Facilitation as a required skill of a PM: introduction

In previous articles, we said that one of the main responsibilities of a PM is communication. And that the main form of communication on a project is a project meeting. In one of the articles, we also looked at several rules that must be followed for meetings to be effective.

However, the PM must have another toolkit in his arsenal, with the help of which he can significantly increase the efficiency of his teams. This is facilitation.

Facilitation is a special style of guiding discussion in a group, a professionally organized process of group work aimed at achieving results. It is important that in this case the result is created and accepted by all participants in the discussion.

In other words, the facilitator brings together the knowledge and experience of all team members.

A PM should keep meetings collaborative and engaging. But that's certainly not always the reality. There are many situations when a PM leads a meeting and dominates while most of the team members just wait for the end of the event. Preventing this type of meeting is one of the most important goals of facilitation.?

The role of a facilitator is

• to plan and implement an appropriate process,
• to promote the convenience of all participants involved (giving floor to everyone, establishing an atmosphere of safety and listening to each other, and ensuring that decisions are supported by all).

Since facilitation implies achieving the expected result in the allotted time, a facilitator must have a certain set of skills.

Creating a safe environment

helps the participants not to be afraid to share their opinions. This means being respectful of everyone in the group, valuing diversity, and promoting an atmosphere of open communication.?

Active listening

is a key facilitation skill. It involves being fully present and attuned to what others are saying, both verbally and non-verbally. This requires not only hearing the words that are spoken but also taking in the meaning behind them. It can encourage sharing ideas and communication.

Questioning

A facilitator should be able to ask open questions which stimulate discussion. This skill also includes the ability to rephrase a certain question to make it understandable to the entire audience.

Communicating effectively

A facilitator needs to communicate effectively to manage group dynamics and promote participation. This means being clear and concise, as well as using language that each team member can understand. At the same time, a facilitator should not interfere in the discussion, impose his opinion and, thus, influence the decision made.

Responding to Conflict

Conflict is a natural part of any group dynamic, and a facilitator should know how to respond to it. This means being able to identify when conflict is occurring, mediating between different parties, and. It is also extremely important to remain calm and objective in the face of conflict.

Encouraging participation & Promoting creativity

A facilitator is responsible for encouraging participation from all members of the group, regardless of their level of experience or expertise. This means creating opportunities for everyone to contribute, such as through brainstorming or small group discussions. As for creativity, it can help groups to come up with unexpected ideas and solutions. So, a facilitator should be open to new ideas and ways of doing things and encourage people to think outside the box.

Supporting decision making

A facilitator needs to provide support for groups who are making decisions. Having structure and clarity around the decision-making process is important. It also includes facilitating discussion and debate, understanding why disagreements arise, and helping people build consensus effectively.?

Time management

A facilitator must be aware of how much time is available and use it wisely. It helps to keep groups on track and ensures that everyone has a chance to participate.

Sure, that's not an exhaustive list of skills each facilitator should have. But even this minimum set can help to facilitate meetings and allow to achieve their main goals: predicted and agreed results of group work formed through the involvement and interaction of all participants in the allotted time.

I would appreciate it if you could share your thoughts on facilitation in the comments. ??

To be continued... If you are interested in ??