Facilitation

Facilitation is a process where a third party chairs a conversation. This includes diversity facilitation initiatives.

Guideline for facilitation and managing meetings under the auspices of Tokiso
 

What is facilitation: Facilitation is a process where a third party chairs a conversation. This includes diversity facilitation initiatives.

 Objective of independent facilitation: External, independent facilitators are skilled in effectively managing difficult conversations which often involve tension and difficult emotional responses at various stages in the discussion. Tokiso facilitators have a deep understanding of interpersonal dynamics, the special challenges and pressures faced by parties, and are able to apply appropriate techniques to direct conversation to constructive discussions and optimum outcomes.

When is facilitation used: Parties can use independent facilitation for one specific meeting, workshop or conference, alternatively for a series of meetings. This should be a joint decision by all parties, including which facilitator to appoint. Tokiso is able to assist in recommending or appointing a panellist on behalf of the parties.

Minutes and record: The minutes of the facilitation are usually taken by a secretariat service and settled by the facilitator. The secretariat service can be provided by the client or by Tokiso.

Benefits: The benefits of the process are:

  • The facilitator is neutral, and this assures fairness and balance in the management of the discussion between parties.
  • The process gives all parties an equal opportunity to express their views in a controlled manner – this helps the parties to understand and accommodate each other’s needs.
  • The facilitator can ask difficult questions that other people are hesitant to ask in an open forum.
  • The agenda is adhered to and ensures that the process does not get mired in an unhelpful cycle and moves forward towards an acceptable outcome.
  • The facilitator can hold a party to account on delivery without it compromising the relationship between the parties.

 Costs: The facilitators’ daily fees depend on the daily fee of the chosen facilitator. The costs of the venue, travel, accommodation, meals and refreshments would be for the client’s account.

Co-facilitator: It is recommended that a co-facilitator be appointed should the matter involve a large group of people or breakaways may be required.

Venue: External venues can be beneficial if participants are readily distracted by other commitments in the normal work environment or if the facilitation is between more than one party, to create a neutral environment.