Facilitator Training

The proposal development facilitator training will help facilitators learn the skills they need to facilitate and organize proposal development meetings.

Objectives 

By the end of the session, facilitators will be able to:

• organize a meeting using the facilitation guide

• deal with common challenging scenarios

• give their teams access to Slack, Sharepoint, DeliberationWorks(?)

• follow up with teams on their pre-work for Meeting 1

Time

• 2 hours 

Materials 

Digital

• Proposal Development Facilitation Guide

• Pre-work email (Resource): Send reminder email to facilitators about the time/date and pre-work to read the Proposal Development Facilitation Guide, and login to Slack & Sharepoint.

• Slides: pdf / keynote (updated 2023.02.12)

• Create spreadsheets for idea rating

Printing

• Facilitation scenarios - 1 for each participant or at least 2 for each table

• Facilitation scenarios answer key - at least 1 per table

Services

• Sharepoint - create accounts for issue committee facilitators

• Slack - create account for issue committee facilitators

• (optional) Asana - create accounts for issue committee facilitators

Preparation 

Several weeks before

• solicit potential facilitators at the proposal development orientation

• find a facilitator training meeting time

• reserve room, microphone, speakers, projector

• order any necessary swag

1 week before

• send pre-work to facilitators

• setup accounts for issue committee facilitators on:

  • Slack

  • Sharepoint

  • Asana

Several days before

• order food 

• order interpretation

• create Lyft vouchers

• order childcare

• buy supplies

• create RSVP sign in list

• print materials

1 hour before

• setup room

• test AV

• setup signup table:

  • name tags & sharpie

  • RSVP list

  • sign-in sheet

  • pens

• distribute printed materials and pens

• receive food

Procedure

I. Welcome (5 min) 

• Introduce the team

• Thank everyone for coming and interest in becoming a facilitator

• Share outcomes of the session

• Review agenda 

• Review norms 

II. Review meeting planning (20min)

Review:

• types of meetings

• meeting checklist

• facilitation techniques

• taking notes

• norms

III. Facilitation scenarios (40 min)

Break group into small groups of about 4 and pick 1 person to be the faciltator

Give the facilitator the answer key and the others the scenarios

Have group role-play and discuss each scenario. After each scenario is role-played, the facilitator should ask what is the challenge/violated norm in the scenario, and how would you respond. The facilitator can share the suggested response and compare with the participants’ responses.

IV. Technology (30 min)

Get signed up onto:

• slack

• sharepoint

• asana

VI. Next Steps / Checkout (15 min) 

• Read proposal development

• Sign up to be budget delegate

• Rate proposals

• Get issue committees on slack, sharepoint, asana once they are assigned to the issue committee

• Remind them to do pre-work to rate proposals

After the meeting

• Submit receipts

• Restock supplies

• Restock swag

• Share successful meeting on social media & newsletter

• Send thank you messages