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FAST Facilitation™!

!
Facilitators Toolkit:
!
Effective & Engaging
Workshops
!
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005 - 2012
Welcome & Intro!
What:	
  	
  
This	
  pack	
  is	
  designed	
  to	
  help	
  you	
  as	
  a	
  
facilitator	
  to	
  design	
  and	
  deliver	
  highly	
  
engaging	
  and	
  par6cipant	
  driven	
  workshops.	
  
	
  
Welcome	
  to	
  the	
  Century	
  of	
  Collabora6on	
  
where	
  workshops	
  deliver	
  higher	
  levels	
  of	
  
collabora6on,	
  interac6on	
  and	
  co-­‐crea6on.	
  	
  
	
  
Most	
  of	
  the	
  content	
  in	
  this	
  pack	
  is	
  based	
  on	
  
the	
  success	
  FAST	
  Mee6ngs	
  Co.	
  has	
  had	
  with	
  
hundreds	
  of	
  clients	
  over	
  16	
  years.	
  
!

Why:	
  	
  
Facilita1on	
  skills	
  are	
  rapidly	
  becoming	
  a	
  cri1cal	
  capability	
  for	
  leaders	
  in	
  the	
  knowledge	
  economy.	
  
People	
  in	
  mee6ngs	
  demand	
  a	
  say.	
  Members	
  of	
  teams	
  want	
  to	
  be	
  heard	
  and	
  acknowledged.	
  Complex	
  
mul6-­‐stakeholder	
  project	
  teams	
  are	
  on	
  the	
  rise,	
  and	
  the	
  methods	
  and	
  processes	
  for	
  teams	
  working	
  
together	
  collabora6vely	
  are	
  key	
  enablers	
  of	
  high	
  performance.	
  	
  
	
  	
  
Meanwhile,	
  people	
  have	
  higher	
  expecta6ons	
  of	
  what	
  should	
  be	
  achieved	
  from	
  their	
  6me	
  and	
  
contribu6on,	
  and	
  too	
  many	
  have	
  suffered	
  in	
  poor	
  mee6ngs	
  and	
  workshops	
  where	
  the	
  possibili6es	
  of	
  
smart	
  and	
  commiNed	
  groups	
  of	
  people	
  are	
  not	
  realized.	
  
	
  	
  
Those	
  armed	
  with	
  effec6ve	
  facilita6on	
  skills	
  embody	
  a	
  set	
  of	
  values	
  and	
  behaviours	
  that	
  allow	
  groups	
  
of	
  people	
  to	
  realize	
  their	
  poten6al.	
  Skilled	
  facilitators	
  can	
  walk	
  the	
  line	
  between	
  people	
  and	
  task,	
  and	
  
between	
  content	
  and	
  process.	
  Facilita6on	
  at	
  the	
  highest	
  levels	
  is	
  an	
  art	
  form.	
  However,	
  there	
  are	
  
many	
  founda6on	
  skills	
  and	
  tools	
  that	
  can	
  be	
  learned	
  that	
  provide	
  significant	
  upliQ	
  in	
  capability.	
  

When:	
  	
  
It’s	
  best	
  to	
  use	
  this	
  pack	
  in	
  the	
  process	
  
design	
  stage	
  for	
  any	
  upcoming	
  workshop.	
  
!

How:	
  	
  
There	
  are	
  a	
  number	
  of	
  modules	
  in	
  this	
  pack	
  to	
  support	
  you	
  in	
  various	
  stages	
  of	
  a	
  workshop;	
  
prepara6on,	
  start,	
  middle,	
  end,	
  post.	
  It	
  is	
  best	
  to	
  read	
  about	
  the	
  FAST	
  Framework,	
  included	
  a	
  few	
  
slides	
  down,	
  in	
  order	
  to	
  appreciate	
  when	
  the	
  different	
  modules	
  in	
  this	
  pack	
  should	
  be	
  used.	
  
	
  
Here’s	
  a	
  list	
  of	
  modules	
  covered	
  in	
  this	
  pack:!
• 
• 
• 
• 
• 

Space	
  Crea6on	
  
5	
  Senses	
  
5	
  Par6cipa6on	
  Principles	
  
Managing	
  Time	
  
Ideas	
  into	
  Objects	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

• 
• 
• 
• 
• 

Ques6ons	
  
Issues	
  &	
  Opportuni6es	
  
Filtering	
  
Swarming	
  
Output	
  Templates	
  
The FAST Framework!
What:	
  	
  
The	
  table	
  below	
  describes	
  the	
  overarching	
  methodology	
  and	
  framework	
  for	
  workshop	
  process	
  design.	
  It	
  is	
  best	
  to	
  have	
  a	
  quick	
  read	
  of	
  the	
  table	
  below	
  
in	
  order	
  to	
  make	
  best	
  use	
  of	
  this	
  pack	
  
!

Stage	
  

Descrip1on	
  

Examples	
  

Focus	
  

SeVng	
  the	
  stage,	
  focussing	
  on	
  purpose	
  and	
  outcomes,	
  engaging	
  the	
  group	
  
Effec6ve	
  framing	
  communica6ons	
  used	
  

Simula6ons,	
  scenarios,	
  interac6ons	
  and	
  presenta6ons	
  
that	
  create	
  a	
  posi6ve	
  disturbance	
  

Awareness	
  

Exploring	
  the	
  issues	
  and	
  opportuni6es	
  surrounding	
  the	
  purpose	
  and	
  outcomes	
  
Well	
  craQed	
  ques6ons	
  and	
  methods	
  used	
  to	
  increase	
  par6cipa6on	
  and	
  
collec6ve	
  learning	
  	
  

Breadth	
  of	
  topics	
  needed	
  for	
  delegates	
  to	
  explore	
  and	
  
learn	
  to	
  fulfil	
  outcomes.	
  Balance	
  telling	
  and	
  asking,	
  
presenta6on	
  and	
  par6cipa6on	
  

Solu6on	
  

Making	
  decisions	
  on	
  solu6ons,	
  emerging	
  priori6es	
  and	
  agreed	
  approaches	
  	
  
Decision	
  making	
  &	
  priori6sa6on	
  methods	
  conducted	
  at	
  the	
  appropriate	
  6me	
  in	
  
the	
  agenda	
  

Sessions	
  that	
  consolidate	
  learning	
  and	
  translate	
  into	
  
applica6on	
  

Trac6on	
  

Making	
  commitments	
  and	
  preparing	
  for	
  follow-­‐through	
  and	
  next	
  steps	
  
Accountability	
  and	
  ownership	
  is	
  maximised	
  for	
  group	
  and	
  individual	
  outcomes	
  

Equip	
  delegates	
  with	
  necessary	
  tools	
  and	
  resources,	
  
and	
  facilitate	
  their	
  clarity	
  about	
  specific	
  ac6ons	
  they	
  
are	
  commiNed	
  to	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Space Creation!
Banish	
  Tradi:onal	
  Formats	
  
What:	
  	
  
Enhancing	
  the	
  room	
  setup	
  to	
  cul6vate	
  
crea6vity	
  &	
  collabora6on	
  

I survived
the keynote
disaster of
09

When:	
  	
  
Use	
  this	
  module	
  when	
  you	
  are	
  preparing	
  the	
  
setup	
  of	
  the	
  workshop	
  venue	
  /	
  room	
  
!

Why:	
  	
  
Our	
  environment	
  effects	
  the	
  way	
  we	
  feel,	
  
think	
  and	
  behave	
  
	
  
We	
  process	
  ≥	
  240	
  billion	
  bits	
  of	
  informa6on	
  
per	
  second	
  
	
  
97%	
  is	
  through	
  the	
  subconscious	
  mind	
  
	
  
	
  
Use	
  the	
  space	
  &	
  environment	
  to	
  reinforce	
  
	
  
your	
  message	
  at	
  the	
  subconscious	
  level	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
So..	
  	
  
Use	
  your	
  workshop	
  environment	
  to	
  your	
  
advantage	
  by	
  maximising	
  the	
  amount	
  of	
  
informa6on	
  par6cipants	
  take	
  in	
  both	
  
consciously	
  &	
  subconsciously	
  
	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

We	
  only	
  retain	
  up	
  to	
  20%	
  when	
  we	
  listen	
  
passively	
  
Therefore..	
  
We	
  must	
  create	
  dynamic	
  and	
  engaging	
  
environments	
  that	
  allow	
  changes	
  in	
  the	
  
structure	
  of	
  learning	
  and	
  go	
  beyond	
  what	
  
the	
  presenters	
  push	
  to	
  the	
  audience.	
  
	
  
Inspire creative thinking by making the
environment more informal	
  

Could	
  crea:ve	
  furniture	
  help	
  enliven	
  your	
  
workshop	
  experience?	
  
Space Creation!
How:	
  
Use	
  collabora6ve	
  formats…	
  
Theatre	
  style	
  arrangements	
  block	
  the	
  flow	
  of	
  
conversa6on	
  and	
  collabora6on	
  
Instead,	
  use	
  the	
  power	
  of	
  circles.	
  Have	
  
people	
  face	
  one	
  another	
  
Remove	
  unnecessary	
  cluNer	
  and	
  objects.	
  
Clean	
  and	
  clear	
  spaces	
  allow	
  for	
  more	
  
expansive	
  things.	
  	
  
Hint:	
  Remove	
  tables!	
  
	
  

Use	
  the	
  Power	
  of	
  Circles	
  
Circles	
  are	
  a	
  very	
  powerful	
  format	
  for	
  communica6on.	
  They	
  allow	
  each	
  other	
  to	
  be	
  seen	
  and	
  heard,	
  
and	
  remove	
  hierarchy.	
  
	
  
	
  
Using	
  rings	
  of	
  
	
  
chairs	
  in	
  circles	
  
	
  
produces	
  a	
  
	
  
powerful	
  level	
  
	
  
of	
  authen5c	
  
	
  
dialogue	
  for	
  
	
  
larger	
  groups	
  
	
  
	
  
	
  
Removing	
  tables	
  removes	
  physical	
  barriers	
  and	
  allows	
  for	
  stronger	
  connec6on	
  and	
  collabora6on.	
  It	
  
more	
  than	
  makes	
  up	
  for	
  the	
  slight	
  adjustment	
  people	
  make	
  when	
  they	
  come	
  in	
  to	
  the	
  space	
  	
  
	
  
	
  
In	
  a	
  recent	
  workshop,	
  13	
  
groups	
  sat	
  in	
  circles	
  with	
  
flip	
  chart	
  stands	
  to	
  
capture	
  discussions	
  and	
  
ideas.	
  The	
  format	
  
unleashed	
  a	
  great	
  deal	
  
of	
  energy,	
  par5cipa5on	
  
&	
  collabora5on	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Engagement & Energy!
What:	
  	
  
Engagement	
  and	
  energy	
  are	
  vital	
  factors	
  in	
  
crea6ng	
  successful	
  workshops	
  that	
  create	
  
las6ng	
  impact	
  for	
  par6cipants	
  
•  Energy	
  =	
  the	
  embodied	
  experience	
  of	
  
vitality,	
  intensity,	
  par6cipa6on	
  and	
  focus	
  
occurring	
  for	
  individuals	
  and	
  the	
  group	
  as	
  
a	
  whole;	
  a	
  physical	
  and	
  embodied	
  
experience	
  
•  Engagement	
  =	
  the	
  extent	
  to	
  which	
  
par6cipants	
  experience	
  your	
  workshop	
  as	
  
meaningful,	
  beneficial,	
  relevant	
  and	
  safe;	
  
a	
  mental	
  and	
  emo6onal	
  state	
  
	
  
	
  
When:	
  	
  
Some	
  learning	
  and	
  change	
  management	
  
sessions	
  work	
  beNer	
  with	
  greater	
  varia6on,	
  
including	
  slower	
  periods.	
  (See	
  A	
  below)	
  
Other	
  mo6va6onal	
  and	
  informa6on	
  based	
  
workshops	
  are	
  best	
  conducted	
  with	
  higher	
  
energy	
  throughout.	
  (See	
  B	
  below)	
  
	
  

Why:	
  	
  
Being	
  aware	
  of,	
  and	
  planning	
  to	
  facilitate	
  
energy	
  and	
  engagement	
  will	
  enhance	
  the	
  
delegate	
  experience.	
  
	
  
This	
  will	
  increase	
  their	
  learning,	
  relevance	
  
and	
  value,	
  and	
  support	
  longer	
  term	
  impact	
  
	
  
	
  
How:	
  	
  
	
  
Design	
  your	
  workshops	
  so	
  that	
  there	
  will	
  be	
  
modula6on	
  in	
  energy.	
  
	
  
Use	
  different	
  methods,	
  group	
  sizes	
  and	
  6me	
  
frames	
  to	
  modulate	
  

	
  
	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

How	
  (cont.):	
  	
  
Whilst	
  energy	
  and	
  pace	
  of	
  sessions	
  can	
  vary,	
  
you	
  can	
  nurture	
  and	
  sustain	
  high	
  
engagement	
  throughout	
  a	
  workshop	
  without	
  
it	
  tapering	
  it	
  off.	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
To	
  maintain	
  engagement,	
  put	
  yourself	
  in	
  the	
  
shoes	
  of	
  par6cipants	
  who	
  are	
  asking	
  
themselves	
  some	
  ques6ons	
  
Why	
  me?	
  	
  
urpose	
  
Frame	
  the	
  workshop	
  p
cipants	
  
and	
  content	
  so	
  that	
  par6
t	
  for	
  them	
  
understand	
  what’s	
  in	
  i
Why	
  this?	
  
vant	
  and	
  
Frame	
  content	
  as	
  rele
orld	
  
meaningful	
  to	
  their	
  w
?	
  
Why	
  not
t	
  where	
  
Create	
  an	
  environmen
dated,	
  so	
  
people	
  heard	
  and	
  vali
they	
  feel	
  trus6ng	
  and	
  
ce	
  
comfortable	
  in	
  the	
  spa
	
  
5 Senses!
What:	
  	
  
Ac6va6ng	
  mul6ple	
  senses	
  for	
  memorable	
  
experiences	
  
	
  
When:	
  	
  
Use	
  this	
  module	
  in	
  preparing	
  the	
  venue	
  &	
  
logis6cs,	
  such	
  as	
  catering	
  and	
  AV	
  
!

How:	
  	
  
	
  
1.	
  Sight:	
  
Op6ons	
  to	
  enhance	
  messages	
  through	
  sight:	
  
•  Images	
  &	
  print	
  to	
  post	
  main	
  messages	
  
•  Graphic	
  recorder	
  

Why:	
  	
  
What does your favourite memory and
ultimate workshop experience have in
common?!
Watch this TED Talk to find out.!
Memorable experiences have one thing
in common; they activate more than one
sense
Activate multiple senses to enhance the
experience and retention of your key
messages. !
So how do you do that?
!

2.	
  Sound:	
  
Create	
  a	
  playlist	
  &	
  play	
  music	
  at	
  	
  
the	
  start/	
  end,	
  during	
  breaks	
  or	
  	
  
breakouts	
  that	
  match	
  the	
  mood	
  	
  
and	
  energy	
  
	
  
3.	
  Smell:	
  
Smell	
  is	
  a	
  powerful	
  memory	
  trigger.	
  	
  
You	
  can	
  use	
  scented	
  textas,	
  flowers,	
  incense,	
  
etc	
  to	
  help	
  par6cipants	
  remember	
  the	
  
moment	
  
	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

4.	
  Touch:	
  
Use	
  materials	
  in	
  ac6vi6es	
  and	
  when	
  problem	
  
solving.	
  	
  
	
  
This	
  not	
  only	
  helps	
  par6cipants	
  engage	
  with	
  
the	
  topic,	
  but	
  allows	
  for	
  crea6ve	
  and	
  trans-­‐
contextual	
  learning.	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
5.	
  Taste:	
  
You	
  could	
  leave	
  thought	
  provoking	
  ques6ons	
  
on	
  cards	
  next	
  to	
  dishes	
  for	
  reflec6on	
  &	
  
discussion	
  during	
  meal	
  breaks	
  
	
  
!
E.g.	
  If	
  your	
  culture	
  
were	
  a	
  flavour,	
  
which	
  would	
  it	
  be	
  
and	
  why?	
  
5 Participation Principles!
What:	
  	
  
5	
  simple	
  principles	
  to	
  liQ	
  par6cipa6on	
  &	
  
reten6on.	
  	
  
When:	
  	
  
Use	
  this	
  module	
  when	
  you	
  are	
  designing	
  
interac6ve	
  ac6vi6es	
  
!
Why:	
  	
  
Maximise	
  reten6on	
  through	
  par6cipa6on	
  
because	
  aQer	
  2	
  weeks	
  we	
  tend	
  to	
  
remember:	
  
•  10%	
  of	
  what	
  we	
  READ	
  
•  20%	
  of	
  what	
  we	
  HEAR	
  
•  30%	
  of	
  what	
  we	
  SEE	
  
•  50%	
  of	
  what	
  we	
  SEE	
  &	
  HEAR	
  
•  70%	
  of	
  what	
  we	
  SAY	
  
•  90%	
  of	
  what	
  we	
  SAY	
  &	
  DO	
  
We	
  need	
  par6cipants	
  to	
  SAY	
  &	
  DO	
  more	
  in	
  
our	
  workshops.!

How:	
  	
  
Here	
  are	
  5	
  simple	
  par6cipa6on	
  principles:	
  
	
  
1.	
  Silence:	
  
Encourage	
  moments	
  of	
  silence.	
  Silence	
  is	
  a	
  
powerful	
  method	
  for	
  people	
  to	
  reflect	
  and	
  
gather	
  their	
  thoughts.	
  This	
  can	
  then	
  liQ	
  the	
  
quality	
  of	
  dialogue.	
  Silence	
  is	
  especially	
  
important	
  for	
  introverts!	
  
	
  
Try	
  this	
  
Ask	
  people	
  to	
  reflect,	
  read	
  	
  
case	
  studies	
  or	
  other	
  materials	
  	
  
in	
  silence,	
  before	
  moving	
  into	
  	
  
discussion	
  
	
  
2.	
  Wri5ng:	
  
Wri6ng	
  helps	
  people	
  to	
  be	
  concise	
  and	
  
succinct.	
  It	
  allows	
  them	
  to	
  clarify	
  their	
  
thoughts,	
  connect	
  to	
  personal	
  experience,	
  
and	
  get	
  crea6ve	
  
Have	
  people..	
  	
  
Write	
  their	
  thoughts	
  on	
  a	
  card	
  before	
  sharing	
  
their	
  ideas	
  with	
  others	
  
	
  
	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

3.	
  Grouping:	
  
Vary	
  group	
  sizes	
  in	
  breakout	
  ac6vi6es	
  vary	
  
the	
  energy	
  and	
  diversity	
  of	
  perspec6ves.	
  	
  
Ideal	
  group	
  size:	
  2	
  -­‐	
  6	
  
The	
  risk	
  ..	
  
With	
  groups	
  larger	
  than	
  6,	
  some	
  people	
  find	
  
it	
  more	
  difficult	
  to	
  par6cipate	
  and	
  be	
  heard.	
  
This	
  can	
  lead	
  to	
  them	
  disengaging	
  
	
  
4.	
  Movement:	
  
By	
  using	
  breakouts,	
  you	
  are	
  encouraging	
  
movement,	
  which	
  helps	
  modulate	
  the	
  
energy	
  in	
  your	
  workshop.	
  
Place..	
  	
  
Flip	
  chart	
  papers	
  around	
  the	
  room	
  so	
  that	
  
people	
  need	
  to	
  move	
  to	
  work	
  on	
  them	
  
Try..	
  	
  
Paired	
  sharing	
  ac6vi6es	
  in	
  which	
  people	
  
walk	
  and	
  talk.	
  Whether	
  inside	
  or	
  outside,	
  
this	
  is	
  a	
  wonderful	
  way	
  to	
  create	
  
engagement	
  
	
  
5.	
  Taking	
  Turns:	
  
Request	
  ..	
  
Each	
  group	
  member	
  to	
  take	
  turns	
  and	
  share	
  
their	
  response,	
  before	
  the	
  group	
  breaks	
  into	
  
discussion.	
  This	
  ensures	
  that	
  everyone	
  gets	
  a	
  
say	
  at	
  the	
  outset	
  	
  
	
  
	
  
Discuss	
  in	
  
groups	
  of	
  3	
  

Managing Time!
What	
  have	
  you	
  
experienced	
  in	
  
the	
  past?	
  
What:	
  	
  
Understanding	
  the	
  nuances	
  of	
  well-­‐6med	
  
ac6vi6es	
  
	
  
When:	
  	
  
Use	
  this	
  module	
  to	
  establish	
  the	
  right	
  
amount	
  of	
  6me	
  required	
  for	
  components	
  of	
  
your	
  agenda	
  
Why:	
  	
  
•  Less	
  is	
  more!	
  
•  Avoid	
  cramming	
  lots	
  of	
  ac6vi6es	
  or	
  
content	
  
•  Rule	
  of	
  thumb:	
  30	
  –	
  60	
  mins	
  per	
  topic	
  
•  Any	
  less,	
  you	
  tend	
  to	
  rush	
  through	
  and	
  
miss	
  out	
  on	
  quality	
  thought	
  and	
  
discussion	
  
!

What are effective
methods to
increase
participation?

How:	
  	
  
Simplify	
  and	
  generate	
  quality	
  thought	
  and	
  dialogue.	
  	
  
Take	
  one	
  topic	
  and	
  address	
  it	
  through	
  2-­‐3	
  	
  
Each	
  group	
  to	
  
different	
  ques6ons	
  or	
  ac6vi6es	
  
share	
  their	
  
	
  
top	
  idea	
  
Be	
  aware	
  of	
  the	
  micro-­‐steps	
  and	
  6me	
  requirement	
  for	
  any	
  ac6vity.	
  	
  
Eg.	
  
Step	
  
Time	
  
Task	
  
Details	
  
	
  
	
  
1	
  
3min	
  
Framing	
  
Facilitator	
  explains	
  the	
  purpose,	
  ac6vity	
  and	
  
	
  
outcomes	
  
	
  
	
  
2	
  
3min	
  
Moving	
  /	
  Forming	
  
People	
  move	
  to	
  form	
  groups	
  
	
  
	
  
3	
  
2min	
  x	
   Taking	
  Turns	
  
To	
  allow	
  enough	
  discussion	
  6me	
  in	
  groups,	
  use	
  the	
  
	
  
Group	
  
formula;	
  2min	
  x	
  Group	
  size	
  
	
  
size	
  
2min	
  =	
  min.	
  avg	
  share	
  per	
  par6cipant	
  
	
  
e.g.	
  If	
  group	
  size	
  =	
  6,	
  then	
  12min	
  discussion	
  6me	
  
	
  
req	
  
	
  
	
  
4	
  
3min	
  
Wrap	
  up	
  /	
  GeVng	
   With	
  4	
  of	
  more	
  breakout	
  groups,	
  it	
  can	
  take	
  up	
  to	
  
	
  
to	
  silence	
  
3min	
  or	
  so	
  for	
  people	
  to	
  finish	
  discussions	
  
	
  
	
  
Remember	
  the	
  KISS	
  principle?	
  Keep	
  it	
  Simple	
  Stupid	
  
Avoid	
  cramming,	
  have	
  more	
  space	
  in	
  the	
  process	
  to	
  allow	
  people	
  to:	
  
•  Digest	
  what	
  they’ve	
  learnt	
  or	
  discussed	
  
•  Reflect	
  
Not	
  yet	
  fully	
  developed	
  thought	
  
•  Turn	
  inchoate	
  thoughts	
  into	
  clear	
  and	
  prac6cal	
  ac6ons	
  
into	
  clear	
  &	
  ac1onable	
  ideas	
  
	
  
	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
Ideas as objects!
What:	
  	
  
Bringing	
  ideas	
  into	
  concrete	
  form	
  to	
  help	
  
them	
  be	
  moved,	
  viewed,	
  reviewed	
  and	
  used.	
  
At	
  key	
  points	
  in	
  a	
  workshop,	
  have	
  individuals	
  
or	
  groups	
  write	
  ideas	
  onto	
  Post	
  It	
  Notes	
  or	
  
Index	
  Cards.	
  	
  
	
  
	
  
	
  

When:	
  	
  
This	
  method	
  can	
  be	
  used	
  	
  
• 
Near	
  the	
  session	
  kick-­‐off,	
  to	
  capture	
  
ideas	
  that	
  people	
  bring	
  with	
  them	
  
• 
AQer	
  small	
  group	
  discussions,	
  to	
  turn	
  
out	
  the	
  key	
  ideas	
  from	
  each	
  table	
  
• 
AQer	
  whole	
  group	
  discussion,	
  so	
  each	
  
individual	
  can	
  provide	
  their	
  insight	
  or	
  
key	
  	
  point	
  from	
  the	
  conversa6on	
  
• 
As	
  you	
  move	
  toward	
  Solu6on	
  stage,	
  
by	
  capturing	
  people’s	
  sugges6ons	
  of	
  a	
  
priority	
  or	
  way	
  forward	
  
	
  

Why:	
  	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
Conver6ng	
  ideas	
  into	
  objects	
  helps	
  
ü 
Crystallise	
  thinking	
  
ü 
Make	
  ideas	
  more	
  transparent	
  
ü 
Avoid	
  repe66on	
  of	
  the	
  same	
  point	
  
ü 
Find	
  solu6ons	
  and	
  priori6es	
  
	
  	
  
How:	
  	
  
!
Once	
  ideas	
  are	
  objects,	
  you	
  can:	
  
1.  Sort	
  them	
  
	
  	
  	
  Theme	
  A	
  	
  	
  	
  	
  	
  	
  	
  	
  Theme	
  B	
  	
  	
  	
  	
  	
  	
  Theme	
  C	
  
	
  
!

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

How	
  (Cont.):	
  	
  
2.  Simplify	
  them	
  

3.  Discard	
  them	
  

4.  Priori6se	
  them	
  
!
Questions!
What:	
  	
  
Ques6ons	
  are	
  a	
  powerful	
  language	
  tool	
  to	
  
facilitate	
  effec6ve	
  and	
  produc6ve	
  
conversa6on.	
  	
  
Use	
  ques6ons	
  to	
  engage,	
  guide,	
  challenge	
  
and	
  open	
  the	
  thinking	
  and	
  dialogue	
  of	
  
groups	
  
	
  
Help	
  groups	
  solve	
  their	
  problems	
  by	
  asking	
  
ques6ons	
  that	
  drive	
  to	
  the	
  heart	
  of	
  issues	
  
	
  
“If	
  I	
  had	
  1	
  hour	
  to	
  save	
  the	
  world,	
  I	
  
would	
  spend	
  55	
  minutes	
  defining	
  
the	
  problem	
  and	
  5	
  minutes	
  solving	
  
it”	
  
	
  
	
  
	
  Einstein
	
  
	
  
When:	
  	
  
	
  
Ques6ons	
  are	
  an	
  important	
  language	
  device	
  
throughout	
  workshops.	
  	
  
As	
  a	
  facilitator,	
  your	
  role	
  is	
  to	
  help	
  groups	
  
solve,	
  innovate,	
  and	
  decide	
  on	
  their	
  own.	
  
Therefore,	
  do	
  more	
  asking	
  than	
  telling.	
  	
  
	
  

Why:	
  	
  
There’s	
  a	
  lot	
  of	
  informa6on	
  to	
  explore	
  and	
  
discuss.	
  It’s	
  like	
  the	
  content	
  from	
  all	
  the	
  
different	
  TV	
  channels.	
  	
  
Ques6ons	
  act	
  like	
  the	
  Remote	
  Control..	
  	
  
ü 
They	
  select	
  what	
  you	
  pay	
  aNen6on	
  to	
  	
  
ü 
The	
  more	
  focussed	
  the	
  ques6on,	
  the	
  
clearer	
  the	
  enquiry	
  	
  

	
  
Without	
  defining	
  the	
  central	
  ques6on,	
  a	
  lot	
  
of	
  6me	
  can	
  be	
  wasted	
  understanding	
  the	
  
problem.	
  
	
  
“We	
  spend	
  a	
  lot	
  of	
  :me	
  solving	
  
problems,	
  and	
  then	
  find	
  out	
  we	
  
haven’t	
  been	
  clear	
  on	
  the	
  central	
  
ques:on	
  we	
  are	
  trying	
  to	
  answer”	
  
Senior	
  Manager,	
  Major	
  Bank	
  

	
  
	
  
	
  
	
  
	
  
www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
	
  
	
  

How:	
  	
  
Iden6fy	
  a	
  central	
  ques6on	
  for	
  your	
  
workshop,	
  and	
  for	
  each	
  module	
  
Explore	
  the	
  central	
  ques6on	
  directly,	
  or	
  
explore	
  it	
  via	
  sub-­‐ques6ons	
  
Eg.	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
Use	
  a	
  framework	
  of	
  ques6ons	
  to	
  explore	
  a	
  
balance	
  of	
  perspec6ves.	
  
Eg.	
  A	
  SWOT	
  is	
  a	
  4	
  part	
  ques6on	
  framework	
  
	
  
	
  
Issues & Opportunities!
What:	
  	
  
A	
  simple	
  yet	
  effec6ve	
  frame	
  for	
  exploring	
  a	
  
topic	
  is	
  asking	
  groups	
  to	
  highlight	
  the	
  Issues	
  
&	
  Opportuni6es	
  related	
  to	
  your	
  topic	
  
	
  
Eg.	
  Frame	
  as	
  a	
  ques6on:	
  
What	
  are	
  the	
  issues	
  &	
  opportuni6es	
  related	
  
to	
  workshop	
  par6cipa6on?	
  
What	
  you	
  need:	
  	
  
Flipchart	
  paper,	
  markers	
  (min	
  two	
  colours),	
  3	
  
x	
  Green	
  &	
  Red	
  A5	
  cards	
  
	
  
	
  
	
  
	
  
When:	
  	
  
This	
  module	
  is	
  most	
  suited	
  to	
  the	
  Awareness	
  
stage	
  (refer	
  to	
  the	
  FAST	
  Framework	
  slide)	
  of	
  
your	
  workshop.	
  	
  
	
  
Why:	
  
This	
  2	
  part	
  frame	
  allows	
  for	
  a	
  holis6c	
  
discussion	
  around	
  your	
  topic.	
  It	
  ensures	
  the	
  
strengths	
  &	
  weaknesses,	
  plus	
  the	
  
opportuni6es	
  &	
  threats	
  are	
  picked	
  up	
  by	
  the	
  
elegant	
  split	
  of	
  Issues	
  &	
  Opportuni6es	
  
	
  
	
  

How:	
  	
  
1.  Breakout	
  into	
  groups	
  
2.  Separate	
  groups	
  can	
  address	
  different	
  ques6ons	
  
3.  10-­‐15min	
  per	
  round	
  
4.  Encourage	
  par6cipants	
  to	
  Scribe	
  early	
  &	
  oQen	
  

Filter	
  Ideas	
  
Get	
  groups	
  to	
  priori6se	
  ideas	
  to	
  end	
  up	
  with	
  higher	
  quality	
  outputs	
  
by:	
  
1.  Last	
  4-­‐5min,	
  get	
  groups	
  to	
  write	
  down	
  top	
  1-­‐3	
  issues	
  &	
  opps	
  on	
  
red	
  &	
  green	
  cards	
  
2.  Ra6on	
  cards	
  to	
  discipline	
  thinking	
  by	
  dropping	
  2-­‐3	
  red	
  &	
  green	
  
cards	
  on	
  each	
  table	
  

Prac1cal	
  Ideas	
  
Increase	
  the	
  quality	
  of	
  insight	
  and	
  prac6cality	
  of	
  ideas	
  by	
  
geVng	
  groups	
  to	
  flesh	
  out	
  their	
  ideas	
  further.	
  For	
  each	
  
priority	
  card:	
  
1.	
  Top	
  half:	
  describe	
  the	
  idea	
  as	
  an	
  outcome.	
  
2.	
  BoNom	
  half:	
  provide	
  a	
  prac6cal	
  example	
  of	
  how	
  that	
  
could	
  be	
  achieved	
  	
  
	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

Top	
  Is
sue	
  1
Idea:	
  
	
  
Descr
ibe	
  th
outco
e	
  idea
me	
  
	
  as	
  a
	
  

n	
  

How:
	
  P
of	
  how rovide	
  a	
  pr
a
	
  that	
  
could c6cal	
  exam
	
  be	
  ac
p
hieve le	
  
d	
  	
  
Filtering!
What:	
  	
  
Filtering	
  for	
  great	
  ideas	
  and	
  best	
  solu6ons.	
  
Filtering	
  is	
  one	
  method	
  of	
  moving	
  from	
  
divergent	
  ideas	
  genera6on,	
  to	
  convergent	
  
solu6oning	
  and	
  decision	
  making	
  
	
  

When:	
  	
  
Filtering	
  is	
  useful	
  when	
  you	
  want	
  to	
  move	
  
from	
  lots	
  of	
  ideas	
  having	
  been	
  discussed,	
  to	
  
a	
  small	
  number	
  of	
  key	
  ideas.	
  
	
  
• 
AQer	
  small	
  group	
  discussions,	
  to	
  turn	
  
out	
  the	
  key	
  ideas	
  from	
  each	
  table	
  
• 
Moving	
  toward	
  the	
  Solu6on	
  stage,	
  to	
  
iden6fy	
  a	
  smaller	
  number	
  of	
  
possibili6es	
  

Why:	
  	
  
Brainstorms,	
  café	
  discussions	
  
&	
  group	
  workshops	
  are	
  great	
  
for	
  genera6ng	
  ideas	
  on	
  	
  
flipcharts..	
  
	
  
but,	
  repor6ng	
  out	
  from	
  all	
  the	
  groups	
  can	
  be	
  
slow,	
  with	
  missing	
  context,	
  and	
  people	
  
unable	
  to	
  grasp	
  key	
  ideas	
  from	
  one	
  group	
  to	
  
all	
  groups.	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
	
  
And	
  not	
  all	
  ideas	
  are	
  created	
  equal	
  
	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

How:	
  	
  
Method	
  A;	
  Ra6oning	
  
1. 
Convert	
  ideas	
  to	
  objects..	
  
2. 
Then	
  ra6on	
  them	
  
3. 
Instruct	
  the	
  group	
  as	
  follows:	
  	
  
	
  “From	
  the	
  ideas	
  brainstormed	
  at	
  your	
  
tables,	
  pick	
  the	
  2	
  most	
  important	
  
ideas	
  for	
  us	
  to	
  carry	
  forward”	
  
	
  
	
  
	
  

Method	
  B;	
  Criteria	
  
1. 
Convert	
  ideas	
  to	
  objects	
  
2. 
Then	
  select	
  those	
  that	
  meet	
  a	
  criteria	
  
3. 
Instruct	
  the	
  group	
  as	
  follows:	
  	
  
	
  “Select	
  ideas	
  that	
  …	
  your	
  criteria	
  (Eg.	
  
have	
  a	
  direct	
  impact	
  on	
  the	
  
customer	
  )”	
  
	
  
	
  
	
  
Swarming!
What:	
  	
  
A	
  dynamic	
  filtering	
  process	
  for	
  larger	
  groups.	
  
Swarming	
  Is	
  a	
  method	
  of	
  transparently	
  
finding	
  key	
  themes	
  or	
  groups	
  of	
  ideas,	
  whilst	
  
allowing	
  each	
  person	
  to	
  ‘hold	
  on’	
  to	
  their	
  
idea	
  
	
  

When:	
  	
  
Use	
  swarming	
  at	
  the	
  same	
  6me	
  as	
  you	
  would
	
  
use	
  filtering.	
  However,	
  Swarming	
  may	
  be	
  a	
  
beNer	
  method	
  when	
  	
  
• 
You	
  see	
  a	
  risk	
  that	
  strong	
  personali6es	
  
might	
  dominate	
  the	
  filtering	
  process.	
  	
  
• 
You	
  have	
  a	
  group	
  of	
  >	
  50	
  people,	
  and	
  
finding	
  common	
  themes	
  will	
  be	
  
logis6cally	
  difficult	
  
	
  

Why:	
  	
  
A	
  risk	
  with	
  filtering,	
  is	
  that	
  some6mes	
  ideas	
  
are	
  overlooked	
  that	
  people	
  are	
  aNached	
  to.	
  
This	
  can	
  undermine	
  their	
  ownership	
  of	
  the	
  
outcome.	
  
Swarming	
  helps	
  to	
  maintain	
  ownership	
  of	
  
the	
  key	
  themes	
  or	
  priori6es	
  that	
  emerge	
  
from	
  the	
  Solu6on	
  stage	
  	
  
	
  
How:	
  	
  
	
  
Step	
  1;	
  Ideas	
  to	
  objects	
  
• 
Each	
  person	
  writes	
  their	
  response	
  to	
  a	
  
central	
  ques6on	
  on	
  a	
  card	
  
• 
Eg.	
  “From	
  the	
  range	
  of	
  ideas	
  
discussed,	
  what	
  is	
  1	
  that	
  you	
  believe	
  
is	
  cri:cal	
  to	
  consider	
  in	
  our	
  solu:on”	
  
Step	
  2;	
  Bumping	
  
1. 
Everyone	
  stands,	
  holding	
  a	
  card	
  &	
  pen	
  
2. 
Meet	
  in	
  pairs	
  for	
  ≤1	
  minute.	
  In	
  that	
  
6me,	
  each	
  person	
  shares	
  their	
  idea	
  so	
  
the	
  other	
  person	
  ‘gets	
  it’	
  
	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

How:	
  (cont.)	
  	
  
Step	
  2;	
  Bumping	
  (Cont.)	
  
3.  Repeat	
  this	
  in	
  other	
  pairs	
  so	
  that	
  
everyone	
  bumps	
  ≥	
  10	
  people	
  in	
  10	
  mins	
  
	
  
	
  
Step	
  3;	
  Swarming	
  
1. 
On	
  cue,	
  people	
  return	
  to	
  others	
  whose	
  
ideas	
  were	
  similar	
  and	
  form	
  ‘swarms’	
  
2. 
Place	
  cards	
  on	
  the	
  floor/	
  table	
  near	
  
their	
  own	
  group.	
  	
  
3. 
Collec6vely	
  agree	
  a	
  theme	
  or	
  name	
  for	
  
the	
  group.	
  
4. 
It’s	
  OK	
  to	
  have	
  groups	
  of	
  1	
  or	
  2	
  because	
  
not	
  all	
  ideas	
  will	
  be	
  like	
  others	
  
	
  
	
  
	
  
Output Templates!
What:	
  	
  
Producing	
  clear	
  and	
  consistent	
  outcomes	
  
!
When:	
  	
  
Tips	
  in	
  this	
  module	
  are	
  usually	
  used	
  for	
  the	
  
backend	
  of	
  your	
  workshop,	
  in	
  the	
  Trac6on	
  
stage	
  
!
Why:	
  	
  
Workshops	
  tend	
  to	
  produce	
  ideas	
  and	
  plans	
  
on	
  paper.	
  It	
  can	
  be	
  hard	
  to	
  control	
  the	
  
quality	
  and	
  consistency	
  of	
  these	
  outcomes	
  
when	
  facilita6ng	
  mul6ple	
  breakout	
  groups	
  
	
  
This	
  module	
  looks	
  at	
  ways	
  you	
  can	
  guide	
  
discussions,	
  the	
  process	
  and	
  the	
  clarity	
  and	
  
consistency	
  of	
  outputs	
  through	
  using	
  
templates	
  
	
  
Idea tual	
  	
  
cep
Co n
Too	
  

Idea	
  
Unclear	
  

How:	
  	
  
Provide	
  templates:	
  The	
  best	
  way	
  to	
  guide	
  the	
  outputs	
  you	
  are	
  aQer	
  is	
  by	
  providing	
  templates	
  for	
  
par6cipants	
  to	
  fill	
  out.	
  You	
  can:	
  
•  Project	
  templates	
  on	
  a	
  screen	
  for	
  groups	
  to	
  transcribe	
  on	
  their	
  flipchart	
  papers	
  
•  Print	
  templates	
  (A2	
  size	
  is	
  best,	
  otherwise	
  no	
  smaller	
  than	
  A3)	
  
Remember:	
  
•  Use	
  the	
  appropriate	
  marker	
  size.	
  Don’t	
  use	
  thick	
  markers	
  	
  
•  Remind	
  people	
  to	
  scribe	
  legibly!	
  

	
  
Plan	
  on	
  a	
  Page:	
  
The	
  below	
  table	
  is	
  a	
  commonly	
  used	
  template	
  for	
  strategy	
  and	
  project	
  plans:	
  
	
  
	
  
Direc:on	
  &	
  order	
  of	
  comple:on	
  
Objec6ves	
  
1.	
  

Measures	
  
#,	
  %,	
  $	
  

Targets	
  

Ini6a6ves	
  
1.1	
  
1.2	
  

2.	
  

2.1	
  

3.	
  

3.1	
  
3.2	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

When	
  

Who	
  
Output Templates!
How	
  (cont.):	
  	
  
Project	
  Plan:	
  
Another	
  commonly	
  used	
  Project	
  Plan	
  template	
  
!
Ideas	
  List:	
  
A	
  commonly	
  used	
  Ideas	
  list	
  (this	
  is	
  produced	
  aQer	
  the	
  ‘Force	
  Ranking’	
  exercise,	
  
see	
  earlier	
  module)	
  
	
  

Rank	
  

Idea	
  

Total	
  
Score	
  

Criteria	
  
1

2

3

4

Related	
  Ideas	
  

Descrip6on	
  

1	
  
2	
  
3	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
FAST Meetings Co. & Next Steps!
About	
  FAST	
  Mee1ngs	
  Co.	
  
FAST	
  Mee6ngs	
  Co.	
  is	
  an	
  Australian-­‐based	
  organisa6on	
  dedicated	
  to	
  improving	
  the	
  produc6vity	
  of	
  mee6ngs	
  and	
  conferences	
  worldwide.	
  To	
  learn	
  more	
  
about	
  FAST	
  Mee6ngs	
  visit	
  www.fastmee6ngs.com.au	
  
	
  
	
  
Next	
  Steps	
  
FAST	
  Mee6ngs	
  Co.	
  offers	
  training	
  and	
  facilita6on	
  to	
  produce	
  remarkable	
  workshop	
  experiences	
  for	
  delegates	
  and	
  clients	
  
	
  
We	
  offer:	
  
• 
Training	
  via	
  webinars	
  and	
  workshops	
  
• 
Program	
  design	
  &	
  facilita1on	
  for	
  strategy,	
  brainstorming,	
  stakeholder	
  engagement,	
  and	
  team	
  building	
  workshops	
  and	
  conferences	
  
Get	
  in	
  touch:	
  	
  
www.fastmee6ngs.com.au	
  -­‐	
  Visit	
  our	
  website	
  for	
  more	
  tools	
  &	
  resources	
  
info@fastmee6ngs.com.au	
  -­‐	
  Email	
  or	
  call	
  for	
  a	
  no	
  obliga6on	
  consulta6on	
  
1300	
  302	
  530	
  

www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012

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A toolkit for facilitators packed with practical methods to design and run highly effective and engaging workshops. Drawn from insights and practices developed during 16 years of facilitation experience

  • 1. FAST Facilitation™! ! Facilitators Toolkit: ! Effective & Engaging Workshops ! www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005 - 2012
  • 2. Welcome & Intro! What:     This  pack  is  designed  to  help  you  as  a   facilitator  to  design  and  deliver  highly   engaging  and  par6cipant  driven  workshops.     Welcome  to  the  Century  of  Collabora6on   where  workshops  deliver  higher  levels  of   collabora6on,  interac6on  and  co-­‐crea6on.       Most  of  the  content  in  this  pack  is  based  on   the  success  FAST  Mee6ngs  Co.  has  had  with   hundreds  of  clients  over  16  years.   ! Why:     Facilita1on  skills  are  rapidly  becoming  a  cri1cal  capability  for  leaders  in  the  knowledge  economy.   People  in  mee6ngs  demand  a  say.  Members  of  teams  want  to  be  heard  and  acknowledged.  Complex   mul6-­‐stakeholder  project  teams  are  on  the  rise,  and  the  methods  and  processes  for  teams  working   together  collabora6vely  are  key  enablers  of  high  performance.         Meanwhile,  people  have  higher  expecta6ons  of  what  should  be  achieved  from  their  6me  and   contribu6on,  and  too  many  have  suffered  in  poor  mee6ngs  and  workshops  where  the  possibili6es  of   smart  and  commiNed  groups  of  people  are  not  realized.       Those  armed  with  effec6ve  facilita6on  skills  embody  a  set  of  values  and  behaviours  that  allow  groups   of  people  to  realize  their  poten6al.  Skilled  facilitators  can  walk  the  line  between  people  and  task,  and   between  content  and  process.  Facilita6on  at  the  highest  levels  is  an  art  form.  However,  there  are   many  founda6on  skills  and  tools  that  can  be  learned  that  provide  significant  upliQ  in  capability.   When:     It’s  best  to  use  this  pack  in  the  process   design  stage  for  any  upcoming  workshop.   ! How:     There  are  a  number  of  modules  in  this  pack  to  support  you  in  various  stages  of  a  workshop;   prepara6on,  start,  middle,  end,  post.  It  is  best  to  read  about  the  FAST  Framework,  included  a  few   slides  down,  in  order  to  appreciate  when  the  different  modules  in  this  pack  should  be  used.     Here’s  a  list  of  modules  covered  in  this  pack:! •  •  •  •  •  Space  Crea6on   5  Senses   5  Par6cipa6on  Principles   Managing  Time   Ideas  into  Objects   www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 •  •  •  •  •  Ques6ons   Issues  &  Opportuni6es   Filtering   Swarming   Output  Templates  
  • 3. The FAST Framework! What:     The  table  below  describes  the  overarching  methodology  and  framework  for  workshop  process  design.  It  is  best  to  have  a  quick  read  of  the  table  below   in  order  to  make  best  use  of  this  pack   ! Stage   Descrip1on   Examples   Focus   SeVng  the  stage,  focussing  on  purpose  and  outcomes,  engaging  the  group   Effec6ve  framing  communica6ons  used   Simula6ons,  scenarios,  interac6ons  and  presenta6ons   that  create  a  posi6ve  disturbance   Awareness   Exploring  the  issues  and  opportuni6es  surrounding  the  purpose  and  outcomes   Well  craQed  ques6ons  and  methods  used  to  increase  par6cipa6on  and   collec6ve  learning     Breadth  of  topics  needed  for  delegates  to  explore  and   learn  to  fulfil  outcomes.  Balance  telling  and  asking,   presenta6on  and  par6cipa6on   Solu6on   Making  decisions  on  solu6ons,  emerging  priori6es  and  agreed  approaches     Decision  making  &  priori6sa6on  methods  conducted  at  the  appropriate  6me  in   the  agenda   Sessions  that  consolidate  learning  and  translate  into   applica6on   Trac6on   Making  commitments  and  preparing  for  follow-­‐through  and  next  steps   Accountability  and  ownership  is  maximised  for  group  and  individual  outcomes   Equip  delegates  with  necessary  tools  and  resources,   and  facilitate  their  clarity  about  specific  ac6ons  they   are  commiNed  to   www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
  • 4. Space Creation! Banish  Tradi:onal  Formats   What:     Enhancing  the  room  setup  to  cul6vate   crea6vity  &  collabora6on   I survived the keynote disaster of 09 When:     Use  this  module  when  you  are  preparing  the   setup  of  the  workshop  venue  /  room   ! Why:     Our  environment  effects  the  way  we  feel,   think  and  behave     We  process  ≥  240  billion  bits  of  informa6on   per  second     97%  is  through  the  subconscious  mind       Use  the  space  &  environment  to  reinforce     your  message  at  the  subconscious  level                       So..     Use  your  workshop  environment  to  your   advantage  by  maximising  the  amount  of   informa6on  par6cipants  take  in  both   consciously  &  subconsciously     www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 We  only  retain  up  to  20%  when  we  listen   passively   Therefore..   We  must  create  dynamic  and  engaging   environments  that  allow  changes  in  the   structure  of  learning  and  go  beyond  what   the  presenters  push  to  the  audience.     Inspire creative thinking by making the environment more informal   Could  crea:ve  furniture  help  enliven  your   workshop  experience?  
  • 5. Space Creation! How:   Use  collabora6ve  formats…   Theatre  style  arrangements  block  the  flow  of   conversa6on  and  collabora6on   Instead,  use  the  power  of  circles.  Have   people  face  one  another   Remove  unnecessary  cluNer  and  objects.   Clean  and  clear  spaces  allow  for  more   expansive  things.     Hint:  Remove  tables!     Use  the  Power  of  Circles   Circles  are  a  very  powerful  format  for  communica6on.  They  allow  each  other  to  be  seen  and  heard,   and  remove  hierarchy.       Using  rings  of     chairs  in  circles     produces  a     powerful  level     of  authen5c     dialogue  for     larger  groups         Removing  tables  removes  physical  barriers  and  allows  for  stronger  connec6on  and  collabora6on.  It   more  than  makes  up  for  the  slight  adjustment  people  make  when  they  come  in  to  the  space         In  a  recent  workshop,  13   groups  sat  in  circles  with   flip  chart  stands  to   capture  discussions  and   ideas.  The  format   unleashed  a  great  deal   of  energy,  par5cipa5on   &  collabora5on   www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
  • 6. Engagement & Energy! What:     Engagement  and  energy  are  vital  factors  in   crea6ng  successful  workshops  that  create   las6ng  impact  for  par6cipants   •  Energy  =  the  embodied  experience  of   vitality,  intensity,  par6cipa6on  and  focus   occurring  for  individuals  and  the  group  as   a  whole;  a  physical  and  embodied   experience   •  Engagement  =  the  extent  to  which   par6cipants  experience  your  workshop  as   meaningful,  beneficial,  relevant  and  safe;   a  mental  and  emo6onal  state       When:     Some  learning  and  change  management   sessions  work  beNer  with  greater  varia6on,   including  slower  periods.  (See  A  below)   Other  mo6va6onal  and  informa6on  based   workshops  are  best  conducted  with  higher   energy  throughout.  (See  B  below)     Why:     Being  aware  of,  and  planning  to  facilitate   energy  and  engagement  will  enhance  the   delegate  experience.     This  will  increase  their  learning,  relevance   and  value,  and  support  longer  term  impact       How:       Design  your  workshops  so  that  there  will  be   modula6on  in  energy.     Use  different  methods,  group  sizes  and  6me   frames  to  modulate       www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 How  (cont.):     Whilst  energy  and  pace  of  sessions  can  vary,   you  can  nurture  and  sustain  high   engagement  throughout  a  workshop  without   it  tapering  it  off.                   To  maintain  engagement,  put  yourself  in  the   shoes  of  par6cipants  who  are  asking   themselves  some  ques6ons   Why  me?     urpose   Frame  the  workshop  p cipants   and  content  so  that  par6 t  for  them   understand  what’s  in  i Why  this?   vant  and   Frame  content  as  rele orld   meaningful  to  their  w ?   Why  not t  where   Create  an  environmen dated,  so   people  heard  and  vali they  feel  trus6ng  and   ce   comfortable  in  the  spa  
  • 7. 5 Senses! What:     Ac6va6ng  mul6ple  senses  for  memorable   experiences     When:     Use  this  module  in  preparing  the  venue  &   logis6cs,  such  as  catering  and  AV   ! How:       1.  Sight:   Op6ons  to  enhance  messages  through  sight:   •  Images  &  print  to  post  main  messages   •  Graphic  recorder   Why:     What does your favourite memory and ultimate workshop experience have in common?! Watch this TED Talk to find out.! Memorable experiences have one thing in common; they activate more than one sense Activate multiple senses to enhance the experience and retention of your key messages. ! So how do you do that? ! 2.  Sound:   Create  a  playlist  &  play  music  at     the  start/  end,  during  breaks  or     breakouts  that  match  the  mood     and  energy     3.  Smell:   Smell  is  a  powerful  memory  trigger.     You  can  use  scented  textas,  flowers,  incense,   etc  to  help  par6cipants  remember  the   moment     www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 4.  Touch:   Use  materials  in  ac6vi6es  and  when  problem   solving.       This  not  only  helps  par6cipants  engage  with   the  topic,  but  allows  for  crea6ve  and  trans-­‐ contextual  learning.                       5.  Taste:   You  could  leave  thought  provoking  ques6ons   on  cards  next  to  dishes  for  reflec6on  &   discussion  during  meal  breaks     ! E.g.  If  your  culture   were  a  flavour,   which  would  it  be   and  why?  
  • 8. 5 Participation Principles! What:     5  simple  principles  to  liQ  par6cipa6on  &   reten6on.     When:     Use  this  module  when  you  are  designing   interac6ve  ac6vi6es   ! Why:     Maximise  reten6on  through  par6cipa6on   because  aQer  2  weeks  we  tend  to   remember:   •  10%  of  what  we  READ   •  20%  of  what  we  HEAR   •  30%  of  what  we  SEE   •  50%  of  what  we  SEE  &  HEAR   •  70%  of  what  we  SAY   •  90%  of  what  we  SAY  &  DO   We  need  par6cipants  to  SAY  &  DO  more  in   our  workshops.! How:     Here  are  5  simple  par6cipa6on  principles:     1.  Silence:   Encourage  moments  of  silence.  Silence  is  a   powerful  method  for  people  to  reflect  and   gather  their  thoughts.  This  can  then  liQ  the   quality  of  dialogue.  Silence  is  especially   important  for  introverts!     Try  this   Ask  people  to  reflect,  read     case  studies  or  other  materials     in  silence,  before  moving  into     discussion     2.  Wri5ng:   Wri6ng  helps  people  to  be  concise  and   succinct.  It  allows  them  to  clarify  their   thoughts,  connect  to  personal  experience,   and  get  crea6ve   Have  people..     Write  their  thoughts  on  a  card  before  sharing   their  ideas  with  others       www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 3.  Grouping:   Vary  group  sizes  in  breakout  ac6vi6es  vary   the  energy  and  diversity  of  perspec6ves.     Ideal  group  size:  2  -­‐  6   The  risk  ..   With  groups  larger  than  6,  some  people  find   it  more  difficult  to  par6cipate  and  be  heard.   This  can  lead  to  them  disengaging     4.  Movement:   By  using  breakouts,  you  are  encouraging   movement,  which  helps  modulate  the   energy  in  your  workshop.   Place..     Flip  chart  papers  around  the  room  so  that   people  need  to  move  to  work  on  them   Try..     Paired  sharing  ac6vi6es  in  which  people   walk  and  talk.  Whether  inside  or  outside,   this  is  a  wonderful  way  to  create   engagement     5.  Taking  Turns:   Request  ..   Each  group  member  to  take  turns  and  share   their  response,  before  the  group  breaks  into   discussion.  This  ensures  that  everyone  gets  a   say  at  the  outset        
  • 9. Discuss  in   groups  of  3   Managing Time! What  have  you   experienced  in   the  past?   What:     Understanding  the  nuances  of  well-­‐6med   ac6vi6es     When:     Use  this  module  to  establish  the  right   amount  of  6me  required  for  components  of   your  agenda   Why:     •  Less  is  more!   •  Avoid  cramming  lots  of  ac6vi6es  or   content   •  Rule  of  thumb:  30  –  60  mins  per  topic   •  Any  less,  you  tend  to  rush  through  and   miss  out  on  quality  thought  and   discussion   ! What are effective methods to increase participation? How:     Simplify  and  generate  quality  thought  and  dialogue.     Take  one  topic  and  address  it  through  2-­‐3     Each  group  to   different  ques6ons  or  ac6vi6es   share  their     top  idea   Be  aware  of  the  micro-­‐steps  and  6me  requirement  for  any  ac6vity.     Eg.   Step   Time   Task   Details       1   3min   Framing   Facilitator  explains  the  purpose,  ac6vity  and     outcomes       2   3min   Moving  /  Forming   People  move  to  form  groups       3   2min  x   Taking  Turns   To  allow  enough  discussion  6me  in  groups,  use  the     Group   formula;  2min  x  Group  size     size   2min  =  min.  avg  share  per  par6cipant     e.g.  If  group  size  =  6,  then  12min  discussion  6me     req       4   3min   Wrap  up  /  GeVng   With  4  of  more  breakout  groups,  it  can  take  up  to     to  silence   3min  or  so  for  people  to  finish  discussions       Remember  the  KISS  principle?  Keep  it  Simple  Stupid   Avoid  cramming,  have  more  space  in  the  process  to  allow  people  to:   •  Digest  what  they’ve  learnt  or  discussed   •  Reflect   Not  yet  fully  developed  thought   •  Turn  inchoate  thoughts  into  clear  and  prac6cal  ac6ons   into  clear  &  ac1onable  ideas       www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
  • 10. Ideas as objects! What:     Bringing  ideas  into  concrete  form  to  help   them  be  moved,  viewed,  reviewed  and  used.   At  key  points  in  a  workshop,  have  individuals   or  groups  write  ideas  onto  Post  It  Notes  or   Index  Cards.           When:     This  method  can  be  used     •  Near  the  session  kick-­‐off,  to  capture   ideas  that  people  bring  with  them   •  AQer  small  group  discussions,  to  turn   out  the  key  ideas  from  each  table   •  AQer  whole  group  discussion,  so  each   individual  can  provide  their  insight  or   key    point  from  the  conversa6on   •  As  you  move  toward  Solu6on  stage,   by  capturing  people’s  sugges6ons  of  a   priority  or  way  forward     Why:                       Conver6ng  ideas  into  objects  helps   ü  Crystallise  thinking   ü  Make  ideas  more  transparent   ü  Avoid  repe66on  of  the  same  point   ü  Find  solu6ons  and  priori6es       How:     ! Once  ideas  are  objects,  you  can:   1.  Sort  them        Theme  A                  Theme  B              Theme  C     ! www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 How  (Cont.):     2.  Simplify  them   3.  Discard  them   4.  Priori6se  them   !
  • 11. Questions! What:     Ques6ons  are  a  powerful  language  tool  to   facilitate  effec6ve  and  produc6ve   conversa6on.     Use  ques6ons  to  engage,  guide,  challenge   and  open  the  thinking  and  dialogue  of   groups     Help  groups  solve  their  problems  by  asking   ques6ons  that  drive  to  the  heart  of  issues     “If  I  had  1  hour  to  save  the  world,  I   would  spend  55  minutes  defining   the  problem  and  5  minutes  solving   it”        Einstein     When:       Ques6ons  are  an  important  language  device   throughout  workshops.     As  a  facilitator,  your  role  is  to  help  groups   solve,  innovate,  and  decide  on  their  own.   Therefore,  do  more  asking  than  telling.       Why:     There’s  a  lot  of  informa6on  to  explore  and   discuss.  It’s  like  the  content  from  all  the   different  TV  channels.     Ques6ons  act  like  the  Remote  Control..     ü  They  select  what  you  pay  aNen6on  to     ü  The  more  focussed  the  ques6on,  the   clearer  the  enquiry       Without  defining  the  central  ques6on,  a  lot   of  6me  can  be  wasted  understanding  the   problem.     “We  spend  a  lot  of  :me  solving   problems,  and  then  find  out  we   haven’t  been  clear  on  the  central   ques:on  we  are  trying  to  answer”   Senior  Manager,  Major  Bank             www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012     How:     Iden6fy  a  central  ques6on  for  your   workshop,  and  for  each  module   Explore  the  central  ques6on  directly,  or   explore  it  via  sub-­‐ques6ons   Eg.                 Use  a  framework  of  ques6ons  to  explore  a   balance  of  perspec6ves.   Eg.  A  SWOT  is  a  4  part  ques6on  framework      
  • 12. Issues & Opportunities! What:     A  simple  yet  effec6ve  frame  for  exploring  a   topic  is  asking  groups  to  highlight  the  Issues   &  Opportuni6es  related  to  your  topic     Eg.  Frame  as  a  ques6on:   What  are  the  issues  &  opportuni6es  related   to  workshop  par6cipa6on?   What  you  need:     Flipchart  paper,  markers  (min  two  colours),  3   x  Green  &  Red  A5  cards           When:     This  module  is  most  suited  to  the  Awareness   stage  (refer  to  the  FAST  Framework  slide)  of   your  workshop.       Why:   This  2  part  frame  allows  for  a  holis6c   discussion  around  your  topic.  It  ensures  the   strengths  &  weaknesses,  plus  the   opportuni6es  &  threats  are  picked  up  by  the   elegant  split  of  Issues  &  Opportuni6es       How:     1.  Breakout  into  groups   2.  Separate  groups  can  address  different  ques6ons   3.  10-­‐15min  per  round   4.  Encourage  par6cipants  to  Scribe  early  &  oQen   Filter  Ideas   Get  groups  to  priori6se  ideas  to  end  up  with  higher  quality  outputs   by:   1.  Last  4-­‐5min,  get  groups  to  write  down  top  1-­‐3  issues  &  opps  on   red  &  green  cards   2.  Ra6on  cards  to  discipline  thinking  by  dropping  2-­‐3  red  &  green   cards  on  each  table   Prac1cal  Ideas   Increase  the  quality  of  insight  and  prac6cality  of  ideas  by   geVng  groups  to  flesh  out  their  ideas  further.  For  each   priority  card:   1.  Top  half:  describe  the  idea  as  an  outcome.   2.  BoNom  half:  provide  a  prac6cal  example  of  how  that   could  be  achieved       www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Top  Is sue  1 Idea:     Descr ibe  th outco e  idea me    as  a   n   How:  P of  how rovide  a  pr a  that   could c6cal  exam  be  ac p hieve le   d    
  • 13. Filtering! What:     Filtering  for  great  ideas  and  best  solu6ons.   Filtering  is  one  method  of  moving  from   divergent  ideas  genera6on,  to  convergent   solu6oning  and  decision  making     When:     Filtering  is  useful  when  you  want  to  move   from  lots  of  ideas  having  been  discussed,  to   a  small  number  of  key  ideas.     •  AQer  small  group  discussions,  to  turn   out  the  key  ideas  from  each  table   •  Moving  toward  the  Solu6on  stage,  to   iden6fy  a  smaller  number  of   possibili6es   Why:     Brainstorms,  café  discussions   &  group  workshops  are  great   for  genera6ng  ideas  on     flipcharts..     but,  repor6ng  out  from  all  the  groups  can  be   slow,  with  missing  context,  and  people   unable  to  grasp  key  ideas  from  one  group  to   all  groups.                     And  not  all  ideas  are  created  equal     www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 How:     Method  A;  Ra6oning   1.  Convert  ideas  to  objects..   2.  Then  ra6on  them   3.  Instruct  the  group  as  follows:      “From  the  ideas  brainstormed  at  your   tables,  pick  the  2  most  important   ideas  for  us  to  carry  forward”         Method  B;  Criteria   1.  Convert  ideas  to  objects   2.  Then  select  those  that  meet  a  criteria   3.  Instruct  the  group  as  follows:      “Select  ideas  that  …  your  criteria  (Eg.   have  a  direct  impact  on  the   customer  )”        
  • 14. Swarming! What:     A  dynamic  filtering  process  for  larger  groups.   Swarming  Is  a  method  of  transparently   finding  key  themes  or  groups  of  ideas,  whilst   allowing  each  person  to  ‘hold  on’  to  their   idea     When:     Use  swarming  at  the  same  6me  as  you  would   use  filtering.  However,  Swarming  may  be  a   beNer  method  when     •  You  see  a  risk  that  strong  personali6es   might  dominate  the  filtering  process.     •  You  have  a  group  of  >  50  people,  and   finding  common  themes  will  be   logis6cally  difficult     Why:     A  risk  with  filtering,  is  that  some6mes  ideas   are  overlooked  that  people  are  aNached  to.   This  can  undermine  their  ownership  of  the   outcome.   Swarming  helps  to  maintain  ownership  of   the  key  themes  or  priori6es  that  emerge   from  the  Solu6on  stage       How:       Step  1;  Ideas  to  objects   •  Each  person  writes  their  response  to  a   central  ques6on  on  a  card   •  Eg.  “From  the  range  of  ideas   discussed,  what  is  1  that  you  believe   is  cri:cal  to  consider  in  our  solu:on”   Step  2;  Bumping   1.  Everyone  stands,  holding  a  card  &  pen   2.  Meet  in  pairs  for  ≤1  minute.  In  that   6me,  each  person  shares  their  idea  so   the  other  person  ‘gets  it’     www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 How:  (cont.)     Step  2;  Bumping  (Cont.)   3.  Repeat  this  in  other  pairs  so  that   everyone  bumps  ≥  10  people  in  10  mins       Step  3;  Swarming   1.  On  cue,  people  return  to  others  whose   ideas  were  similar  and  form  ‘swarms’   2.  Place  cards  on  the  floor/  table  near   their  own  group.     3.  Collec6vely  agree  a  theme  or  name  for   the  group.   4.  It’s  OK  to  have  groups  of  1  or  2  because   not  all  ideas  will  be  like  others        
  • 15. Output Templates! What:     Producing  clear  and  consistent  outcomes   ! When:     Tips  in  this  module  are  usually  used  for  the   backend  of  your  workshop,  in  the  Trac6on   stage   ! Why:     Workshops  tend  to  produce  ideas  and  plans   on  paper.  It  can  be  hard  to  control  the   quality  and  consistency  of  these  outcomes   when  facilita6ng  mul6ple  breakout  groups     This  module  looks  at  ways  you  can  guide   discussions,  the  process  and  the  clarity  and   consistency  of  outputs  through  using   templates     Idea tual     cep Co n Too   Idea   Unclear   How:     Provide  templates:  The  best  way  to  guide  the  outputs  you  are  aQer  is  by  providing  templates  for   par6cipants  to  fill  out.  You  can:   •  Project  templates  on  a  screen  for  groups  to  transcribe  on  their  flipchart  papers   •  Print  templates  (A2  size  is  best,  otherwise  no  smaller  than  A3)   Remember:   •  Use  the  appropriate  marker  size.  Don’t  use  thick  markers     •  Remind  people  to  scribe  legibly!     Plan  on  a  Page:   The  below  table  is  a  commonly  used  template  for  strategy  and  project  plans:       Direc:on  &  order  of  comple:on   Objec6ves   1.   Measures   #,  %,  $   Targets   Ini6a6ves   1.1   1.2   2.   2.1   3.   3.1   3.2   www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 When   Who  
  • 16. Output Templates! How  (cont.):     Project  Plan:   Another  commonly  used  Project  Plan  template   ! Ideas  List:   A  commonly  used  Ideas  list  (this  is  produced  aQer  the  ‘Force  Ranking’  exercise,   see  earlier  module)     Rank   Idea   Total   Score   Criteria   1 2 3 4 Related  Ideas   Descrip6on   1   2   3   www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012
  • 17. FAST Meetings Co. & Next Steps! About  FAST  Mee1ngs  Co.   FAST  Mee6ngs  Co.  is  an  Australian-­‐based  organisa6on  dedicated  to  improving  the  produc6vity  of  mee6ngs  and  conferences  worldwide.  To  learn  more   about  FAST  Mee6ngs  visit  www.fastmee6ngs.com.au       Next  Steps   FAST  Mee6ngs  Co.  offers  training  and  facilita6on  to  produce  remarkable  workshop  experiences  for  delegates  and  clients     We  offer:   •  Training  via  webinars  and  workshops   •  Program  design  &  facilita1on  for  strategy,  brainstorming,  stakeholder  engagement,  and  team  building  workshops  and  conferences   Get  in  touch:     www.fastmee6ngs.com.au  -­‐  Visit  our  website  for  more  tools  &  resources   info@fastmee6ngs.com.au  -­‐  Email  or  call  for  a  no  obliga6on  consulta6on   1300  302  530   www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012