Help for Facilitators and Notetakers
Preparation for October 19 “Birds of a Feather” Event
Karen Calhoun
October 9, 2012
Training based on Dixon, Jill. 2005. “Focus Group Facilitation Guidelines”.
Centre for Higher Education Quality. Monash University.
http://www.uwsuper.edu/cipt/exsite/upload/Focus_Group_Guidelines.pdf
Planned Agenda for BOF Event
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9:00: Arrival
9:05 - 9:15: Welcome and introduction - Aaron
9:15 - 9:30: Individual work on written questionnaires (silent)
9:30 - 10:45: BoF breakout sessions
10:45 - 11:00: Break and Social Time
11:00 - 12:15: Reporters Present Themes and Action
Proposals
12:15 - 12:45: Debrief and Wrap Up
(Pick up lunch on way out)
Objective of our BOF discussions
 IT IS TO:
 Collect information and ideas on pre-selected topics for the
FY14 Planning Task Force
 IT IS NOT:
 To achieve consensus
 To answer participants’ questions (facilitator ≠ sage on stage)
 To solve one or more problems
 To make decisions
 To provide a forum for participants to gripe or vent frustration
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Purpose of the pre-event questionnaire
and initial BOF segment (9:15-9:30)
 To structure feedback on pre-selected topics so it can be more
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easily interpreted, usefully summarized for stakeholders, and
digested by the TF
To support inclusive planning
To help participants organize their thoughts before the discussion
session begins
To allow private views to be aired (if questionnaire is submitted
before event)
To enable input from some who are reluctant to speak in public
To enable input from participants at regional campuses who can’t
easily travel to Oakland
Facilitators …
 Stay neutral and open, both in words and body language
 Start and end the session
 Ensure participants understand the purpose of the session and
their role in it
 Encourage participation by all
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Do not allow more articulate individuals to dominate discussion
Steer discussions away from biased statements
Help less articulate or shy individuals to participate
Help people feel comfortable, safe, and appreciated
 Keep the discussion productive and on track
 Help groups get “unstuck” if necessary
 Treat participant comments with respect and confidentiality
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Help for facilitators
 Think about your topic ahead of time
 Familiarize yourself with the interview guide and notes form ahead
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of time and bring a copy with you
Encourage discussion but keep the pace moving
Help people feel safe
Watch your own body language – maintain an open, neutral posture
Watch what people are doing as well as what they are saying (body
language tells you more than words sometimes)
Look at people when they are talking
Don’t interrupt
Enforce the ground rules – (1) everyone’s thoughts are valued and
welcome; but (2) participate don’t dominate
Actively invite quiet members to comment
More help for facilitators
 When a participant is having trouble making his/her point:
 Probe: “how, what, which, when, who?”
 Repeat what they are saying in your own words and ask “is that correct?”
 Suggest a list of possible options and ask “is one of these what you mean?”
 If the discussion becomes tense:
 Neutrally summarize the points being made, then say “I’d like to move on now to make
sure we hear everyone’s ideas …”
If participants address questions about the topic to you (to get your
ideas): remind them of purpose of session—it’s about what you think, not
what I think
If participants become stuck, critical and/or you are feeling defensive:
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Show you understand, remain neutral, let the person have their say, actively listen, then
defuse and move on: “it is good to know … let’s hear what some others think about
…” or “that’s an interesting comment … how could xyz be done better?”
Make a note and agree to follow up later with that person (then move on)
Assert your role as facilitator: “We’re getting off track here and it’s important that we
gather feedback for the planning group. We need to move on …”
Notetakers
 Use the interview guide to standardize the format of your notes of the discussion
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session – this is important for the later analysis and summary report!
Help to optimize the usefulness of participant feedback by taking objective,
accurate notes in the appropriate section of the interview guide during the discussion
session
Make tick marks against “me too” remarks
Keep time (see interview guide) and help facilitator to keep the discussion moving and
on track
Record any action items for follow-up after the session
Maintain confidentiality of the notes
Immediately after the discussion session: report out 2 or 3 main themes or action
proposals from the discussion (unless separate reporter is chosen)
Between end of event and end-of-day October 22: anonymize, clean up and clarify
your notes so they are LEGIBLE and UNDERSTANDAB LE for the report writing
stage
By end of day October 22: briefly discuss notes with facilitator, then submit notes to
Eliva Arroyo-Ramirez, cc: Aaron Brenner
Help for note-takers
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Familiarize yourself with the interview guide and notes form ahead of time, bring a copy with
you, and use it to record your notes
Bring extra writing utensils and extra paper (or your laptop)
Listen as carefully and objectively as you can. Try to be aware of your own biases and avoid
introducing them into your notes
Capture key points/themes and/or action proposals (highly characteristic or somewhat
characteristic of the conversation)
When you clean up your notes after the event, mark key points/themes/action proposals clearly
and remove any mention of participants’ names
Keep in mind someone else (Elvia) will be trying to identify and collate the key
points/themes/action proposals using your notes
Try to capture verbatims that represent a widely held view (mark these with quotes but do not
identify the speaker)
Use tick marks to mark “me toos”
Note when/if divergent views are expressed in the group
Watch and record body language – not just words
Try to capture the mood and other key characteristics about the group