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==== Hosting craft ==== | ==== Hosting craft ==== | ||
- | This page is an overview of facilitation and hosting techniques practiced at FoAM for over a decade. | + | This page has an overview of facilitation and hosting techniques practiced at FoAM for over a decade. The page is structured based on the course notes for the participatory Hosting Craft training sessions designed by Maja Kuzmanovic in 2013-2014. As such the page is still in progress... |
//With thanks to Maggie Buxton, Simone Poutnik, Hendrik Tiessinga (and others from The Art of Hosting community), Nick Payne, Ineke Van Mulders, Edel Maex, Christina Stadlbauer, Helga Hartl and many others who have facilitated workshops, held trainings and retreats through which we experienced the practice and the craft of hosting and facilitation.// | //With thanks to Maggie Buxton, Simone Poutnik, Hendrik Tiessinga (and others from The Art of Hosting community), Nick Payne, Ineke Van Mulders, Edel Maex, Christina Stadlbauer, Helga Hartl and many others who have facilitated workshops, held trainings and retreats through which we experienced the practice and the craft of hosting and facilitation.// | ||
- | ==== Session 1: Hosting, craft and the Host ==== | + | ==== Session 1: The Host ==== |
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Having an intuition about people' | Having an intuition about people' | ||
- | A course that can help develop your own communication skills and be more aware of how others communicate: | + | A course that can help develop your own communication skills and be more aware of how others communicate: |
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- | //next session: 20131216 | + | //next session: 20131216 |
+ | |||
+ | |||
+ | ==== Session 4: The conversations ==== | ||
+ | |||
+ | After receiving the people, framing a question | ||
+ | |||
+ | Before getting into the myriad of known formats, there are a few basic forms that anyone can host without too many rules: | ||
+ | |||
+ | === Personal - solo === | ||
+ | |||
+ | A few minutes of individual contemplation is important when the topics discussed are complex, or emotionally charged. It allows people to explore both their thoughts and their gut-feelings and come up with considered, honest answers. Posing a question and allowing a few minutes for thinking about the question, taking notes and composing one's thoughts can substantially deepen the group conversation. This type of ' | ||
+ | |||
+ | < | ||
+ | |||
+ | Participants' | ||
+ | * It brings you closer to yourself | ||
+ | * The clustering of individual responses connects the group | ||
+ | * The question from the exercise is quite existential, | ||
+ | * Knowing that there would be a reporting to the group focused the ' | ||
+ | |||
+ | === Intimate - duo === | ||
+ | |||
+ | A dialogue in a pair can be experienced as the most intimate, but also demanding type of conversation. Both participants have to be active (either speaking or listening), so no ' | ||
+ | * an interview (one person speaks, the other only asks questions, then exchange roles). The value of this kind of conversation is that there is enough space for both people to speak, without the other person stepping in too much, except to ask questions - which can be perceived as encouragement and engagement. Because both participants take turns, they are aware of both roles (speaker/ | ||
+ | * a monologue (one person speaks, the other one listens, then exchange roles), allows a lot of space, but can be experienced as quite confronting. It is important for the listener to give appropriate non-verbal signs to show his/her attention or engagement. This form might work better with participants who know each other well. | ||
+ | * free flow (the common form when we talk with friends). This is the most informal form and it is comfortable for most people. The danger is that one of the people might be dominant and talking most of the time. In this case the facilitator might have to discretely step in to allow some space to the other person. | ||
+ | When reporting to the larger group, it's interesting to let one person report what the other person has said. If the participants know this in advance, they might pay closer attention to what each other are saying. | ||
+ | |||
+ | < | ||
+ | * Think of a time when you felt inspired and energised (at work). Describe the situation. | ||
+ | * How did you feel? | ||
+ | * What did you do? | ||
+ | * What made this situation possible? | ||
+ | At the end, the person who took notes reports in a few words the feelings, actions and resources that make inspiring situations possible. The facilitator (or a volunteer) summarises the key points. </ | ||
+ | |||
+ | Comments from participants: | ||
+ | * There isn't much time to reflect: listening and processing has to happen at the same time, so it's difficult to ask the ' | ||
+ | * Having to speak while someone else is intently listening causes a ' | ||
+ | * Important to share with the group, the person listening can convey non verbal communication as well, which helps with getting a deeper understanding of the other | ||
+ | * AI - it feels good to talk about 'good times' | ||
+ | * The feeling of being self-conscious and vulnerable is helped as both people have to assume the same role | ||
+ | * you end up helping each other and encouraging openness | ||
+ | * the person who listens has to sense what the other needs | ||
+ | * it helps to be honest about your own insecurity, then allowing each other to be uncertain | ||
+ | * fear needs to be acknowledged from the beginning | ||
+ | * time pressure is difficult to get into a deep conversation. | ||
+ | |||
+ | === Active - trio === | ||
+ | |||
+ | Talking between three people makes for an active conversation. The introduction of a third person in a dialogue creates a new dynamics, that is less intimate, but can be more energised. Again, many forms are possible: | ||
+ | * one person talks, the other two ask questions | ||
+ | * one person talks, one asks questions, the third one takes notes and reports (everyone should have a chance to inhabit every role) | ||
+ | * everyone talks when they want, they share the same piece of paper to make notes… | ||
+ | |||
+ | < | ||
+ | |||
+ | |||
+ | === Diverse - break-out groups === | ||
+ | |||
+ | This is a very common way to split large groups into smaller ones (4-7 people), in order to allow everyone to have a chance to speak and to have a conversation with new people. The challenge or breakout groups is to find a quick way for people to move into the groups without using time and attention. If the choice of breakout groups isn't free, there needs to be a quick and easy way to mix people who don't know each other (colours, symbols, numbers, rows, pre-assigned randomised groups…). You have to be clear and concise in your instructions, | ||
+ | * //in the next exercise we will break out into smaller groups. We will take 20 minutes to explore the question " | ||
+ | In a break-out group it helps to have one or two people to moderate the conversation, | ||
+ | * pre-assigned. You and/or the organisers of the event can decide beforehand who should moderate and/or report from each breakout group. You can brief them before hand about the topic and some basic moderation principles, so they in a way become your ' | ||
+ | * emerging spontaneously on the spot. This allows for more ' | ||
+ | |||
+ | The breakout-moderators' | ||
+ | |||
+ | < | ||
+ | |||
+ | Comments from participants: | ||
+ | * difficult to find volunteers to moderate and/or report back (possible solutions - having someone from the hosting team act as a ' | ||
+ | * there has to be sufficient clarity of instructions, | ||
+ | * breakouts over several days can become like a supportive ' | ||
+ | * breakouts help with sharing a ' | ||
+ | * shy people feel more comfortable speaking in breakouts | ||
+ | * danger: the moderator imposing where the conversations should go. Good to separate the roles of moderator and reporter to avoid this. | ||
+ | |||
+ | |||
+ | === Unifying - whole group === | ||
+ | |||
+ | Usually done in a circle, or semi-circle, | ||
+ | * a listening circle: going around clock-wise or counter clock-wise, where one person speaks, the others listen and do not ask questions or add anything until the circle is completed; | ||
+ | * ' | ||
+ | * people picking up a talking piece from the middle of the circle when they are ready to speak | ||
+ | * the speaker offers the talking piece to the person they want to hear next) | ||
+ | * facilitator or a volunteer pick names out of a hat… | ||
+ | |||
+ | < | ||
+ | |||
+ | Comments from participants: | ||
+ | * It feels calmer when the ordering is set and you know your turn. Listening becomes easy, because you don't have to think of the order, on the other hand some participants then keep thinking of what they' | ||
+ | * Listening is best when you don't know when your turn is, but the reflection is shallower | ||
+ | * Choosing feels most comfortable. If there is a choice, some people want to go last (out of politeness), | ||
+ | * Choosing which circle form to use depends on circumstance and topic. | ||
+ | |||
+ | |||
+ | === Conclusion === | ||
+ | |||
+ | In all of the conversation forms above, the role of the host is the same: | ||
+ | * Explaining the exercise and what is expected (framing flow and topic) | ||
+ | * Moderating/ | ||
+ | * Steering conversations to the topic/ | ||
+ | * Keeping watch over group dynamics and people' | ||
+ | * Including everyone in the conversation | ||
+ | * Reminding people of instructions and house rules (discretely) | ||
+ | * Time keeping and announcing (think about what would be an appropriate prop - bells, cymbals, alarm, gong, wine glass, soft-> | ||
+ | * Summarising, | ||
+ | * Note taking (or harvesting, can be delegated if there is someone else available). | ||
+ | |||
+ | |||
+ | Using a combination of solo, duo, trio, break-outs and circles, you can design many different flows and formats. When combining different conversation forms together, think about what kind of conversation is most appropriate for the topic and the goals. Some need more contemplation or intimate sharing, others more active and unifying conversations, | ||
+ | |||
+ | |||
+ | Next time (April 2014): ' | ||
+ | |||
+ | ==== Session 5: Listening and summarising ==== | ||
+ | |||
+ | While the participants are ' | ||
+ | |||
+ | === Listening === | ||
+ | |||
+ | A few notes on [[https:// | ||
+ | |||
+ | == Comprehension == | ||
+ | * understanding what the other person is saying. | ||
+ | * shared meaning, language, jargon issues | ||
+ | |||
+ | == Retaining == | ||
+ | * memory: related to making meaning (memory fills in the blanks - ' | ||
+ | * different memories, different meanings attached to the same statement | ||
+ | |||
+ | We can’t retain everything we hear, several reasons: | ||
+ | |||
+ | * cramming: a lot of info at the same time stored in short term memory, then purged | ||
+ | * not paying attention to what is being said | ||
+ | * not finding something important - looses meaning | ||
+ | * lack motivation to better remember what is being said: using info immediately after it was received increases our ability to retain information | ||
+ | |||
+ | == Responding == | ||
+ | |||
+ | * if in an interaction (conversation rather than lecture), you’re required to respond, it makes your listening more active | ||
+ | * mindless listening <-> mindful (active) listening | ||
+ | |||
+ | == Active listening == | ||
+ | |||
+ | * both words and non-verbal signals (body language) | ||
+ | * hearing, then restating/ | ||
+ | |||
+ | Barriers: | ||
+ | * distractions (physical - sounds, visual…) | ||
+ | * trigger words | ||
+ | * vocabulary | ||
+ | * limited attention span | ||
+ | * making assumptions based on our own experience, rather than really listening | ||
+ | * conversational narcissism, shift response - listen to what someone says, then turning the conversation to you without showing interest whether the others are listening, or whether what you’re saying is continuing/ | ||
+ | * support response - opposite of shift response: focus conversational attention to the other person, encourages cooperation (remember compass) - not me-oriented but we-oriented | ||
+ | |||
+ | What to do: | ||
+ | * put personal emotions aside | ||
+ | * ask clarifying questions | ||
+ | * paraphrase and repeat to make sure you understand | ||
+ | * try to overcome all environmental distractions | ||
+ | * not judging or arguing prematurely (holding onto a personal opinion) | ||
+ | * eye contact (in most EU cultures) and appropriate body language (mirroring, or middle position) | ||
+ | * empathise, try to listen from within the others’ shoes | ||
+ | * intonation and stressing particular words can keep listeners from being distracted | ||
+ | |||
+ | |||
+ | < | ||
+ | |||
+ | |||
+ | |||
+ | === Summarising === | ||
+ | |||
+ | i.e. Restating main ideas of a conversation in as few words as possible. Summary is like a quilt that pulls together very different pieces of fabric | ||
+ | |||
+ | In a summary the host takes what everyone has said into account, distills essential points in a concise and clear language. It's important to pay attention to what kind of information you’re summarising (is it describing the context, is it a call for action, opinions, answers to questions), especially if there are 'next steps' to be done. Always end by asking if people agree with your summary, if they have something to add, if something is unclear or if you misunderstood something - "did I get it right, did i get it all?" By the end of the summary, people should have a sense of closure, that the discussion is rounded up and there isn’t more to be said. | ||
+ | |||
+ | A good summary: | ||
+ | * uses the words of the speaker so they maintain ownership of what is said | ||
+ | * enables an overview of the discussion/ | ||
+ | * finds the essence in the jungle of words and opinions | ||
+ | * no advice, opinion or re-interpretation | ||
+ | * it doesn’t have to be perfect - it allows the group to reflect on whether you understood correctly - and if not, maybe others didn’t either… | ||
+ | * it gives the speakers a chance to 'hear themselves' | ||
+ | * sees things as a whole, when all the details, distractions, | ||
+ | * ensures clear communication | ||
+ | |||
+ | |||
+ | == How to structure summaries == | ||
+ | |||
+ | Be short and to the point, keep in mind what the topic or the question of the conversation is and find a words to pull together possible answers/ | ||
+ | |||
+ | |||
+ | Begin with a statement that shows that you’re summarising: | ||
+ | * let me see if i understand so far… | ||
+ | * here’s what i’ve heard, let me know if i’m missing something | ||
+ | * let me see if i have all of this… | ||
+ | * we’re coming to a close and i’d like to try to pull together what we said, to see where we are and where we’re going… | ||
+ | |||
+ | If there are different opinions or options, make sure to include them all | ||
+ | * on the one hand… while on the other… | ||
+ | * at the same time… | ||
+ | * and… | ||
+ | |||
+ | End with an open question: | ||
+ | * what else? | ||
+ | * what other points are there to consider? | ||
+ | |||
+ | When to summarise? | ||
+ | * at transition points | ||
+ | * in between sessions | ||
+ | * when changing topics | ||
+ | * to wrap up a session | ||
+ | * in the beginning and/or end of the day | ||
+ | |||
+ | |||
+ | |||
+ | < | ||
+ | |||
+ | |||
+ | |||
+ | |||
+ | === Impromptu public speaking === | ||
+ | |||
+ | When summarising, | ||
+ | |||
+ | |||
+ | A speech has 3 elements, and so does a summary: | ||
+ | * logos (content and structure) | ||
+ | * pathos (emotional impact) | ||
+ | * ethos (personal credibility and likeability) | ||
+ | (all three depend on the audience’s sensitivity) | ||
+ | |||
+ | |||
+ | Logos: | ||
+ | * keep it simple and easy to remember | ||
+ | * establish common ground | ||
+ | * think about what might be objections and counter arguments | ||
+ | |||
+ | Pathos: | ||
+ | * acknowledge your audience’s values and feelings | ||
+ | * share your own feelings and reactions | ||
+ | * use striking facts and contrasts | ||
+ | * be personal and visual | ||
+ | |||
+ | Ethos: | ||
+ | * show that you care | ||
+ | * acknowledge the colour of your lens | ||
+ | * use examples | ||
+ | * refer to people | ||
+ | * be real and interactive | ||
+ | |||
+ | < | ||
+ | |||
+ | * how does your life change with your children on school holidays | ||
+ | * what does climate chaos and unpredictable weather conditions impact your life? | ||
+ | * how do you deal with exhaustion? | ||
+ | * what could we work on together? | ||
+ | * etc. | ||
+ | |||
+ | Each host-in-training should have a chance to listen and summarise, so you should have as many rounds as hosts. Make the conversations 5-10 minutes long, then have the host summarise. Discuss the delivery and content of the summary together (did the host capture the gist of the conversation? | ||
+ | |||
+ | |||
+ | Next session (20140612 at 2PM): Graphic Harvesting/ | ||
+ | |||
+ | |||
+ | ==== Session 6: Graphic harvesting ==== | ||
+ | |||
+ | Many thanks to Nik Payne… many notes below are from his course | ||
+ | |||
+ | === What is graphic harvesting/ | ||
+ | |||
+ | * Not just about pretty pictures! It is much more about listening, digesting, synthesizing, | ||
+ | |||
+ | * When the budget is tight, the facilitator can be the graphic harvester as well, but if possible it’s better to have a facilitator focusing on hosting and the recorder on harvesting. The relationship between the host and the recorder is a very important one to cultivate - you’re there to support each other… | ||
+ | |||
+ | == Why do it? == | ||
+ | |||
+ | * It helps to keep your and other participants’ attention on the subject, to see patterns and key insights from the forest of words and discussions. It isn’t just about the result itself, but about the participants seeing the whole grow throughout the session: they can SEE the process evolve and remember more and make sense of what is happening. | ||
+ | |||
+ | * Engaging multiple senses - not just audio and text, but also visuals (engaging other senses is another story). Our brain can process much more information when multiple senses are involved - illuminated manuscripts, | ||
+ | |||
+ | |||
+ | == What do you need for graphic harvesting? == | ||
+ | * People and conversations | ||
+ | * Room with one or more big flat surfaces (walls, windows) and enough space to move (step back to see the big picture) | ||
+ | * Paper (or blackboards / whiteboards) | ||
+ | * Pens/ | ||
+ | * Masking tape (or other tape that is strong enough, but won’t damage the walls) | ||
+ | * Knife (to cut the paper) | ||
+ | * (big) sticky address labels (for covering up mistakes) | ||
+ | * pastels to create blocks of colour | ||
+ | |||
+ | === What is the process of graphic harvesting? === | ||
+ | |||
+ | == Preparation == | ||
+ | |||
+ | Questions to ask: | ||
+ | * What is the need | ||
+ | * Who are the people | ||
+ | * What is the purpose | ||
+ | * What is the outcome desired | ||
+ | * What is the process (and hosting) | ||
+ | |||
+ | What is the desired format (images, video, graphics, quotes…) | ||
+ | * depends on purpose and outcome | ||
+ | * depends on who it is intended for: | ||
+ | * individual - notes | ||
+ | * collective - graphic | ||
+ | * others who were not a part of the process - graphic for others | ||
+ | |||
+ | To prepare yourself: | ||
+ | * what do I know about the context and the subject? What I don’t know, can I find out? | ||
+ | * What is the nature of the discussion, is there a structure? | ||
+ | * What are the sought outcomes, how can I make sure to capture and visualise them? | ||
+ | * Be aware that in the moment things might go differently, | ||
+ | |||
+ | |||
+ | == Capture == | ||
+ | |||
+ | Important to remember that it doesn’t matter what you (the harvester) think. See yourself as a surface (e.g. surface of a lake) - when your mind is still, you can reflect things as they are, when it’s disturbed/ | ||
+ | |||
+ | The first task is to gather data. Find flow and meaning in the words… | ||
+ | |||
+ | The second (and most important task) is to distill and process data (what is the essence that can inform the outcome): | ||
+ | * Highlight meaning and recurring insight - what is this conversation really about? find keywords (even if they are not said), patterns, name them… Capture things that made the room react, things that they repeat.. | ||
+ | * Relationships and connections (e.g. network maps, clusters, mind maps…) | ||
+ | * Capacities, resources and methods (that can help the group achieve the outcomes) | ||
+ | * Actions (things people mention in passing that already points to 'next steps' | ||
+ | |||
+ | The final task is to create imagery (if there is time). | ||
+ | |||
+ | == Feedback/ | ||
+ | |||
+ | * Feeding back and feeding forward: using harvesting to make meaning of what happened and to inform the group towards next steps | ||
+ | * Try to get the opportunity to explain what you have done and to ask for feedback (what have I missed?) | ||
+ | |||
+ | |||
+ | === Harvesting tools === | ||
+ | |||
+ | * **Letters** (speed vs legibility): | ||
+ | * **Spacing and structuring of space** (frame, flow - e.g. inside-> | ||
+ | * **Lines**: grouping, connection, separation, emphasis | ||
+ | * **Shapes**: enforcing separation and grouping (different shapes have different associations: | ||
+ | * **Symbols**: | ||
+ | * **Visual conventions**: | ||
+ | * **Colours**: | ||
+ | * **Insignia**: | ||
+ | * **Life**: people and things | ||
+ | * **Icons**: use to visualise - steal, or build your own iconography. | ||
+ | |||
+ | |||
+ | === Exercises === | ||
+ | |||
+ | < | ||
+ | |||
+ | * Write the alphabet as quickly and legibly as possible, in a straight line (or lines). | ||
+ | |||
+ | * Have someone read a magazine article out to you and try to: | ||
+ | * a) write it all down as quickly as possible not worrying about where on the paper you place the text | ||
+ | * b) take another article and write it out spatially. think about what is talked about and decide where to place the text. (left-right, | ||
+ | |||
+ | * Write down 3-4 words with sufficient space between them. Then draw different lines: | ||
+ | * one line to group two or more words | ||
+ | * one line to connect two or more words | ||
+ | * one line to separate two or more words | ||
+ | * one line to emphasize one or more words | ||
+ | * try to make a story based on what you see | ||
+ | |||
+ | * Write the same word four times. Then draw a circle around the first word, a square around the next one, a star around or next the following word, a cloud around the final one. Then look at the different words and reflect on the meaning the different shapes add to the written words | ||
+ | |||
+ | * Divide the paper into four parts. Write two words in the first, three in the second, four in the third and five in the fourth. | ||
+ | * In the first part create a [[https:// | ||
+ | * In the second create an [[http:// | ||
+ | * In the third create a [[http:// | ||
+ | * In the fourth connect the five words in a [[https:// | ||
+ | |||
+ | * Divide your paper into two columns and ~10 rows. In the left column write a word, in the right draw a symbol. The facilitator says words one by one, the participants write and draw: Eg. music, restaurant, toilet, money, love, death, religion, go left, no parking, Belgium, Michelin, Apple... | ||
+ | |||
+ | * The facilitator says words describing emotional states and actions, the participants draw them (using visual conventions, | ||
+ | |||
+ | * The facilitator shows one coloured card at the time, the participants free associate. What does this colour bring out in you (emotion, action, mood...) | ||
+ | |||
+ | * The facilitator shows different ways of drawing people (star people, balloon people, stick figures, squiggles...) and invites participants to create a scene using different kinds of ' | ||
+ | |||
+ | * Play a short video (5-10 minutes) of a public speech (politicians, | ||
+ | |||
+ | </ | ||
+ | |||
+ | Next session: Flow, or how to design long form sessions that are composed of different types of conversations and exercises. This session is planned for the 18th December 2014. | ||
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* Chaordic Design | * Chaordic Design | ||
* http:// | * http:// | ||
+ | * Ideo method cards | ||
+ | * http:// | ||
A few experiments that we at FoAM scavenged and adapted from various methods | A few experiments that we at FoAM scavenged and adapted from various methods |