Cathy Sheils
Sr. Extension Associate, NY FarmNet Director
&
Dave Grusenmeyer
Sr. Extension Associate, ProDairy

Cornell University, Department of Applied Economics and Management

1. Organizational/Administrative
   • Forming a planning committee (formal or informal)
     Identify need, goal, and objectives
   • Organize the group by holding a kick-off event -- workshop or discussion group meeting
   • Sending out meeting notices or invitations or announcements (press releases) -- 1^st and ongoing
   • Identification and recruitment of members
   • Providing orientation at first meeting
   • Develop the agenda
   • Contact and confirm speakers -- provide information to them
   • Introducing speakers at meeting
   • Confirm location and room set up
   • Material development, copying, ordering
   • Conducting evaluations
   • Attend discussion group meetings
   • Take meeting notes
2. Content
   • Presentation or discussion on topic of expertise or provide new information or announcements
   • Member of the group
3. Group Process
   Facilitation is about process -- how you do something -- rather than the content -- what you do. A facilitator is a neutral process guide, someone who makes a process easier by guiding the participation (discussion) and creating ownership for the group by its members. A facilitator serves the group, does not lead the group. The primary role of a facilitator is to assist group members in having a constructive discussion.
   Start Up:
   1. Work to seek group input and ownership of the group by its members. Ways in which to do this are:
      1. Identify what brings the group together -- the common bond and focus on that -- through introductions.
      2. Develop an orientation presentation that helps group members understand the intent of a discussion group.
      3. Identify goals and objectives of the group with members.
      4. Establish group guidelines and ground rules with members.
      5. Establish an agenda (for a certain period of time) with members.
      6. Work to establish rotation of meeting facilitation -- decide what that means with members -- perhaps offer a training session focused on facilitation for those interested or have as a discussion meeting topic for all.
   2. Facilitation skills -- start up and ongoing
      1. Create discussion -- not one-way communication, to do this set guest speaker time for not the entire meeting, open up discussion after speaker time and/or have entire meeting for discussion -- keep discussion on topic and moving forward by interjecting when needed, allow for all to speak (sharing, asking, and/or answering questions), work to draw out silent members, decrease dominant members. Do not overspeak, only interject as needed to move discussion along if stalled or to involve others.
      2. Ask questions -- this is one of the most important skills. Questions invite participation. Focus on using open-ended questions that stimulate dialogue, perhaps after a speaker to get the discussion moving, then use the discussion to formulate other questions if needed to move the discussion along.
      3. Brainstorming, prioritizing, reaching consensus -- a process of helping members identify what they want from their discussion groups. As the facilitator, you need to design the process for reaching a decision by the group. You may have to do this at several points throughout the term of the discussion group.
      4. Listening -- ask questions to get the discussion going and then listen, interject additional questions, or paraphrase if needed to move the discussion along or to refocus.
      5. Stay on track -- set time guidelines for each speaker and discussion meeting. Point out if the discussion has moved off topic (within reason) or check in with the group to see if the change in direction is OK to continue.
      6. Paraphrase to clarify -- involves repeating what people say to make sure they know they are being heard, to let others hear their points a second time, and to clarify key ideas. Paraphrasing is rewording a thought or message without changing the meaning. This technique helps the group understand the meaning of what is trying to be conveyed.
      7. Flexibility -- remember it's the group's meeting, so you may need to deviate from the agenda or draw on your facilitation skills when a problem is encountered, such as off the agenda in regards to time, conflict within the group, conflict with a guest speaker, lack of discussion and involvement by participants -- be prepared and able to have to shift gears to address a problem.
      8. Creating an atmosphere for "safe" discussion -- trust, confidentiality, meeting location, non-judgmental and respectful environment, setting round rules (i.e., not interrupting).
      9. Reaching closure/summarizing -- listen to what has been said and then offer a concise and timely summary. Summarize when you want to revive a discussion that has stalled or to end a discussion when things seem to be wrapping up or needed to be wrapped up.