiovisualSupport Enable Participant Engagement 132 AccommodatingDifferences • Identification • Accessibility
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