That hoary (yes, I like to use archaic words sometimes, it sets the scene for the post I’m writing) old saying (and yes, I know hoary and old mean the same thing and so this is a tautology – it’s about emphasis) , “If it ain’t broke, don’t fix it” is often used as an excuse to not change something. When it comes to meetings, workshops, conferences the saying might as well be “If it is broke, don’t fix it.”
I guess whether something is broken or not is a matter of opinion. I’ve noticed that many people want to do something different but don’t know what or how. These are some approaches that I think are definitely past their use-by date, and some suggestions on alternatives.
Breaking into small groups, doing some task, then coming back to a plenary session and reporting back. Argghhhh…(and yes, there have been times when, against my best judgment, I’ve agreed to this. It’s usually when I’ve been worn down and lost the will to live. And if that wasn’t quite true before reporting back, it certainly is afterwards!)
This comes from school. The teacher has a responsibility to check the work done by her students, and it’s a good thing to learn to be able to stand up in front of a group and speak. Workshops are not school. What’s that? The reporting back allows everyone in the group to hear what the other groups have done. There might be something really important. What do you notice about your own reactions when in this type of session? Depending on the circumstances there may be no value to any reporting back at all. Ask yourself why is there a need for reporting back? How will it benefit the group? How will it benefit the reason the group is meeting? Johnnie has written about the perils of the plenary here.
Instead – send someone from each group to ‘spy’ on the other groups and bring back their ideas; pass one group’s work onto another group to ‘peer review’; post on the wall and do a ‘gallery walk’; ask each group to provide a headline only on the most important thing that emerged; do nothing, and follow up with a break; ask each person to write down on a card one thing that emerged from the small group work that’s relevant to <insert topic> then do another process like 35 or Cardstorming or Survival of the Fittest.
If it’s a big event, consider using Playback Theatre as a plenary session – improvised retelling of moments and insights from the event. I’ll guarantee this will be more memorable than anything else you come up with.
Guest speaker followed by Q and A. What could possibly be wrong with this? Anyone who has sat in an audience will know what’s wrong with this. Let’s assume the guest speaker is great. Let’s assume there’s enough time for Q and A (I know, BIG assumptions). You know what happens next – statements posed as questions, the speaker get’s into a one-on-one argument about some detail, you never get to ask your question, you’d love to ask a question but what if it’s stupid and you end up just looking foolish? I could go on. I’m more interested in the alternatives.
Instead – use Poll Everywhere or something similar. Geoff Brown wrote about it here. While the speaker is speaking you can text your questions as they occur to you. They all come into a single web page where someone familiar with the topic can quickly scan them, see what themes are emerging and identify a few questions to ask the presenter, AND the presenter is emailed all the questions and asked to respond. This can then be sent to everyone present. A great way to get a range of questions, and answers, or new areas to be investigated if there’s no answers – and it’s all recorded for secondary analysis if that’s your thing. Make those highly-paid presenters work for their fee!
If the group is smaller, ask people to write comments and questions on cards or stickies, collect these, do a quick affinity grouping and then get the speaker to respond.
Capturing everything. The whole event is recorded. Does anyone ever do anything with those recordings? Someone is responsible for taking notes aka minutes. Who said what, and when. Every bit of paper that’s written on is collected and written into a report. “We’d better keep this, just in case.” Just in case of what? Rarely is it necessary to capture everything. Just because it’s possible to capture everything doesn’t mean we need to.
Instead – plan in advance how you want to share what happened with those who were not present, and allocate some time in the process to synthesising. For example, engage an illustrator or cartoonist to capture key moments – someone like Simon Kneebone can really capture the essence of an event. Some people specialise in graphic facilitation. One of the best around is Lynne Cazaly. Capture pictures, video, sound bites, do a Storify with tweets, encourage blog posts.
Sitting people at round cabaret tables. Arrrgggggghhhhh….I’ve said it before, and I’ll say it again (because people keep doing it – the most recent reason was because it ‘looks more professional’), get rid of the tables! Those big round cabaret tables are good for, oh, maybe cabarets. They’re not conducive to conversation.
Instead – have chairs that people can easily move into a conversational setting, or stack at the side of the room for activities, or arrange for a World Cafe conversation, or an un-conference process like Open Space or Trampoline.
We’ve always done it this way. Yep. That’s probably the biggest barrier to any change. Someone has to make a decision to do something differently. Yes, that involves some risk. Yes, that means you’ll be vulnerable.
Instead – don’t go it alone. Find others in your organisation willing to share the risk with you. Find collaborators from outside who can bring in new ideas. You can start with anyone I’ve mentioned in this post. Good luck.
Collaboration, Community, Conferences, Conversation, Creativity, Facilitation, General | Comment (0)
Back by popular demand is Creative Facilitation: Bring Your Meetings To Life, a one-day workshop on Tuesday, April 29th, full of processes and tips on how to get people involved and keep them engaged. If you’re frustrated with standard meeting procedure, come along and find simple ways to enliven meetings and workshops.
And – drum roll please – a brand new, never before offered, workshop: Creative Facilitation: It’s Not About You! It’s All About You!, another one-day workshop on Wednesday April 30th. It’s all very well to have lots of processes to use with groups, but what about you? How do you deal with challenges, stage fright, a crisis of confidence? This is a paradox of facilitation – you are there to serve the group but who’s looking after you? In this training we’ll explore some of the ways to keep your cool when in front of a group, how to calm your nerves, and what to do when you don’t know what to do.
I’m offering these workshops back-to-back so as you can choose either of them or both of them (with a great discount for booking both). There’s more information on the content and pricing here and here. Hope you can join me.Facilitation, Learning | Comments (2)
There’s probably no such this as a new process – variations on a theme maybe. Nonetheless, I’m excited to have used these over the last couple of weeks. Recorded here as much as a ‘note to self’ as well as something others might find useful.
Wave Analysis Evaluation
The Wave Analysis uses the metaphor of the wave to explore different practices in a particular industry. I’ll often use it early in a workshop to gauge people’s experience and breadth of knowledge. At the last Creative Facilitation workshop I used it to gather information from the participants about meeting processes. I dropped the New Edges (seems to be a step too far for many people). The ‘Wave’ was scattered with a few ideas about what happens in meetings that are established norms (mainstream), dying practices and emerging trends.
At the end of the day, I gave everyone a different coloured pen from the one used at the beginning of the day, and asked them to add anything they liked to the ‘Wave’. here’s a snapshot of part of the ‘Wave’ – with the end-of-day comments in green.
This gave me a good idea as to what people remembered from the day. A quick and easy way to do some rough evaluation, and it’s not a ‘happy’ sheet!
Recap – one sentence at a time
We had one participant miss about an hour’s worth of the workshop. When she returned, I wanted her to have an idea of what we had done. I asked the other participants to describe what we had done in her absence one sentence at a time, keeping the story coherent and logical. In debriefing this approach (that I’d never tried before) it was suggested that I start, rather than putting pressure on one participant in the group to start. Good idea. Will definitely try this again. I suspect it works best with small groups (less than 12). Then again, it might work just as well with bigger groups. If you try it, let me know.
Step 1: Go through the group’s existing strategy docs, vision, mission, values statements etc and pull out all the individual words and or phrases that are used (no need to worry about context or whether or not they’re vision or something else)
Step 2: Print these individually on small cards. Make one set of cards for every 4 – 5 people in the group. (I had a group of 13, so made three sets of cards)
Step 3: Introduce the difference between Values (beliefs) and other statements that describe how you will do something (no need to get bogged down in definitions)
Step 4: Give each group a set of cards and ask them to separate the words/statements that are Values from the other cards. Side coach that if they’re unsure, keep it in the Values stack. When done, collect the discards from each group and set aside (can use these later for strategy, mission statements etc)
Step 5: Each group passes their remaining cards to the next group. Their task is to halve the number of cards. In this case, each group started with 30 cards. The number remaining ranged from 24 to 17. Round up, then halve.
Step 6: Collect the discards and set aside. Pass the remaining cards to the next group, and ask them to now halve the remainder.
Step 7: Post the remaining cards on the wall and look for similarities. (At this point I had no idea what would emerge. There was the potential for each group to have 6 or 7 different values. As it turned out, there was remarkable consistency, I think because the group was from a cohesive organisation. This may not work with a group from different organisations. Then again it might.)
Step 8: Do a Full Circle process on the chosen values to identify the behaviours you would see in relation to each value.
This activity reinforced two things for me: first, the importance of making space and providing a process for people to have conversations about the topic; and two, how you can avoid the deadly plenary processes in favour of small group, connected processes that enable all to have input, focus on the pieces as well as be aware of the whole.Facilitation | Comment (0)
When John Hagel started speaking about the dark side of technology as mounting performance pressure, the inevitable comparison with others and the pressure to keep up, I found myself nodding in agreement.
John Hagel, co-author of The Power of Pull and co-founder of the deliciously paradoxically-named Deloitte Center for the Edge, is back in Australia for a conference and a whirlwind series of talks in Sydney and Melbourne. John is the current darling of the social entrepreneur set. With good reason. He speaks to the dilemmas that free agents and changemakers face.
The central premise around The Power of Pull is a shift from a push-based model to a pull-based model. The dominant push-based model assumes you have a question, or a problem, that needs resolving, and that you can meet that demand for answers by allocating resources, tasks, timelines, milestones, key performance indicators (okay those last few is me editorialising). Businesses and organisations are modelled around push because it’s easier to organise within an organisation than across organisations.
The pull-based model draws out people and resources when and where you need them and is often based on not even knowing what questions to ask.
There’s something I can relate to!
Pull is also about our ability to attract others, and particularly, serendipity. John suggests we can shape serendipity and increase the quality and quantity of those encounters. That’s why I joined The Melbourne Hub and try and live by the mantra of Show Up. Let Go. Jump In. (The very reason I was at the event last night where John was speaking) Co-working for me is the epitome of accelerated serendipity.
John started talking about passion and I started to tune out. The word passion has become a victim of its own popularity. I think it’s over-used and a catch all remedy for all sorts of underlying darker stuff we don’t want to talk about. Just find your passion and all will be okay. Sure. Whatever. Meh.
And then he talked about the passion of the explorer and I perked up again. This sounds interesting, I thought, and I also had an inkling that he was talking about me (and the other 30 or so people in the room!) Johnnie and I often talk about exploring, adventure and serendipitous discovery in our Edges of Work projects.
I can’t recall the context to the passion of the explorer (because, as I said, I’d tuned out). He mentioned accelerated learning and surviving and thriving in the increasingly complex and uncertain world. Good so far. And then this – three attributes:
1. Deep, long-term commitment to a domain, to learn, and to make a difference – and not just once, to continue to learn and to make increasing difference over time.
2. A questing disposition, so when presented with an unexpected challenge, what’s your reaction? Excitement. Wow. How would I do that? People with a questing disposition actively seek out new challenges, and get bored easily.
3. A connecting disposition, so when faced with above challenge, doesn’t hunker down in a hovel somewhere to nut out the answer (and knows there isn’t an ‘answer’ per se) but seeks out others who can help, who can work with us on the challenge.
There was other good stuff about the role of narrative in nurturing and catalysing passion. I liked John’s description of narrative: open ended, no resolution (compared with story), the direction depends on the choices I make, and I will shape the outcome of this narrative. People ‘buy in’ to the narrative, e.g. religion, wars, Apple, Nike were the examples he used. Narratives are shared by many people, and are very personal, they are long-term, offer many possibilities and huge challenges. “Every successful social movement is driven by narrative”.
An interesting side note on narrative – it’s not the same as the company story. And it’s not provided by the PR Department!
And finally (if you’re still with me, thanks for reading this far) John talked about extreme sports. I took no notes, yet I have a vivid memory of what he said. Suddenly I was really engaged, not just listening to an engaging and knowledgable speaker, but relating at a different level.
Let me digress for a bit. The Winter Olympics are on at the moment. You may not be interested in the competitive, commercialised, control-freakery nature of the Games, yet there’s lots to admire, to marvel at, to laugh at, and be confused by. Why would anyone do a sport like Skeleton? And what’s with the Double Luge? Watching the competitors in the Women’s Slopestyle and the Women’s Super G, it was great to see how they support and encourage each other and even send information back to the start line to help their competitors. The roll call of injuries, broken bones and even deaths from these sports is staggering. The risks and rewards are great.
John spoke about another extreme sport – big wave riding - surfing huge waves with tons of water behind you just ready to swat you aside. People who do big wave riding function differently – they function with the passion of the explorer. They share information on the water, on the beach, on-line. They seek out greater and greater challenges. The have a deep connection to big wave riding, worldwide.
What distinguishes people involved in these sports is a marathon approach, rather than a sprint mentality. They’re in it for the long haul. Yet a lot of our society is caught up in “dysfunctional threat-based narratives” reinforced by urgency. Our political discourse is an example. Organisational rules, regulations, procedures and competencies are another. Do this, be this, or else. Opportunistic narratives are less common. Maybe this is something for me to explore around my applied improv project.
Those of us working on the edge could do well to support each other in the same way. It’s hard to sustain working at the edge. We need – I need – an antidote to the dark side of technology and the inevitable performance pressure. Abundance instead of scarcity. Vulnerability instead of assuredness. Courage instead of playing it safe. Sharing instead of competing.
Collaboration, Learning | Comment (1)
I used to edit other people’s writing. I remember one time editing a rather long, scientific article. The author came back to me and said I hadn’t done my job. Nothing had changed. I had changed a lot, he just hadn’t noticed because I hadn’t changed the meaning, or his message in any way. I showed him his original article and the edited version with ‘track changes’ (about the only good use for track changes that I’ve come across, but I digress). What had I done? I’d simply changed his passive voice writing into the active voice.
Without getting into a tedious grammar class, here’s what the passive voice looks like:
The moon was jumped over by the cow.
And in the active voice:
The cow jumped over the moon.
And why should you care? It’s about where you focus your attention. The active voice is often preferred in writing because it’s “more direct and vigorous” says William Strunk in the writer’s guide The Elements of Style. Strunk also adds that “when a sentence is made stronger [by using active voice], it usually becomes shorter. Thus, brevity is a byproduct of vigour.”
In meetings and workshops, in businesses and community groups, in families and relationships – what you focus on is important. Many of us default to focusing on what we want to say (content) rather than who we’re talking to (relationships). All those tedious powerpoint presentations full of bullet points and information is testament to our focus on content. We believe our knowledge, our argument, our graphs and statistics, will win over the hearts and minds of others. Sadly, climate change scientists discovered that this is not true the hard way. Health professionals, road safety experts, environmentalists, entrepeneurs with a good idea – all are discovering that facts and information are useful, but not enough. Shift your focus from the content to the people, using approaches to engage people with the content, with ideas and with each other, and you can close the gap between why you are meeting and its potential. Every meeting has the potential to be good. Some are even great.
Let’s make our meetings more direct and vigorous. Let’s focus on the people in the meeting. Our meetings will be shorter, more engaging and more productive. And who wouldn’t want that?Facilitation, General | Comment (0)
A couple of things got me thinking this week (and that’s no mean feat during the summer holidays – much easier to just forget about everything and enjoy the beach).
The first was a request from a facilitator for ideas about working with a group on one of those super hot Melbourne days where it’s even too hot for the beach, the air sucks the moisture from you as soon as you step outside, and even the smallest exertion is best avoided. You get the picture. It’s hot. Bloody hot. Too hot for a workshop, that’s for sure.
There was a bunch of suggestions around ice cubes, balloons, water fights and so forth. Even I was wincing as I imagined a bunch of academics in a city meeting room playing with ice and balloons. Seemed more appropriate for a kids’ party to me.
I know. This is the champion of games speaking. Stay with me.
The other comment was from another facilitator who was referring to his workshop ‘happy’ sheets (there’s a whole other post on happy sheets – maybe another day) and the apparently often-written comment “Thank goodness we didn’t have to play any silly games.”
Fingers poised to write a response, I stopped, and thought about the hot day, ice cubes scenario.
It’s a big responsibility being a facilitator. Okay, not as big as some other roles. But for a short time – a few hours, a couple of days – facilitators have a lot of influence over a group. We decide what people do, how they interact, when they break. We set up a space, we introduce activities, we question, we cajole, we interpret what’s going on, we play ‘silly’ games. Some of us do, anyway.
What is the point of ‘silly’ games, especially in a facilitated workshop?
Workshops are not business as usual, otherwise you wouldn’t be devoting the time, people and resources. Something’s at stake. That something is often a shift – in how people work, how they relate, their understanding, their knowledge, skills, perceptions. It’s about movement, not reinforcing what is.
Appropriate games and activities are a part of the mix. Appropriate. Not games for the sake of games (though some of the best times I’ve had with others in recent years have been simply playing games together – maybe a topic for yet another post!) In the hands of a skilled facilitator games can enliven and enlighten – particularly behaviours, attitudes, and the hidden undercurrents that, just like an ocean rip, can drag you under, take you off course, dump you somewhere you didn’t want to be, or kill your energy and enthusiasm.
Lots of times games are not necessary. Yet time and again, I’m seeing groups playing a different game – with me, and with each other. They are doing and saying what’s expected, using language to obsfucate rather than clarify, staying abstract and safe – and all the while sounding very grown up. In fact, they’re staying safe. They are not stepping to the edge of their knowledge or awareness, they are not taking risks (even when they espouse that they are a real risk-taking company) nor are they willing to be vulnerable. Oh, there’s all sorts of reasons why – and that’s part of a facilitator’s role – to unearth some of these undercurrents, to be compassionate and also nudge people just a little towards new thinking, new behaviours, new ideas. Otherwise, it’s business as usual in a different location. a change of scenery, but nothing else changes.
I have found nothing that works better than a game to reveal people’s behaviours and attitudes. And if it reveals it to me, you can be sure it reveals it to others as well. Many of us have become experts in our heads – we can say what’s needed, we can justify our position. A well-chosen game can break through all of that and reveal different perspectives and new insights. The skill of the facilitator is knowing, when, where and what games to use, and for what purpose. What the game reveals will be different depending on each individual. I’ve often introduced a game thinking it will illustrate, for example, collaboration. And the participants discover something else entirely. I’m constantly surprised.
So the comment “Thank goodness we didn’t play any silly games” can probably be taken at face value. Maybe people really do hate playing games. Or maybe it means “Thank goodness I wasn’t stretched.”
As a facilitator I could stay safe too. I could use some tried and true processes that generate plenty of outputs. And oftentimes this is just what’s needed. For whatever reason, the group is not up for the challenge. Yet when I do challenge myself, or the group, when I take the risk to try a game, or create an activity that I think might be useful, here and now, it pays off. Sometimes it doesn’t. Sometimes I fall, or I fail. Sometimes. At least there’s some movement, some creativity, and some innovation. And that’s what workshops are all about – getting unstuck.
Facilitation, Play | Comment (0)
Turned over to the Australian Open tennis after watching a documentary on the expanding universe (my head hurts!) to watch some of what was touted by those who are supposed to know (commentators) as the ‘match of the tournament’ between Roger Federer and Jo-Wilfred Tsonga. The reality is quite different. It’s a bit of a whitewash. Federer is winning, easily.
Just proves, yet again, that what looks like one thing on paper, or in theory, can be completely different in reality. A good reminder.General | Comment (0)
Summer, and holiday time, is a great time to people watch. Families and friends find time to get together. This past twelve months I’ve had two summers – one in the UK and now here in Australia. I’m interested in how people interact. I love listening to people talking in a language I don’t know and trying to imagine what they’re talking about; or someone having an argument on a mobile phone (often very loudly, so hard to ignore – don’t judge me) and imagining the other half of the conversation.
And I have some friends who say everything they are thinking out loud. I’ve tried doing this and just can’t. I simply can’t talk that much. But, oh, the conversations I have in my head – they’re a different matter. Do you have those? The ones where you imagine the conversation you’ll have with another person, especially if it’s about something a bit tricky or difficult? Often, these conversations never get a life – they remain in my head, albeit they’re very active and animated. When it comes to actually having a difficult conversation, it stays in my head where it’s much safer than taking the risk of saying what I wish I had the courage to say.
My friend Johnnie Moore is really good at helping people with difficult conversations. He likes to get people out of their heads and into their bodies – what this means is getting away from theorising what a difficult conversation might be like, and actually practice experiencing it – doing lots of short iterations to see what feels okay and what doesn’t. Then, when it comes to having the difficult conversation for real, you’re already prepared and ready for whatever might happen. After all, we are only ever responsible for one half of the interaction (in my head, I always know what the other person will say – shock horror, they don’t act that way in real life!)
We all have difficult conversations from time to time. Some we know are coming (and if you’re like me, avoid), others creep up on us, and yet others pounce when we least expect it. It pays to be ready, no matter what. Johnnie has started a video series about difficult conversations. Well worth a look.Conflict, Conversation | Comment (0)
Even a cursory look at this blog will reveal my interest in improvisation. It started with Playback Theatre and ranged far and wide around different improvisation styles. Most improv happens on the stage, in theatres and bars. I enjoy this type of improv performance AND I’m also interested in how it can be applied off the stage – in communities, organisations and companies.
The biggest misunderstanding about improv is that it’s all about humour, about being funny.
The biggest secret about improv is that anyone can learn the approaches that underpin it.
The biggest fear about using improv is that you’ll look foolish in front of others.
The biggest untapped use of improv is helping people to do their work when they don’t know what’s going on around them.
The biggest question about improv is…
I don’t know.
That’s why I’m starting a research project to uncover some of the questions about applied improv, collect some data through interviews, identify some themes and questions that emerge from that and then see where that leads me. Maybe I’m developing a new form of research: improvised research (though most researchers I know would argue that all research is improvised). My friend Bob Dick gave me this advice: “It seems to me that researching an under-researched area is like managing complex change. I therefore assume that wherever I start will be the wrong place, because I don’t yet understand enough to know where to start. That indicates that my best strategy is to start anywhere promising, and make it up as I go along.”
So that’s what I’m doing. I’m starting, and I’ll make it up as I go along.
Feel free to add any questions you’re curious about, or let me know if you’d be up for a free-ranging chat about applied improv.
Collaboration, Improv, Learning | Comments (4)
As I write this, it’s Monday morning in my part of the world. Have a look at your diary for this week. How many meetings are scheduled? Are they all necessary? Are you looking forward to them? Will they be worthwhile? Do your meetings look somewhat like this picture?
Maybe you can cancel just one meeting and take part in our on-line course for Better Meetings. There’s lots of good ideas that you can use straight away, and other ideas you might want to keep up your sleeve. No matter what you do, any small modification can result in better meetings.
If you use the promo code earlybird20 you’ll get a 20% discount just for reading about it here
Your hosts are Johnnie Moore and Viv McWaters with James Allen behind the camera and providing the creative genius to bring this on-line course to life. We cover expectations and invitations, setting up the room, challenging hierarchy, sharing information, movement, playfulness and reflection, and how to end a meeting. And lots of handy tips.
If you’ve read our free on-line Creative Facilitation book you’ll find lots of similar ideas. We’ve tried to make the on-line course complementary, so you can read about our ideas, see us talk about them and hopefully be inspired to go and try something. Maybe your meetings can look a bit more like this?
We really do believe that amazing things can happen when people meet.Collaboration, Facilitation, General | Comment (0)