7 Traits of a Good Facilitator

Some people believe that facilitating a workshop/team is easy. It is not. When you have a group of people in a room, anything can happen. Some people will dominate the meeting, while others won’t say a word; a few will stick to the issues at hand, many more will go off tangent. Experienced facilitators know how to control a meeting without deciding its outcome; how to follow an agenda while accommodating discourse; how to build consensus without alienation. 

Here are some key traits that an excellent facilitator must-have: 

1. Active Listener 

Listening is a key characteristic for a facilitator. Both being able to listen to others and to encourage others to listen are equally as important. A facilitator needs to be able to actively listen to their group and understand what they are trying to say. Paraphrasing, summing up or using other active listening techniques are great ways to fully grasp and gauge the meaning of what people are saying. An excellent facilitator needs to be able to listen to a group, an individual and also themselves. If you feel like you aren’t feeling yourself, if you are tired this will emerge externally in your facilitation and the group will feel it. 

2. Inquisitive 

Asking questions is crucial to allowing valuable dialogues to be had. The facilitator does not want to simply talk to the group and tell them things and you don’t want to just give the group the answers to their problems. Instead, they must come up with them themselves. Asking open-ended questions that can spark helpful and beneficial discussions that can trigger solutions is much more valuable to all involved. The facilitator must also know how to probe respectfully, firstly to get people out of their comfort zones, but also to encourage participants to delve deeper into thoughts in order to get more out of the meeting. 

3. Authentic  

A good facilitator needs to be authentic. People will soon tune out, disengage and not trust what you are saying if you are insincere. Being authentic allows you to connect and relate much easier with the participants and enables you to bond with them. In order to be an authentic facilitator, you must create a safe space to encourage people to open up and express themselves without the fear of retribution. If people do not feel comfortable or safe to convey their feelings both they and the facilitator won’t be able to present their true authentic selves. Trust is the key to encouraging others to express their true thoughts and feelings. Without trust and authenticity, the meeting will be sure to be a waste of time. 

4. Impartial 

Having an unbiased perspective and not tainting other’s opinions with your own is crucial to allowing open and worthwhile discussions. You don’t want to push your views onto others, instead, you want to create a forum where people can freely discuss and express themselves, enabling problems to be solved and decisions to be made. Not to mention, treating all participants as equal ensures that you maintain honest and open-minded conversations. It will be crystal clear to participants if the facilitator is trying to steer the conversation and push their own predetermined conclusions onto the group. An excellent facilitator provides an unbiased space for alternative opinions and views to be brought up in a respectful way. 

5. Enthusiastic and Encouraging 

A facilitator has to know how and when to bring the energy into the room and at the same time when it needs to be reeled back in. The facilitator’s energy holds the ability to control the feeling and environment of the room. It can help to inspire, encourage and motivate the group in order to provoke solutions and creative ideas if there is a brainstorming exercise or bring the energy back down if a serious discussion needs to be had. The capability to manage the emotions in the room will be of great help when constructive conversations and to keep the meeting on track. 

6. Patient 

As they say, patience is a virtue and it is a fundamental trait when it comes to facilitating. Staying calm in discussions or when things get heated is important to limit any tensions or situations before they occur. As the facilitator, you want to help improve the situation so leading by example and keeping composed is essential. It is almost unavoidable that sometimes things just don’t go to plan. Whether it be technical or process issues, things just don’t always go how you thought they would. The facilitator must ensure they are patient and resolve the issue by encouraging dialogues and introducing different questions to the group as the purpose or plan changes and adapts. 

7. Goal Orientated 

Keeping the participants on track and keeping the conversation aligned with the main outcome is important and sometimes tricky. It is human nature that conversations go off on a tangent, which yes provides some of the most interesting and constructive discussions, but the facilitator needs to know when and how to bring the conversation back to the main purpose of the meeting. If the meeting is too long people will tune out and not focus, therefore managing the time is a tricky but essential part of facilitating. 

Becoming an excellent facilitator takes time and practice. The skills you need will be honed and tweaked over many years of preparing and practicing in real situations. It is very rare that you would wake up overnight and be the perfect facilitator. Successful facilitators are made, not born. 

Teamwork Requires Open-Mindedness

Open-mindedness is one of the most sought-after employee traits because it helps increase the chances employees will look for new solutions when current processes don't work. Being open-minded means you have a willingness to listen to other ideas and opinions and consider the possibility that you are wrong or may change your own perspective. 

When working in a group, it’s important to keep an open mind. Recognize that your team members may see things from another perspective, and hear them out. Listening to other points of view can help you see multiple sides of an issue, including ones that you have never considered before. This allows you to be a better colleague and leader, to anticipate needs and challenges before they arise and to respond effectively when they do. 

Being open-minded typically makes you more adaptable to a unique work environment and job. Open-minded employees are usually better equipped to cope with jobs and co-workers who are different than what they are used to. This is especially important in the early 21st century, as workplaces become more diverse. Showing acceptance of different cultures, genders, races, ethnicity and ages makes it easier for the hiring manager to take a chance on you. 

An attitude of open-mindedness is also strongly correlated to workplace flexibility. You may get opportunities to participate in a wide array of work projects and tasks because of your willingness to learn and try new things. 

To work in a team together, one has to be open-minded to listen to others and co-operate with them. Without a sense of team spirit, no team can find success. If members of the team are unprejudiced, they can together perform a task well and find a better solution to a particular problem. 

Lean Quote: Better Days Ahead

On Fridays I will post a Lean related Quote. Throughout our lifetimes many people touch our lives and leave us with words of wisdom. These can both be a source of new learning and also a point to pause and reflect upon lessons we have learned. Within Lean active learning is an important aspect on this journey because without learning we can not improve.

"May the best day of your past be the worst day of your future."   —  Irish Blessing

Sláinte! The last two years have been challenging to say the least! From the devastating coronavirus pandemic to political unrest and too many other news stories to even mention we're oh so very happy for a new day.

We all go through times where our lives seem out of control. We don’t know what tomorrow will bring. Sometimes we don’t want to know what tomorrow will bring.

Some days have been so bad. So hard. It seems like there is no light at the end of the tunnel.

I want to encourage you today. There is always hope. There are better days ahead.

Maybe not tomorrow. Maybe not the next day. But keep placing one foot in front of the other.

Every day is a new day with new opportunities and new joys.

You’ve got to continue moving forward. That’s the way you live life.

10 Characteristics of St. Patrick's Servant Leadership

Happy St. Patrick’s Day! Lost in the midst of parades, green beer, and Irish music, there is a story of a remarkable leader. That millions of people still celebrate a holiday honoring St. Patrick, 1500 years after his death, attests to his success as a leader.

The keys to St. Patrick’s leadership, from which we can learn for our own leadership development today, most closely relate to Servant Leadership. The Spears Center for Servant Leadership identifies 10 characteristics to Servant Leadership, and St. Patrick’s approach, work, and impact fit perfectly into each of these characteristics.

1.     Listening – The time he took to listen, talk, and answer questions was a recurring theme.

2.     Empathy – Based the trials of his own life, St. Patrick's empathy was displayed when he encountered the trials of others. This was especially clear in his Letter to the Soldiers of Coroticus.

3.     Healing – At the end of his letter, he offers the opportunity for them to repent, even after what they had done, he offers the chance for healing.

4.     Awareness – St. Patrick was clearly aware of his own weaknesses and the culture of the Celtic Irish.

5.     Persuasion – His ability to convert strong leaders, Chieftains and Kings.

6.     Conceptualization – The use of the shamrock to articulate the Trinity.

7.     Foresight – The strategy he employed in charting his mission throughout Ireland, carefully choosing each step.

8.     Stewardship – St. Patrick saw the future of Ireland and the care of its people as the core of his mission.

9.     Commitment to the growth of people – He trained clergy and so sustained and consolidated each location before moving on to the next.

10.  Building community – The sites he used as churches were at or near the seats of Chieftains and Kings, many were founded as monastic settlements and became population centers at a time when few existed.

Regardless of a person’s beliefs, there’s no denying Saint Patrick’s enormous influence as a leader. He is an example of leadership that can influence us in our daily work lives.

Managing Change Management Through Project Management in 2022

Project management is planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives. Every company goes through change at some point, whether it's a minor change or a large-scale transformation. When change happens, your business must have a solid project management plan in place to ensure that everything runs smoothly.

Project managers are essential in helping organizations manage change effectively. To successfully manage change in project management, one must understand the change process and how to apply project management methods and tools.

Change management is the process of planning, implementing, and monitoring changes to a project or business. Change can be positive or negative, planned or unplanned. To ensure that change is managed effectively, many businesses turn to project management. By 2022, change management will be more important than ever as businesses face constant change and disruption. In this blog, you will read about how to manage change management through project management in 2022.

Steps to Manage Change Management Through Project Management

Here are the major steps to manage change management through project management:

1. Determine the objective of the change

When it comes to change management, most organizations struggle with two key issues: not having a defined process and not being able to determine the objective of the change. These are both essential aspects of any successful change management initiative. The most important step is determining the objective of the change. Identifying the objective of the change will help you manage the change more effectively through project management.

There are many factors that need to be considered when making a change, and if you don't have a clear objective in mind, it's difficult to achieve success. Regardless of what causes it, change always brings uncertainty and risk. In order to reduce the risk and ensure success, businesses often turn to project management professionals for help. Project management is all about planning and managing change so that it is successful.

2. Establish a plan and strategy to meet that goal

The success of any change management initiative is reliant upon having a clear and concise plan in place. In order to successfully manage change management through project management, it is important to first establish a plan and strategy. This will help ensure that all team members agree and work towards the same goal. Without a clear objective, it can be difficult to keep everyone focused and motivated.

When it comes to change management, one of the most important steps is creating and implementing a plan. This plan should be tailored to your organization and its goals. Without a solid plan in place, it will be difficult to manage change effectively.

3. Create a project management team to implement the change

The key to successfully implementing change within an organization is good project management. In order to manage change management through project management, you need to create a project management team. This team will be responsible for spearheading the change and ensuring that it is successful.

The team must be capable of implementing the changes that are needed in order to achieve the desired results. Without a project management team in place, it's difficult to ensure that all aspects of change management are addressed. The project management team should be composed of individuals with the essential project management skills and knowledge to get the job done. It is important to choose the right people for this team, as they will make sure that everyone understands and follows the recent changes.

4. Facilitate smooth relationships between groups

By facilitating smooth relationships between groups, project managers can help ensure that changes are made in a controlled and efficient manner. Project management is organizing and managing resources to bring about a desired outcome. This includes ensuring that all stakeholders are working together towards a common goal, and that changes are made in a controlled and efficient manner. In order to effectively manage change, it is important to first establish smooth relationships between all groups involved. Only then can you implement project management strategies that will help ensure a successful outcome.

5. Establishing a method to monitor progress

To effectively manage change, one must establish a method by which they can monitor the progress of the change. This is where project management comes into play. By establishing and utilizing sound project management practices, it becomes much easier to track changes as they occur and ensure that all stakeholders remain up to date on the progress of the change.

Establishing a method by which change progress can be monitored will allow you to track the success of your project and make necessary adjustments as needed. Without such a system in place, it would be difficult to effectively manage change. By setting clear goals and objectives at the outset of any project, you will better track progress and make necessary improvements along the way.

To Conclude

The key to successfully managing a project is to understand the significance of change management. Change can occur for many reasons–from changes in customer needs or requirements to staffing changes or alterations in the business environment. If not managed properly, change can have a negative impact on your project’s schedule, budget, and overall success.

Changes can come from anywhere - the client, the team, the technology - and it's up to the project manager to ensure that these changes are identified and managed in a timely and effective manner. By using project management techniques, you can minimize disruptions and ensure that your projects are completed on time and within budget.

About the Author:

Jacqueline Johnson T is a Primavera trainer at Time Training Center Abu Dhabi,who has 5 years experience in handling projects. She provides tips and methodologies to conquer challenges in projects using Primavera. She is passionate in exploring different projects and their managerial methods as well as finding ways of incorporating the P6 software for the achievement of milestones in the most efficient manner.

Lean Quote: Overcoming Limiting Beliefs

On Fridays I will post a Lean related Quote. Throughout our lifetimes many people touch our lives and leave us with words of wisdom. These can both be a source of new learning and also a point to pause and reflect upon lessons we have learned. Within Lean active learning is an important aspect on this journey because without learning we can not improve.

"It’s not the events of our lives that shape us, but our beliefs as to what those events mean.."   —  Anthony Robbins

Limiting beliefs keep us in our comfort zone. They can greatly limit development and achievement in our goals, both personally and professionally. It is these thoughts, whether conscious or unconscious, that we regard as absolute truths. However, these negative thoughts, which hinder our journey towards life goals, can be overcome and replaced with more optimistic messages. By changing your thinking, you can change everything too.

 

The following steps can help you overcome limiting beliefs in the workplace and in your personal life.

 

1. Understand that limiting beliefs keep you from achieving your full potential. It may take time, but you need to firmly believe in yourself, what's holding you back and your ability to change.

 

2. Acknowledge that your beliefs are not facts. As previously stated, they may feel true, but all they are is a point of view — an often mistaken point of view.

 

3. Be aware. Notice when your internal voice is expressing a limiting belief. This isn’t always obvious, so your job is to constantly be on the lookout.

 

4. Replace a limiting belief with an empowering belief. Add an empowering belief that says you can change your limiting beliefs. And after you’ve noted a limiting belief, change it.

 

5. Remember what you're capable of. For example, if you catch yourself thinking that anxiety makes it impossible to build true friendships, remind yourself of your ability to improve your communication skills and continually improve your relationships.

 

6. Visualize an alternative outcome. Think about what would happen if you did not have some particular limiting belief. Make your visualization as real as possible. Imagine yourself becoming the person you could be without this limiting belief. Like what you see? You can do that!

 

7. Look for new opportunities to act. Seek out challenges where you can practice your new enabling beliefs.

 

The goal of these steps is to get your brain to notice your limiting beliefs and to see the other side of the beliefs. As you go through the process, writing everything on paper will help you better formulate your thoughts so you can pinpoint specific limiting beliefs and develop questions and answers to reverse them. Often, just knowing your limiting beliefs and acknowledging the possibilities that exist within them is enough to change your thought process. Other times, you need to refer to your written answers often to keep your new beliefs on track.

 

The bottom line is that when you rid yourself of limiting beliefs, anything you want in life becomes possible. So take the time to complete these steps today. By doing so, you’ll be able to attain all your personal and professional goals.

Lean Tips Edition #184 (#2971-#2985)

For my Facebook fans you already know about this great feature. But for those of you that are not connected to A Lean Journey on Facebook or Twitter I post daily a feature I call Lean Tips.  It is meant to be advice, things I learned from experience, and some knowledge tidbits about Lean to help you along your journey.  Another great reason to like A Lean Journey on Facebook.

Click this link for A Lean Journey's Facebook Page Notes Feed.

Here is the next addition of tips from the Facebook page:

Lean Tip #2971 – Ask For Innovation

Almost everything we do can be done better, faster, and smarter. Even the most routine tasks are open to innovation. A best practice to hone your listening skills is to ask for ideas. Managers often worry when they ask for ideas, they’ll get silly or impractical answers. But even these are an opportunity to help workers stretch their critical thinking skills.

When a employee makes a suggestion that won’t work, rather than dismissing it out of hand, talk them through the process. In addition to actively listening, you’re helping them develop problem-solving skills that might lead to practical innovations in the future.

Lean Tip #2972 - Listening Speeds Up Work

When you and your employees listen to each other regarding how to best accomplish tasks, the work proceeds at a faster rate. Taking this step helps help improve clarity and maintain focus during the task at hand. To help her staff understand the important of good listening, you could provide examples in which active listening either helped or hindered a project.

Lean Tip #2973 – Listening Causes Less “Do-Overs”

Good listeners learn from what is being said so they are able to use the information at work without making mistakes. When someone does not listen well, however, comprehension is reduced and the production process is likely to slow. According to studies, employers should first illustrate the relevance of what they are going to say to the employee before it is said to increase his motivation.

For example, explain first that he will be expected to use a new machine that day following your verbal instructions. This heads-up will help guarantee his undivided attention while you speak.

Lean Tip #2974 – Listening Helps You Better Understand Reality

Listening gives you knowledge and insights into the day-to-day reality of your employees. It is the best way to understand their needs. It’s essential to create an atmosphere of trust and encourage your coworkers to speak openly about their daily challenges. You might be surprised at how different their reality is from your perception of it.

Lean Tip #2975 – Listening Builds Trust

When higher management does not hear the employees’ views and ideas, it fuels employees’ resentment and lowers productivity. Proper feedback and actively considering the employees’ views and ideas are vital for a healthy workplace and performance. Having said that, it is also important to assure that the internal communication is solid, only then they can develop a culture of mutual trust and understanding. It is always a two-way process.

Lean Tip #2976 – Show Gratitude, Not Judgement

When people share their idea or opinions, avoid making snap judgements and/or criticizing what they say. It takes courage to be able to express oneself, and no one should be persecuted for doing so. No matter how much you may disagree with what they say, thank them for sharing their thoughts.

Lean Tip #2977 – Try to See Things From Different Perspectives

This is about focusing on making sure that you understand the other person’s perspective and looking at things from a unique point of view. When you are open-minded about something, you will understand other people’s opinions and beliefs better. In fact, this skill can really help you better handle relationships with others.

Lean Tip #2978 – Be Willing to be Wrong Occasionally

Being open-minded means that you must be willing to accept that you may have been wrong or that someone else’s point of view is different from yours. By being open-minded, you can be in a better position to understand why and how you were wrong about something.

Lean Tip #2979 – Ask Lots of Questions

Don’t just assume you know what the other person meant, why the situation happened or what must be done in a certain case. You might gain superior understanding and make better decisions if you avoid speculation but inquire others and accept different perspectives — just make sure you don’t intrude by asking too much and being too eager.

Lean Tip #2980 – Practice Your Listening Skills

Make sure to let your colleagues or employees know that you are there to hear them out and actually care about what they have to say. Don’t rebuke suggestions from the start, instead offer other options and explain why, despite their opinions, things will take another course. But if they offer valid insight, take it and apply it to the situation at hand. Everyone must feel comfortable at work and empowered to speak their own minds.

Lean Tip #2981 – Link Financial Resources With Strategy

Align finances with the plan. Few other missteps create more setbacks than failing to match spending to strategic priorities. This linkage should be done immediately and sustained through every budget cycle going forward during implementation.

Without the tools to make your strategic initiatives a success, your strategic objectives will stall—and so will your overall plan. Work to structure your budget around the key components of your strategy, creating direct linkages between how your resources are allocated and how those efforts support your goals. As your strategy unfolds, be flexible; changing strategic initiatives may require shifting emphasis on the people, processes, and systems that support them.

Lean Tip #2982 – Set a Deadline You Can’t Miss

Deadlines spur action—it’s just that simple. Add a sense of urgency to your strategy by attaching reasonable target due dates to every initiative you implement. Stick to them as much as possible to avoid the sense that they are flexible. Reviewing your strategy regularly will help keep you on track to these bigger deadlines.

Lean Tip #2983 – Make Decisions as a Team & Share Lessons

Have open, honest, candid, and direct conversations that are tough on the issues and respectful of the people. Decisions made in the room must be publicly supported outside the room. No pocket vetoes, and if decisions need to be reconsidered, they must be brought back to the team.

Rapidly share lessons that are uncovered in success or failure—support and encourage telling the truth about execution without being executed.

Where possible, be transparent about what you’re trying to achieve. Transparency generates buy-in, and you need an entire organization bought-in to generate positive change. Not every decision can be democratic, but taking the time to explain the rationale behind the strategy shows respect for your employees. It’s also crucial for getting them to engage with the plan, and do their best to carry it out.

Lean Tip #2984 – Make Sure Your Goals are Actionable and Measurable

Make sure your strategy contains actionable, measurable items to determine progress. Many organizations set objectives by following the SMART framework. SMART is an acronym for specific, measurable, attainable, relevant, and timely.

·        Specific means narrowing your efforts to focus on exactly what you need to get done, and how it will link back to the organization’s overall strategy.

·        Measurable means defining the metrics you’ll use to determine if the goal has been met. Key performance indicators (KPIs) are often used as measures, and are tracked regularly.

·        Attainable means making sure your goals are feasible considering your organization’s capabilities and resources. We recommend looking at your historical data to determine if your goal is in the realm of possibility.

·        Relevant means making sure your goals align with your organization’s mission and vision.

·        Timely refers to creating a realistic, time-bound goal that defines achievements and target dates for completion. 

Lean Tip #2985 – Constantly Monitor if the Plan is Working 

Reporting on strategy progress isn’t something you do once or twice a year; checking in so infrequently makes it difficult to react if your plan isn’t working for any reason. To make your strategic plan stick, leadership teams should meet monthly or quarterly to look at the latest data, and discuss adjustments or course-corrections if necessary. Such strategy meetings keep your strategic objectives at the center of the management process, and ensure you fully execute on projects.