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Facilitating and Organizing Roundtable Discussions Module 2, July 17 and 18, 2017
Housekeeping Dial in number o 8668149555 o Conference code: 5695726185 Using actions Mute/Unmute Participation in chat box Questions in chat box
Agenda Today we will cover: Overview of roundtable discussions Overview of Roundtable Discussion Toolkit Organizing roundtable discussions Managing Roundtable Discussions Practice
What is a roundtable discussion?
Roundtable discussion is a 60-90 minute facilitated discussion that gives participants the opportunity to provide input on a given topic of common interests in an informal setting.
Goals of roundtable discussions Provide SOME context on the issue To facilitate a meaningful group discussion that is engaging and helpful To gain feedback on the topic from a majority of the participants Seeks to confront issues and identify solutions collectively
Roundtable Discussion Toolkit
Organizing a Roundtable Discussion Overview of logistics
Recruitment 101 Who is your audience? o Your family, friends, neighbors, community o Professional networks o Members of organizations you re part of
Consider Content Consider content Who would benefit from knowing this information? Limit it to 1 health care professional or expert in the field
Steps to Recruiting 1. Set recruitment goal 2. Create a recruitment list (word doc or excel) Email address and phone number 3. Send your email/social media post/event page
Steps to Recruiting 4. Send your invitation 10 days prior to your discussion Clear RSVP date RSVP w/in 4 days of receiving the invite Send text message informing invitees you sent an email 5. Final reminder email and text to those who responded yes
Securing the Venue 101 Consider your audience o Consider the time and day Pick a date and time for the discussion Reserve 3 hours for the event from start to finish o 30 60 minutes for setup o 90 minutes for the discussion o 30 minutes for breakdown and socializing
Steps to Securing a Venue 1. By next Friday please let us know where and when you will be hosting your event. Suggested times: Saturday: 12 4 pm Sunday: 2 5 pm Weeknights: 7 9:30 pm
Steps to Securing a Venue 2. Decide on location and book the venue Your home Community center Library Venue should be an quiet space with tables and chairs Must be FREE
Example Email
Example Social Post Do you ever feel like sometimes too much health care can be harmful? If so, join me along with Consumer Reports for a community conversation at Cheo Library on August 15 from 6:30-8:00 pm. For more information, click here. Post - Can lead to your Facebook Event Page
Managing Roundtable Discussions Tips for facilitating discussions
You are a facilitator Describe what a facilitator is? Discussion leader Makes processes easier Not necessarily a content expert Assist a group of people to understand common objectives Makes everyone feel comfortable
Grounding the Discussion Introduce yourself o Purpose of the meeting o Agenda Allow people to introduce themselves In one sentence, why did you decide to join the conversation today? o Include YOUR motivation to become a Patient Champion (keep it short). Ground rules o o Helps participants to get the most out of the discussion Ensure everyone agrees on them and ask if they have any other suggestions
Do s and Don ts DO S Stay on point and track Managing challenging participants Recognize your view is the least important Engage in active listening Paraphrase for clarification as needed Probe for other questions or elaboration Maintain positivity Watch your nonverbals Appreciate people for their contributions Show empathy Encourage cross talk DON TS Avoid answering your own questions Allow one or two people to monopolize discussion Stay on one question too long React to something you don t agree with Avoid crossing your arms Answer a question you don t know the answer to Allow people to veer off topic
Observing/Feeling the Room What does feeling the room mean to you? Notice the energy Focus on attention and pacing It s OK to cut the room off from discussion Notice non-verbal cues
Managing Challenging Participants Let's hear from someone who hasn t spoken yet. The Dominator
Managing Challenging Participants Thank you for your feedback. What do other people think? Self Appointed Expert
Managing Challenging Participants Stop eye contact. Look at your watch. Jump in at their inhale. Thanks for your feedback. What I hear you saying is Does that sound right? The Rambler
Managing Challenging Participants Make eye contact and smile. Call on them. The Shy Participant Ramon, do you have any thoughts on this topic?
Engage in Active Listening Best Practice Acknowledge answers Look at who is talking and do not interrupt * Summarize answers of group Listen for feelings Ask probing questions Cut off when the issue has been covered enough and fill in Why? So participants know you re engaged and are taking their feedback seriously. Helps build community consensus and recognizes recurring themes. Acknowledges and respects emotional stories Allows for participant to elaborate on an important point they ve made To either move on to the next topic or to fill in with your thoughts when there is silence
Transition Statements When Transitioning to another topic After a discussion or any other input Someone has veered off topic Someone has said something offensive. Say Thanks for everyone s input, we re now going to go onto the next question/topic. OK, thank you. Let s move on Speak up. Don t be afraid to interrupt. I m afraid we veered off topic. I really appreciate everyone s enthusiasm but in the interest of time, we need to get back to the topic. Immediately stop the person and speak up. I m going to have to stop you right there. I understand this is a heated topic but we need to stick to our ground rules of respecting everyone.
Practice Someone has just shared an emotional story. How do you respond? Someone has gone off track and has begun talking about health care reform. How do you respond? Someone has made an interesting point and you would like them to elaborate. How do you respond? Someone is having difficulty getting to their point and is beginning to ramble. How do you respond?
Overview Find an appropriate venue. You can start looking now! o 3 hour time window Facilitation tips o Leading and guiding the discussion o Don t be afraid to be respectfully bold Recruitment o Email o Facebook Event Creation o Newsletters
Homework Start looking for a venue and book it! Optional - Send me your email for review