Introduction

Executive Summary

Genesis/Planning

Components

Lessons Learned

Adult Learning Principals

Planning | Meeting Logistics | Marketing | Timelines

Effective sessions occur when the planning committee has taken appropriate action. When preparing the series, have the committee decide what the audience should gain from their involvement. Take the time to identify specific goals, objectives and outcomes.

Remember these important adult learning principles in planning your series.

1. Use the "Teachable Moment"; a need to know motivates people to learn.
2. Show participants how the training will assist them immediately.
3. Link knowledge and skills to information and skills that they already possess.
4. Keep the instruction scheduled in block of 50 minutes with 10-minute breaks.
5. Give information so participants always know where the session is going.
6. Relate new information to previous lessons.
7. Stress the benefits participants will gain to increase attendance to all sessions.
8. Start all of your sessions on time. Do not penalize those who arrive on time

Facilitation Tips
Your organization has decided to offer a candidate school in your area and you have been asked to facilitate the series. Proactive facilitation is the key to tapping the gold mind of wisdom and the knowledge in the heads and hearts of the instructors and the participants. Here are tips to help you be successful in your role as a facilitator.

As the facilitator, it is your job to provide the mechanism for meaningful dialogue, to broaden the participant's knowledge and perspective, to create an opportunity for all to participate and to generate a clear expression of ideas. Facilitators need to encourage all persons to participate to the fullest, to foster a collaborative spirit in the group, and to assist the participants to learn while sharing. As the facilitator, you need to clarify information when necessary by asking questions, stay neutral in all of the discussions, invite feedback, be culturally sensitive, acknowledge, affirm comments and ideas, summarize and have a sense of humor.

When planning a session begin by knowing as much as you can about the anticipated audience. Remember the two most important parts of a session are the first few minutes where participants make their decision if this information is worth listening to and the last minutes to decide if they should return for the next session.

Dealing with Difficult People

The Overly Talkative participant may be naturally "wordy", knowledgeable on the subject or just eager to show off what they know. One effective way to control a talkative participant is to hold you your hand to the person as you say "Let's hear what others have to say on the subject" as you maintain eye contact with other group members. Another good way to get others to comment is to interrupt with "That's an interesting point, now let's see what the group thinks of…" or slow the person down with difficult questions that others will need to address.

For the Highly Argumentative participant, keep your temper firmly in check and do your best to keep others in the group from getting upset. Honestly try to find merit in his/her point and then move on. As a last resort, talk to the person at the break or at the end of the session and see if you can gain their cooperation.

For the Rambling participant, the best technique to use is when the person stops for a breath, thank him or her, refocus the group's attention on the last relevant point. Or smile at the person as you state that their point is interesting but to stay on schedule you need to be the time keeper and refocus the group on the following point and then continue with your statements.

For the Interruptive participant, acknowledge that the interruptions are impacting the time table of the session. Let them know that resource persons will be available at breaks or after the session for more in depth discussions. Ask them to write down their questions or comments so they are not lost in the process.

For the Silent participant, you will need to decide what motivates this individual. Stir their interest by asking their opinion at the break or before and after class. When they do speak give a sincere compliment to them for asking their question or for sharing their ideas. For the participant who has an Incorrect Interpretation, you must be tactful. Look for ways to clarify the statement. Acknowledge the point of view with statements like "I can see how you feel or that's one way of looking at it" and then refocus the group. This will help the participant save face. Or try this method "I see your point but let's look at other information".

Side conversations among participants can sometimes be a problem. Explain workshop guidelines at the beginning of each meeting. This should include "no side conversations". State the obvious that talking off to the side is distracting and makes it difficult for others to hear. Never embarrass participants by bringing attention to their side conversation. Instead call one of their names and restate the last remark made and then ask for their opinion. Or you can make it a habit to "wander" around the room. Standing casually behind members who are talking usually takes care of the problem.

If by chance you should encounter fighting among participants, remember these guidelines. Point out that we do not have enough time to resolve the issue. Indicate that you would be willing to address their concern privately later. Indicate the pressure of time to get back to the topic and continue with the evening's agenda.

Beginning the session
As participants arrive here are some tips to make them more comfortable: Speak to them. There is nothing as nice as a cheerful hello. Smile at people. It takes 72 muscles to frown only four to smile. Call people by their name, name tags help. The sweetest sound is a person' own name.

At the first session establish guidelines and at the beginning of each session review the guidelines. Here are several to consider:

• Start and end the session on time.
• Share speaking time and speak to the point.
• Build inclusiveness by listening to everyone's thoughts.
• Value all opinions.
• Only one person speaks at a time.
• Avoid side conversations.
• Add others as appropriate.

At each session introduce yourself and your role with this series. Review the agenda and the time limits. Explain your role as timekeeper. Share important information regarding rest room facilities, phones, refreshments, etc.

Introducing the Speaker
You have invited the speaker, welcome them warmly to tonight's program and now comes the hard part saying 'May I introduce..' The secret of giving an introduction is to know what to do. Your job is to set the stage so the audience will be receptive to the speaker. You accomplish this by building bridges that link the audience, the speaker, the topic and the occasion. When planning your introduction, remember the audience needs to know why they should listen to this speaker on this subject. In the end it is the speaker's job to provide this information, it is yours to pave the way for their success. A great way to prepare for this is to interview the speaker for five to ten minutes several days prior to the event never just before your introduction. If unable to interview ask for a brief bio to be faxed to you. This will give you adequate time to prepare your introduction.

Planning | Meeting Logistics | Marketing | Timelines