Facilitation tools

Brainstorming

Brainstorming is an ideal tool for generating a large quantity of ideas within the group. However, for effective brainstorming sessions:

• Ideas should flow freely
• Aim for quantity, not quality of ideas
• Record every idea clearly
• Do not criticise or evaluate ideas in the session
• Consider an independent facilitator to the group

In addition, the facilitator should also encourage the team to come up with several ‘off the wall’ or ‘wacky’ ideas. These can often stimulate the ideal solution.

Energisers

Energisers are ideal to raise personal energy levels within the group. Use these, where necessary, at appropriate intervals throughout the day, to re-vitalise the group. You can build up your repertoire of energisers by reviewing training manuals, sharing ideas with colleagues and thinking up your own.

The key principles of using energisers are:

• They should be fun and uplifting
• Make them short e.g. five minutes
• Conduct them with sufficient space

To be mindful of any potential health and safety hazards e.g. no chairs or equipment in the way

They are not physically too demanding and that everyone in the group will be able to participate

Flip-chart

Using a flip-chart during a team meeting can provide a creative, yet structured, working environment and bring focus to the group. Here are a few tips for effective flip-chart use:

• Place the flip-chart at the front of the group
• Ensure you have plenty of flip-chart paper to hand
• Stand to the side of the flip-chart to ensure everyone can see
• Whilst standing to one side, practice writing on flip-chart. If you are right handed you may find standing to the left (facing the flip-chart) of the flip-chart easier
• Write headings, where appropriate, onto the flip-chart to focus the group on the issue or question
• Use clear, bold, large font – (‘capitals only’ helps some facilitators), to ensure the participants can read easily
• Utilise different colours and bullet points when writing on the flip-chart. However, remember that ‘red’ and ‘green’ are not helpful for group members who are colour blind.

Ground rules

First, the facilitator or meeting leader should get the group to establish some ‘ground rules’ or a ‘team code’ for group working. Do this at an early stage of the group coming together.

In addition, key principles for setting these ground rules are that they:

• Establish an acceptable code of behaviour
• Provide a frame of reference for group members to challenge constructively
• Help the group gain agreement of what is important
• Are specific enough to be practical
• Do not stifle the groups’ creativity
• Remain within the team

Group review

Getting the group to review what they have learnt and gained out of the meeting will help facilitate higher performance. This only takes five to ten minutes. Start by asking three simple questions:

• What did we do that worked well?
• Did anything not work well?
• Should we do anything differently next time?

Meta-planning

Meta-planning is a simple technique that encourages individuals to express their thoughts on the issue under discussion. In summary, it involves writing key words onto Post-it notes and then collectively placing and arranging them into sub-groups on a flip-chart or wall space.

Ask individuals to quietly write one idea per Post-It note and then place the notes onto a board, sheet of flip-chart paper or similar. When all the notes are on the board, you (or one or two members of the group) can then collate similar ideas together and add a sub heading.

As a result, this approach helps to incorporate everyone’s ideas and contributions in the shortest amount of time. It also enables the group to come to some quick conclusions.

Multi-voting

This technique allows groups to use Brainstorming to generate a long list of ideas. Following this, it is important to narrow down these ideas into a manageable size, for realistic consideration. A selection process involving the whole group then picks the best ideas, to save time.

Here is a summary of the process:

• Once the Brainstorming has been completed, the group reviews the list to clarify and merge similar ideas/options
• Then conduct voting through a show of hands for each option. Alternatively, allow the group to go to the list and mark their choices or use a sticky dot for each viable option. Participants can vote for any number of options.
• The facilitator then counts the votes
• Votes from half of the group, or more, warrant further discussion and debate
• The facilitator will circle or make a mark against each item now worthy of further consideration
• A further vote then takes place based on the reduced list of options, although participants can only vote for half of the remaining options on the list
• Two more rounds of voting are then used to further halve the size of the list
• Typically groups need to have three to five options for further analysis
• Following this, the group then discusses the pros and cons of the remaining options
• Then debate the pros and cons of each remaining option within the group
• Finally, the group then makes a choice of the best option or identifies the top priorities for further analysis and debate

Ranking

Ranking is a decision-making technique that helps the group select the most appropriate and relevant idea. Firstly, you can use brainstorming to generate the quantity of ideas you are looking for. Then the group must determine a selection criterion to use, to guide their personal decision-making process, against a numerical scale.

For example, each person might apply a one to six rating, where six is their preferred choice. Finally, the scores of each participant are then added together to determine the most appropriate and relevant idea.

Structured problem solving/decision making

There are many different problem-solving processes available, but essentially, most stages follow this structure:

• Define the problem
• Present the background
• Generate ideas
• Group ideas
• Choose the idea/s
• Check commitment

Three star rating

Three star rating is a helpful visual group decision-making technique using coloured stickers (all the same colour and star shaped). Start by giving each participant three stars to award against their preferred option or options. The participant then distributes, or splits the stars as they wish. As a result, you have a visual record of the preferred option.

Working in pairs or trios

This is an ideal method of group working, particularly at the earlier stages of a meeting. It helps encourage easy participation and break down any initial barriers. As a result, it is also a good way of helping individuals define the issue the group is working on.

Discussions should last about five to ten minutes before bringing the pairs back together to discuss the issue as one group.

Other tools and techniques

• Modified Borda Count – Prioritizing issues to achieve consensus.
• The Charette Procedure – Brainstorming many ideas with many people.
• The Delphi Technique – Achieving consensus among experts.
• Concept Attainment – Reaching a shared understanding of issues.
• Role Playing – Preparing for difficult situations.
• Avoiding Groupthink – Avoiding fatal flaws in group decision-making.