Solutions

A facilitator’s role is to guide those engaged in conversation; to make the discussion calmer and mediate between them. In this way the facilitator helps the group to a good result. Discussion facilitation requires talent and characteristics such as sensitivity and empathy, being able to adjust to others and being able to listen. People with these skills meet the basic requirements to become good facilitators. They are not yet facilitators, but they can learn.

The role of the facilitator

As the discussion guide, the facilitator must maintain strict neutrality. In other words, his opinion is not called for. He does not take part in discussion. His job is to ensure that everyone gets a chance to speak, that the rules of the game are followed and that the discussion does not turn in a circle. He guides, sorts, structures and summarises but does not pass judgement.

Good preparation is half the battle

Simply sitting down and setting off is the best way to throw a spanner in the works: discussion facilitation requires thorough preparation.

Organisation: the room should be big enough to provide space for all the participants without making them feel lost. The seating layout is also important. As the facilitator you should have a good view of everyone, but those holding the discussion should also be able to see one another. The simplest way is to sit in a circle. Metaplan board, flipcharts or a laptop with a digital projector can help record results in writing, making them more binding.

Contents: the facilitator has to immerse himself in the topic. That is the only way he can direct the discussion in a constructive manner and ensure that all aspects are covered. Prepared questions can help set things off and structure the discussion.

How to structure a discussion

To begin, the facilitator greets all the participants. Then the precise topic and the aim of the discussion are defined/named and the length of the discussion is set. Finally, the rules of the game are fixed. Will there be a talking time limit? Introductory statements? A break?

In the first round, the aim is to create an overview and define the main focuses of the discussion. Everyone should express themselves. At the end of this phase, the issue has been identified in detail.

Next, the topic is worked through. Information is exchanged, the pros and cons of the different positions are probed into, possible solutions are developed and, finally, decisions are made.

At the end these resolutions are summed up once more and set down in writing if possible. The facilitator bids farewell to the participants with thanks. If necessary, another appointment is set.

Tips and tricks

When is a facilitator good? When is he bad? The next time you turn on a talk show, watch closely – good facilitators generally act as follows:

They keep it short.
A facilitator cannot make long statements. He needs to get the discussion going – and that does not require introductory monologues.

They always ask just one question.
If you do not want the discussion to fall into disorderly chaos, stay with one topic and do not deal with several sets of questions at once. Furthermore: if participants have to answer several questions, that takes time – and there is nothing more boring than listening to long statements.

They stop chatterboxes:
Even though the rule is that people should be allowed to finish speaking, it is the facilitator's duty to interrupt long-winded participants. After all, everyone wants to express themselves, and there is no room for speech-making during a discussion.

They listen carefully:
Facilitators who cannot listen spoil the whole discussion. It is frustrating when a facilitator does not pick up on what people say, but instead sticks to his own train of thought. It feels as if the conversation is going nowhere and participants lose interest in the debate.

They bring out quiet participants.
A good facilitator establishes a good balance between the talkative and the taciturn. He gives quieter participants a chance to contribute and encourages them to take part in the discussion. To do this, incidentally, you also need to be unafraid of gaps in the conversation. Some people need a little time to formulate their ideas – and you have to give them that time.

They do not lose sight of the goal.
It is easy for the discussion to suddenly turn in circles, with no-one knowing what it is all about. Good facilitators manage to bring structure back into the debate, for example by briefly summarising what has been said and asking targeted questions.

They keep the debate calm.
Nothing is more unproductive than a discussion where everyone is talking at once and no-one is listening. Good facilitators do not rein in every dispute immediately – after all, they add a little spice – but they know when it is time for things to become orderly again. They calm the participants down by summarising results, proposing compromises or helping clear up misunderstandings.

Those are the main points for a productive debate. If you keep these in mind when running a discussion there is a good chance that you are doing your job well. Sure, it works better with a little practice and experience, but that comes with time – or you can choose to go on a special course. :