IAF Competencies in Action-Virtually!

Disclaimer: this is a long read! I attempt to capture all the International Association of Facilitator's Competencies in action during an assignment in the facilitation of a club's (belonging to a worldwide community) strategic meeting on 30th May 2020.

Second disclaimer: this article is NOT approved, or sanctioned by the IAF (click here for more information on joining this worldwide community of facilitators). This is the author's attempt to capture learning through a reflection of an event the author facilitated virtually, with the IAF competencies in mind.

A. CREATE COLLABORATIVE CLIENT RELATIONSHIPS

A1) Develop working partnerships

Clarify mutual commitment

I had at prior meetings with the main Client stakeholder-the incoming President of the Club-in clarifying mutual commitments towards the event. The client was committed to ensuring accurate communication took place with Client's participants from the aspect of punctuality, engagement, and follow-through.

 Develop consensus on tasks, deliverables, roles & responsibilities

The client assigned a co-host for this virtual event in order that the Facilitator was able to focus on the main role and responsibility of facilitating the Client's outcomes. Deliverables were the Strategic Brainstorming, Prioritizing and Collating of Goals, Gap Analysis, Options and Opportunities, and Action Plans of the Client up to 2023, and beyond.

Demonstrate collaborative values and processes such as in co-facilitation

In the actual virtual facilitation event, the IAF Facilitator collaborated with Client's participants on improvising processes for prioritizing Client's outcomes for action plans on voted projects. Client's were involved in co-facilitation through the virtual breakout rooms in Clarifying, providing Solutions, and coming up with Action plans with timelines and proposed Persons-In-Charge for each project raised by the Client.

A2) Design and customise applications to meet client needs

Analyse organisational environment

The IAF Facilitator spent sufficient hours working with the Client's representative and stakeholders in understanding the Client's organizational environment. The Client's organizational hierarchy was discussed for better understanding of the leadership dynamics.

Diagnose client need

The Client's clear need was for having a facilitator who work help the Client's participants clarify the Goals, work through the Realities, use existing Options and Opportunities, and come up with the Will and Way forward through Action Plans to achieve their emerging Goals. This was to be done through a facilitated process whereby the individual voices were to be heard, harnessed, and harvested together.

Create appropriate designs to achieve intended outcomes

The IAF Facilitator designed a process whereby the outcomes would be achieved by going through a series of virtual Breakout rooms. There were morning and after lunch two-hour sessions. Client's participants were given the opportunity to work together with different club colleagues by being partially randomized, and partially assigned into these Breakout rooms. This provided for fresh insights, ideas and perspectives in the discussions.

Predefine a quality product & outcomes with client

The quality product and outcome for the Client is a Strategic Plan for the Club up to 2023, and beyond. The event produced this outcome and more in terms of a positive achievement of goals, analysis of current realities, application of options and opportunities available, and the working on the nuts and bolts of the action plans for the proposed projects.

A3) Manage multi-session events effectively

Contract with the client for scope and deliverables

Perhaps what would have been better in this assignment is an official contract of letter of agreement on the agreed scope of deliverables.

Develop an event plan

This was achieved with the Agenda being discussed and agreed to.

Deliver event successfully

Based on the concluding activity where the Client's participants were invited to write down their concluding thoughts onto the Chatbox on the visual platform used (Zoom), it was evident that participants were satisfied of an event well delivered. There were powerfully positive feedback statements all around.

Assess/evaluate client satisfaction at all stages of the event or project

This was provided for by the IAF Facilitator who engaged the key stakeholders all throughout the event with continuous invitation, and allowance for questions, feedback and discussions at every stage of the facilitated event.

B. PLAN APPROPRIATE GROUP PROCESSES

B1) Select clear methods and processes that:

Foster open participation with respect for client culture, norms and participant diversity

This was provided for by recognizing the Client's protocols to be addressed and carried out at the beginning of the session. The Client's Sargeant-Of-Arms led path of the proceedings, followed by the Incoming President of the Club introducing various stakeholders to give their addresses. Breakout rooms facilitated open participation. Participants were from diverse backgrounds in terms of culture, industry and professions.

Engage the participation of those with varied learning or thinking styles

Participants were engaged through Polls, Survey software (Mentimeter), and invited to discuss, write, and offer verbal input. Even kinesthetic means were encouraged throughout the facilitated event.

Achieve a high-quality product or outcome that meets the client needs

Presentation software (MS-Powerpoint) was used to capture, collate, and deposit participant's thoughts.

B2) Prepare time and space to support group process

Arrange physical space to support the purpose of the meeting

This being a virtual space, breakout rooms were utilized much to ensure the purpose of the meeting was achieved.

Plan effective use of time

Time was a challenge. The event ran late in the first half of the session, and caught up after the lunch session. There was sufficient time to capture all of the Client's input through the designed processes.

Provide effective atmosphere and drama for sessions

The atmosphere was positively charged, largely because the Client's participants were highly motivated themselves to ensure success in the outcomes. Kinesthetic activities as energizers were part of the sessions. Individual participants provided drama by their exuberance, and actions.

C. CREATE AND SUSTAIN A PARTICIPATORY ENVIRONMENT

C1) Demonstrate effective participatory and interpersonal communication skills

Apply a variety of participatory processes

Breakout rooms, Polling, third-party survey software, shared screens, collaborative whiteboard, and a common workfile greatly helped participatory processes.

Demonstrate effective verbal communication skills

Feedback by the client emphasised the IAF Facilitator's patient delivery and communication. In fact, a charter founding president of the Club even stated that the facilitator was aligned with the Club's values, which was instrumental in their perceived successful outcome of the event.

Develop rapport with participants

The smoothness of discussions and keen adherence and compliance with instructions were evidence of good rapport the IAF facilitator developed with participants. There was never a time when awkward silences prevailed, or dissatisfaction displayed.

Practice active listening

The IAF Facilitator, being a trained counselor at a master's level, exercised active listening such that the feedback noted the patience and respect conveyed by said facilitator all throughout the session. The facilitator himself in reflection can vouch that active listening was embedded throughout the event.

Demonstrate ability to observe and provide feedback to participants

This particular competency was not as needed because of two prior learning sessions the facilitator had with the participants in preparing them for the process as well as the use of the virtual platform. Participants showed a high degree of competency in working through the process without any feedback required during the event.

C2) Honour and recognise diversity, ensuring inclusiveness

Encourage positive regard for the experience and perception of all participants

The IAF facilitator was constantly affirming the good discussion, efforts and ideas of all participants.

Create a climate of safety and trust

The positive feedback received through the shared Chatbox was indicative of the safe space provided by the IAF facilitator.

Create opportunities for participants to benefit from the diversity of the group

The breakout rooms facilitated much discussion from the group that were represented by different ethnicities, industry backgrounds and stations of life.

Cultivate cultural awareness and sensitivity

Sensitivity towards the leadership dynamics present were adhered to. Unspoken norms were quickly realized and noted. There was an instant when one of the chief stakeholders was addressed by an honorific. Facilitator immediately used the said honorific whilst apologizing beforehand for not doing so earlier. Said stakeholder responded that that was not a problem at all. All cultural artifacts were acknowledged and respected.

C3) Manage group conflict

Help individuals identify and review underlying assumptions

The IAF facilitator made continuous reference to the Club's values as the main foundation for the successful outcome of the event. The organization's values, and vision helps participants be conscious of underlying assumptions for moving ahead with the facilitated event.

Recognise conflict and its role within group learning / maturity

Facilitator was happy to observe and record that there were absolutely no conflicts all throughout the event.

Provide a safe environment for conflict to surface

Again, there simply was no reason for conflict to surface during this event. All participants had begun at the same page of their organization's values and vision.

Manage disruptive group behaviour

Disruptive behavior during this event was non-existent.

Support the group through resolution of conflict

Not applicable for this event.

C4) Evoke group creativity

Draw out participants of all learning/thinking styles

Through the breakout rooms, polls, whiteboard sharing, discussions, presentations and open platforms, participants had the opportunity to engage in their learning and thinking styles. This included their communication styles.

Encourage creative thinking

This was evident through the kinesthetic movements of participants, as well as their varied contributions through open platforms provided.

Accept all ideas

This was evident through the number of ideas received during the brainstorming rounds.

Use approaches that best fit needs and abilities of the group

As mentioned above, various processes were used to fit their needs and abilities like the breakout rooms, polling features, shared whiteboard and repository software, as well as open platforms to speak and have discussions.

Stimulate and tap group energy

This was one of the highlights of the event. Group energy was high, and maintained at a high level throughout, to the credit of the participants. Facilitator only need to fan into flame the existing fire!

D. GUIDE GROUP TO APPROPRIATE AND USEFUL OUTCOMES

D1) Guide the group with clear methods and processes

Establish clear context for the session

With the alignment of the Client's Vision and Mission held out at the beginning, the context was already made clear, not by the facilitator, but by the initial addresses by the main stakeholders who set the context and tone.

Actively listen, question and summarise to elicit the sense of the group

The smooth process and outcomes were evidence that these competencies were achieved.

Recognise tangents and redirect to the task

Tangents were recognized and redirected by pointing back to the Client's values and visions.

Manage small and large group process

This was managed by the virtual controls of muting and unmuting the audio feature of participants. Participants were compliant and collaborative in both small and large group processes.

D2) Facilitate group self-awareness about its task

Vary the pace of activities according to needs of group

Breakout rooms, and open platforms varied the needs of the group. Brief energizers also helped in this process.

Identify information the group needs, and draw out data and insight from the group

This was achieved through the clear questions outlined in the collaborative document given to every participant and which formed the basis for their discussion and input of ideas and proposals.

Help the group synthesise patterns, trends, root causes, frameworks for action

This wasn't needed so much as the high maturity, and intelligence of the participants ensured that this competency was achieved to some extent. With the process developed around the GROW model, it is hoped that the GAP analysis helped the group in this competency.

Assist the group in reflection on its experience

This competency was not largely present due to the nature of the Client's outcome for action plans for their strategic goals. Some reflection would have occurred during GAP analysis.

D3) Guide the group to consensus and desired outcomes

Use a variety of approaches to achieve group consensus

With breakout rooms, open platforms, collaborative software, facilitator observed much consensus among the groups.

Use a variety of approaches to meet group objectives

With the processes applied and tools utilized, group objectives were met and displayed through the presentations using collaborative software.

Adapt processes to changing situations and needs of the group

The IAF facilitator was careful to observe the energy levels of participants and to improvise where necessary.

Assess and communicate group progress

Group progress was constantly affirmed and acknowledged as participants went through the activities planned.

Foster task completion

Task completion was supremely evident through the presentations conducted in both small and large groups.

E. BUILD AND MAINTAIN PROFESSIONAL KNOWLEDGE

E1) Maintain a base of knowledge

Be knowledgeable in management, organisational systems and development, group development, psychology, and conflict resolution

Understand dynamics of change

Understand learning/thinking theory

 All the sub-competencies in this section were on display by the IAF facilitator in applying what the key stakeholders mentioned in their initial addresses, as well as the key terms, phrases and points made mention of by these stakeholders all throughout the event. Facilitator was careful to use key stakeholders own thoughts to demonstrate understanding of what Client wanted in terms of the professional knowledge existent among participants.

E2) Know a range of facilitation methods

Understand problem-solving and decision-making models

Voting was utilized to help participants arrive at action plans that were feasible in terms of finite resources and time.

Understand a variety of group methods and techniques

Breakout rooms (virtual), collaborative software, polling, third-party software (MS-PPT and Mentimeter), chatbox were all utilized.

Know consequences of misuse of group methods

This did not happen.

Distinguish process from task and content

Smooth flow indicated that this sub-competency was in action.

Learn new processes, methods, & models in support of client’s changing/emerging needs

This wasn't immediately observed.

E3) Maintain professional standing

Engage in ongoing study/learning related to the field of Facilitation

Facilitator was highly motivated from this assignment to continue upskilling in the field of Facilitation.

Continuously gain awareness of new information in our profession

As per previous sub-competency.

Practice reflection and learning

This is on-going as this article demonstrates facilitator's attempt to capture the learning from this assignment.

Build personal industry knowledge and networks

On-going through facilitator's involvement with the country IAF chapter's executive committee and organization of events.

Maintain certification

Work in progress.

F. MODEL POSITIVE PROFESSIONAL ATTITUDE

F1) Practice self-assessment and self-awareness

Reflect on behaviour and results

This article is evident of this particular sub-competency.

Maintain congruence between actions and personal and professional values

Always!

Modify personal behaviour/style to reflect the needs of the group

The Facilitator's training in Counseling Psychology has helped greatly in this sub-competency.

Cultivate understanding of one’s own values and their potential impact on work with clients

This was cultivated by the current assignment.

F2) Act with integrity

Demonstrate a belief in the group and its possibilities

Again, the success of this assignment provided evidence that this sub-competency was adhered to.

Approach situations with authenticity and a positive attitude

Without authenticity and a positive attitude, this would have been a very difficult assignment.

Describe situations as facilitator sees them and inquire into different views

This wasn't immediately apparent or obviously required in the current assignment. However, this sub-competency is a reflection of the high standards of the IAF.

Model professional boundaries and ethics (as described in the IAF’s Statement of Values and Code of Ethics)

The IAF facilitator would like to believe that the positive feedback from this assignment are demonstrative that this competency was adhered to highly.

 F3) Trust group potential and model neutrality

Honor the wisdom of the group

Evident from the successful outcome and positive feedback from the group.

Encourage trust in the capacity and experience of others

Again, the high energy displayed by participants at the end of the facilitated event showed evidence that this trust was evident.

 Vigilant to minimise influence on group outcomes

Achieved.

 Maintain an objective, non-defensive, non-judgmental stance

Achieved.

(THE CORE COMPETENCIES as applied to a Virtual Facilitation conducted on 30 May 2020 by Franklin Morais, IAF Member in good standing, IAFCC.00030769. Contact Franklin at [email protected])