What to Pack and Prep for Back to Back In Person and Virtual Group Engagements

This week I'm facilitating a number of different back-to-back programs. It’s one of the crunch weeks that usually emerge every quarter. From new virtual groups, to in-person groups, from one off team events to in-person speaking. In one week, I'll pretty much be leading the full range of what I offer in my work.

A question I often get from coaches and others new to this work is "What do you pack and build in as you go to prepare for your own work?".

I thought it would be useful to do a bit of an exploration of what's in my toolkit as I step into this week of both in person and virtual calls. 

First, remember that we work doesn’t start when you meet with the group or team. It begins way before that. Have you built in enough time to meet with them and get to know them? Have you built in the the time you need for preparation?

One of the key success factors to ensuring that programming is the right fit for everyone attending is holding a pre-call one on ones. While this may not meet everyone's needs, it does provide a key component of building trust and connection as you go to design and pull together program elements. While it’s easy to think that group A will be like group B, more often than not, they will be different. 

Our work needs to be tailored to the different groups that you work with. This can take some time, and shouldn’t be left to last minute. 

You may also want to include multiple pre-checks along the way (through phone calls or sharing materials for review) to make sure that there is enough time to make changes as needed. 

If you are a solopreneur and don't have a team around you, be sure to do a last minute quality check. It can be useful to run it by others who can catch any last minute typos or changes in font size. These are little details but it is a big one!

Some of the other things I always want to make sure I have for in person-programs include enough materials plus an extra copy or set of all handouts and eval forms. Also, for for every in-person engagement,  I like to pack:

•  Post it notes
•   Colored Dots
•  Markers and some extra pens
• masking tape 
•  any visual cards I'm going to use
• a spare set of the handouts/worksheets or binder I am using.

I also always carry my presentation or any files on earth on USB key, in addition to having it on my laptop. I also want to make sure I have my remote control for slides/laptop. 

Before I close my briefcase I do a final check for cords. It's inevitable that once in awhile cords got left behind so create a bit of a checklist for yourself at just to see what you're missing!

This week, in between my in person work I'm also going to have to be doing some calls on the road. Given that “technology usually happens”, what's critical for making this happen while on the road is:

• 1   making sure I have the contact details for each call I am leading. This usually includes access codes, back up dial in and url links;
• 2.       making sure I have the backup contact details and number;
• 3.       making that the app on my phone works;
• 4.       Ensuring I have the participants email addresses and phone numbers in case tech happens.

 I also need to remember to pack headphones and a spare battery charger.

These are small details but they mean the big difference of being able to do work well on the road.

When getting ready to deliver back-to-back programs during the week, a final area is to make sure that your building in enough time for yourself what will help you transition from activity to activity.

Anytime you have “crunch weeks”, it is important to pause once it’s done. How will you take some time to recharge afterwards? When you are working for yourself, you may find you have 80 hour weeks but these should not represent every week. It is important to build in “focus breaks” for yourself before, during and after the event.

The last part of the year can be a very busy time for teams and groups as they are usually trying to fit in events during the fiscal. It an be important for you to decide what you can, and cannot take on, and who you might be able to refer to.

Let us know what you pack in your kit for either in person and or virtual programming by commenting below.

Have a great week everyone!

Jennifer

 PS - I hope that you'll join me for an upcoming program including our upcoming community calls – including Monday October 15^th 11:15 – 11:45 am ET call on Team Tools for the Virtual and Digital Space. This call will be held in my zoom room (zoom room 270-302-0415).

Tomorrow I'll be sharing more about 2 additional October programs starting in the next 10 days. Stay tuned!

Jennifer Britton, CPCC, PCC
Potentials Realized | /GroupCoachingEssentials
Email: info@potentialsrealized.com
Phone: 416-996-8326
Group Coaching Essentials - All things group coaching
Effective Virtual Conversations.com - All things virtual
Coaching Business Builder.com- All things business related (for coaches)  

Join me Thursday and Friday for a two day train-the-trainer - In person or by skype

I'm so looking forward to innovating with several of you later this week as the Facilitation Skills Intensive program goes virtual and in-person at the same time. For most of us across North America this winter we've been pummeled by snow, record breaking cold  AND the show must go on! This Thursday and Friday I'll be opening the Facilitation Skills Intensive program, a two day in-person train-the-trainer, to skype participants.

Over the course of the two days we'll be:

• Looking at creating powerful, and engaging, group and team processes
• Identifying how our skills stack up as facilitators
• Building our toolbox! Exploring more than 2 dozen facilitation techniques to help groups gain consensus, prioritize, problem solve, plan etc.
• Discovering key tips for making any presentation or learning event more impactful
• Experimenting with how to create rich learning environments when blending in person and virtual participants - through our own experience!!!!

The program will be held from 830 - 4:30 pm Eastern/Toronto Thursday and Friday February 26 and 27 in downtown Toronto (College and Yonge). Can't join us in person? Join via skype for the two day program and you'll be able to participate in small group discussions, and even lead us through dialogue!

In addition to a 100 plus page binder, the two days of training, and a group follow-up call, you'll get to connect with a variety of other professionals undertaking this work in organizations and communities.

Download a two page program description here. Cost for the program is $850 CDN plus HST. Joining us via skype? Benefit from a great US/Canadian exchange rate! Register with a colleague and each save 15% - Payment links here.

Hope that you will join me later this week!

With best wishes,
Jennifer

Jennifer Britton, PCC, CPCC
Author of Effective Group Coaching (Wiley, 2010) and From One to Many: Best Practices for Team and Group Coaching (Jossey-Bass, 2013)
Questions? Contact me at (416)996-8326

Four Facilitation Techiques to Benefit any Group or Team Coach

Four Facilitation Techniques to Benefit Any Group or Team Coaching
by Jennifer Britton, CPCC, PCC. Copyright 2014 - All Rights Reserved

Group coaching is a fusion of our core coaching competencies, supported by additional skills from the facilitation realm.

Masterful group coaches have a variety of facilitation skills at their fingertips to support groups in prioritizing, conversing and moving through the rough patches teams and groups can go through.
Today's blog post explores four facilitation areas caoches can benefit from.

Number one, prioritization techniques. From using post-its to colored dots, helping group and team members prioritize the focus is key in the coaching conversation. With groups, lack of focus can feel like a scattered process for group members. Goals form the anchor points of any coaching process, and coaches will want to consider spending time having group members identify key goals they want to work on throughout the coaching process. Session by session/conversation by conversation you wil want to leave space for group members checking in around their process. Actual sessions may focus on exploring these goals and related issues such as enablers, beliefs, strengths, vision etc.

Six Hats: DeBono's Six Hats model provides teams and individual group members with a  structured process to unpackage and unlayer issues facing themselves. You can read about the six hats here.

Each of the six hats represents a different way to "think" about the issue. For example, you might be working with a team who is struggling to get results. Over the course of one or more conversations you may be exploring different perspectives around the issues. The yellow hat (like the sun) encourages the team to explore the issue from the optimists perspective. The black hat takes the opposite - the pessimists view. What do these perspectives infuse into the commitments for the team/group?


SWOT - The SWOT is an age-old strategic planning tool. Many coaches will find that this tool provides

teams and groups the opportunity to identify and explore their individual terrain (strengths and weaknesses), along with opportunities and threats (their external terrain).

Whether it is a 20 minute conversation or something more extended, the SWOT often provides a safe space for some teams to raise issues which have been under the surface. Of course, it is also a useful foundation for teams to continue to build upon as they move forward.

Force Field Analysis -Coaching is a process of change, and gap analysis is critical in helping clients (team, group and individual) articulate where they are now, where they want to go, and what's in the way. Force Field Analysis encourages groups to explore what are those factors that are enabling change, and which are in the way. You can work with the group/team to use different colors and/or boldness to identify the strengths of these factors.

As you consider your next team or group coaching engagement, how might you be able to incorporate one of these tools? Which one would add a layer onto the work you are doing?

Have a great week!

Jennifer

Jennifer Britton, MES, CPCC, PCC
Author of Effective Group Coaching (Wiley, 2009) and From One to Many: Best Practices for Team and Group Coaching (,ossey-Bass, 2013)
Conversation Sparker Cards(TM) - a visual deck to bring into your coaching, team meetings, workshops and retreats
(416)996-8326

Join us for an upcoming program -
The Group Coaching Essentials teleseminar (6.75 CCEs) - road-tested tips and ideas for designing, marketing and running your own group coaching work - by phone: Tuesdays 7-8:15 pm Eastern/NY starting October 7th
Virtual Facilitation Skills Intensive - a 15 hour program geared to equip you with facilitation skills and practice. You can join us in Toronto for face-to-face training or take this 15 hr progam online. We cover virtual facilitation to a great depth with the online version. Groups starting Mondays 8-11 am Eastern/NY (5 weeks - September 22, 29, October 6, 20, November 3) OR Wednesday evenings 6:30 - 8 pm Eastern/New York starting October 8 (10 weeks runs to December 10)
Mentor Coaching Group - For ACC Renewals and ACC/PCC portfolio - 10 hours (meets  ICF requirement for mentor coaching - 7 hrs group calls, 3 hours individuals). Mondays 10:30 - 11:30 am Eastern -  September 29 to December 29

New Effective Group Coaching Video - Five Ways to Use Index Cards

For those of you who like videos, I've posted a video this week at our YouTube channel which includes five ways to use index cards. You can view it here.

For those with my book, Effective Group Coaching, you can find the five ways on pages 244 and 245. Click on over now to hear me talk about them.

How might you incorporate index cards into your next group or team program?

Enjoy!

With best wishes,
Jennifer

Jennifer Britton, MES, CPT
Group Coaching Essentials.com
(416)996-TEAM (8326)

Group Facilitation Tip - Virtual Programs

At the desk...Photo J Britton

This fall as I have been leading a number of presentations on group and team coaching with different ICF chapters and coaching schools, I've been asked a lot of questions about running successful virtual programs, whether it is a group coaching, webinar or teleclass, here are four things you will want to keep in mind:

1. Priming people for learning: Setting up our group and team members for maximum engagement is What do you want to do to "prime" people for learning?

critical. What pre-work would be useful to get people prepared for the conversation? Is there a question you can pose for people to think about? A video for them to watch? An audio to listen to? I find that pre- and post-work play an even more important role in virtual programs, to expand the impact of our call time together.

2. Building connection - in a virtual environment it is important to build connection amongst individuals and with the coach/facilitator as early as possible. Pre-calls with each learner start the connection process for a facilitator. What can you incorporate to build connection amongst participants? What additional visual elements can you incorporate? What will give the greatest impact in building connection amongst your group members?

3. Engage regularly - in an in-person environment it's often recommended that you change the pace every 7-10 minutes through switching activities. In a virtual environment engagement and pace changes can be even more important. Make use of breakout opportunities (possible if you use services such as Maestro Conferencing or FreeConferenceCalling.com). You may also get people to write things down, or share in a larger group. Have people use the chat function if you are on a webinar. Check in regularly with your group to see how the pace is working with them. What approaches do you want to use in engaging your learners?

4. Less is More- You may find that it takes longer to cover topics in the virtual domain than an in-person environment. Factor in transition times if you are having people move to a virtual breakout. What are the components of the content that can be put aside, and perhaps moved into post-work, or a resource list?

What other tips would you offer for others in running successful virtual programs? Which of these one areas do you want to focus on as you move forward with your work? For those that have my latest book - From One to Many: Best Practices for Team and Group Coaching, you will want to take a look at Chapter 7 - Virtual Program Design and Delivery. Enjoy!

Have a great week,
Jennifer

Jennifer Britton, MES, CPT, CPCC, PCC
Author of Effective Group Coaching and From One to Many: Best Practices for Team and Group Coaching (Jossey-Bass, 2013)
GroupCoachingEssentials.com - Our next Group Coaching Essentials program starts by phone Tues 12/3 at 3 pm ET - 6.75 CCEs (which you can complete before the end of the year)
Phone: (416)996-8326

Facilitation Skills Intensive - Toronto: December 17-18, 2013

Are you looking to add facilitation skills to your toolbox to more effectively work with teams or groups

next year? I'll be running a two day in person group facilitation skills training program (train-the-trainer) for those looking for more resources to do great work with teams and groups. The program is a mix of content as well as practice in working with small groups. The program will be held in the Toronto area on Tuesday December 17 (8:30 - 5:30) and Wednesday December 18 (8:30 - 4). We will also follow up with a one hour call in January.

We will be exploring topics such as:


The skills, competencies and best practices of successful facilitators,

• How your skills compare through a Facilitator Self-Assessment,

• How to identify participant learning styles and preferences,
and implement facilitation techniques to accommodate them
• How to be sensitive to different phases of group formation and how to adapt your facilitation style to meet the different needs,
• How to create a positive climate for learning,

• Specific techniques on how to deal with difficult participants,
• Specific techniques to conduct and debrief learning activities,
• How to manage the logistics and finer details of a learning event (in-person or virtually/by phone)

 
The program will be of interest to new and experienced facilitators who want to add more tools to their toolbox, as well as get further practice working with groups. Program size is limited to 8-10 participants, with group size typically between 5-10.

Cost: $795 plus HST for the two day program. This includes a program binder (80 pages) with resources and templates to support you in your work, a pre-call with Jennifer and a post-group call. Contact Jennifer directly for information on the venue. Click here http://www.groupcoachingessentials.com/pages/groupfacilitationintensive to register for the program.


You can find out more about the program and register here. Registrations received by November 30th save an additional $50.

I hope that you will join us in Toronto in a few weeks!

With best wishes,
Jennifer

Jennifer Britton, MES, CPCC, PCC, CPT
Author of Effective Group Coaching (Wiley, 2010) and From One to Many: Best Practices for Team and Group Coaching (Jossey-Bass, 2013)
Phone: (416)996-8326

Closing Off Your Group Coaching Programs

It's often common that we spend a lot of time focusing on the start of things, but put little attention to the end of things. Today's post is about closure for groups. Leaving space and time for the group or group members to reflect on what they have learned and what they have achieved over the time you have worked together.

This week I have been wrapping up three different groups that I've worked with for past few months. Even in phone based programs strong bonds get created.

Some questions you may want to consider are:
What kind of space do you want to leave for thank yous and learning to be shared?
What benefit would there be in scheduling either a individual or group follow up down the road to see what further action they have taken, and or insights they have acquired?
What is the tone you would like to set in this final session?
What pre-work will support group members before the final call? (Self-assessment, structured questions)
What connection is the group eager for, going forward?
Is there a physical take-away you would like to leave with group members, or have them create for themselves (i.e. a box, a vision board, an action plan etc)

One of my favorite experiential education sites - Wilderdom.com - has a great list of exercises and activities you can do for closure. You may also want to check out a past post I wrote back in 2006 on Closure for some additional ideas.

What activities do you like to use for closure? What would work well for the groups you are working with?

Have a great weekend! I know that I will be enjoying connecting with other coaches as I lead the Group Coaching Intensive this weekend in Toronto.

Warm regards,
Jennifer

Jennifer Britton, PCC, CPCC
GroupCoachingEssentials.com
Join us for an upcoming program: Mentor Coaching Group (Starts Nov 16 at 12 noon ET), the Group Coaching Essentials teleseminar (Tues/Thurs 6-7:15 pm ET starting Nov 27 - 6.75 CCEs) or the 2013 BizPlanning Virtual Retreat

Group Coaching: Follow the energy of the group

As group coaches and group facilitators it is so important to follow the energy of the group, noticing everything from the body language of the participants as well as what is being said and not being said within the group coaching context.

Group coaching is grounded in meeting the group where it is at, working with the varying "agendas" or focus areas of interest with the group member. The power of the group coaching conversation is in the conversation, and as such, it is key to follow the energy of the group.

Coaches new to this work can be looking for cues such as:
1. Interactive engagement between group members
2. Eye contact and eye glazing
3. Pace and pitch of the conversations taking place

As group coaches it is important for us to step back and let the group connect. In many ways the peer conversation is just as important as one that we can facilitate. With your next group opportunity notice what happens when you step back and have the group break into dyads or triads. What do you notice about the energy? The clarity? The lack of clarity?

Great group coaches need to be comfortable in working in a context of "not knowing". Not knowing where a question may lead the group. Not knowing where one group members comment will impact another. Not knowing sometimes what themes or topic areas are going to hold the most excitement for group members.

What's going to be your stretch this week or month in working with groups?

Have a terrific week!

Warm regards
Jennifer

Jennifer Britton, PCC, CPCC
Author of Effective Group Coaching (Wiley, 2010)
Phone: (416)996-8326
Upcoming Phone Based Programs include: Group Coaching Essentials teleseminar program (6.75 CCEs starting Thurs Nov 1 at 1030 am ET) and the Advanced Group Coaching Practicum (8 CCEs - starts Fri Nov 2 at 1030 am ET). We've also got the Mentor Coaching Group starting Friday November 2 at 12 noon ET for ACC Renewals and ACC/PCC Portfolio candidates.

Join us in Toronto on Saturday November 10 and Sunday November 11 for the Group Coaching Intensive (15 hours of training) - 4 spots still open

Facilitation Kit Suggestions

Over the next 10 days I am delivering in-person programs to 3 different teams. In June I brought a sample of my facilitation kit (see picture to the right of the Toolkit I provide to participants at the Group Coaching Intensive) to my presentation in Chicago at the ICF Mid-West Regional Conference. A couple of coaches asked me what I always brought with me to in person training events, so here they are:

• Blank Post It notes (lots of them in different colours)
• Extra Masking Tape - White and Blue or GreenDo not assume that venues will provide this. I found this out last spring when I was delivering a corporate program. The whole hotel had no masking tape. The next time we used the venue it was good to see that the room host indicated where extra was kept! Masking tape is an invaluable tool for hanging flipcharts and signs, as well as for more body-centered/experiential activities, such as the Coaching Wheel or Quadrant Work
• Markers - Mr. Scent for Flipcharting, smaller ones for group/team members to work with, Sharpies
• Remote for Laptop - yes, I do  use PowerPoint when I am working  with larger groups. On Monday I am co-facilitating a session for 70 people. Flipcharts just don't work well with such a large room. Remember that PowerPoint is a support to avoid the Death By Powerpoint Syndrome
• Extra Batteries for Remote
  
• Pair of Scissors
• Small Stapler
• Hole Punch
• Blank Name Tags
• Colored Dots - see my past posts on how to use colored dots for prioritization and decision making
• A selection of index cards (white and multi-coloured)
• Blue Tack (for posting things)
• Stickers and scrapbooking paper (great for visioning work as well as exercises like a Team StoryBoard
• USB key with an extra copy of any of the materials we are going to use, along with a spare hard copy

What else would be useful to put in  your facilitator's kit?

Have a great week!

Warm regards
Jennifer

Jennifer Britton, MES, PCC, CPCC
Author of Effective Group Coaching (Wiley, 2010)
Host of the Advanced Group Coaching Practicum (now approved for 8 CCEs), the Group Coaching Essentials teleseminar (6.75 CCEs)
Join us for the 2 day in person Group Coaching Intensive (15 hrs) which will be held in Toronto on Saturday November 10 and Sunday November 11
Tel: (416)996-TEAM (8326)

Don't let technology get in the way with your group programs

Group Programs - Don't Let Technology Get in the Way
Jennifer Britton. Copyright 2012.

Lately I've had a lot of professionals, including coaches, talk about how technology has actually gotten in the way of their virtual/online learning experiences - whether they have been participating,  or leading a teleclass, a group coaching session or a webinar. Virtual Programs have been a mainstay of my work for the last eight years and can be a terrific way to bring people together regardless of location.

The following are four tips for coaches and facilitators to consider before and during a program to  ensure that technology does not get in the way and actually inhibit the learning process:

1. Test it out and practice - Before using the service you have provided test out the different options, be familiar with the codes to mute all, self-mute, raise hands, record etc. Practice using these.
2. Have a back up - In the event of a failure with technology, have a back up. If it is an extended program you are running, discuss what and where people should turn if there is a bridgeline failure. For example, will you email them with instructions? Is there an automatic bridgeline people turn to?
3. Confirm that all people can access the services you use. Increasingly I am finding that callers from certain locations are unable to access certain area codes. Rather than leaving people frustrated last minute as they dial into a number they cannot reach, you may want to consider sending out bridgeline information well in advance, with a request to have participants try the number a couple of days before the call. This definitely lowers the last minute frustrations.
4. Provide callers with an FAQ - i.e. instructions on how to do things like mute/raise hands etc. Another trend I notice with teleclasses I run is that people are calling in from a variety of modalities - skype, I-phones, cell phones and landlines. Although I do not like to mute the entire call, poor call quality can be a real deterrent. Providing callers with an FAQ on how to connect/mute can also help.

These tips are geared to help you to focus on your role as facilitator - delivering a great call and learning experience, rather than getting stuck into a lot of just-in time logistics. Technology can always happen - perhaps this may mitigate against some of the challenges that can surface.

Some different bridgeline services you may want to check out are:
Freeconferencecalling.com - Great recording services with ability to share your recordings in a number of ways - online, via Facebook, through Tweets and also through a link on your website.
Freeconferencecall.com - also can connect with screensharing. Has local access numbers for a variety of countries.
MaestroConferencing - Allows you to bring people together in virtual rooms. Paid Service.

Which bridgeline services do you use and enjoy? What tips would you provide to others regarding things to do with their own programs.

For more info regarding considerations for leading virtual group coaching programs you may want to check out Chapter 7 of my book, Effective Group Coaching. Take the Self-Assessment there to see how your skills and confidence stack up in leading virtual programs.

Warm regards
Jennifer

Jennifer Britton, PCC, CPCC
Author of Effective Group Coaching (Wiley, 2010)
Host of the Group Coaching Essentials teleseminar (6.75 CCEs - starts Wed May 23 at 7pm Eastern) and the Group Coaching Intensive (15 CCEs - July 12 -13 in Huntsville, Muskoka).
Phone: (416)996-TEAM (8326)

Flipchart Basics

This post is geared to coaches and facilitators who are new to working with groups in person. I often get asked about some of the basics of facilitation - how to create flipcharts, how to use post-it notes, etc. Today's post covers some flipchart basics for all of us to keep in mind when working with our next group in person. The picture above is me working with a wonderful co-facilitator of mine Sharon Miller at a couples retreat we ran in Muskoka a few years ago.

Flipchart Basics:

• Use two colours – Watch use of red and green in case there are people in your group who are colour blind
• Watch impact of All Caps/ versus larger and smaller font
• Post flipcharts around room (ask for permission from venue)
• Consider which flipcharts would be useful to have retained – ie. Ground Rules/Terms of Engagement
• Creating list of topics to address/focus areas for coaching (Agenda Areas)- link to video
• When capturing content – se participants words – if necessary have them rephrase/paraphrase themselves

When would use them:

• Copy of Agenda
• Ground Rules/Ways of working/Group Agreements
  
• Wheel of ….Life/Management/Leadership/Business etc
• Questions – discussion questions for pairs to consider, evaluation questions
• Any graphics you want to share
  

It is likely that a majority of your learners have a preference for visual learning, so flipcharts can be an important part of the learning process.

What other tips would you suggest around using flipcharts?

Have a great week,
Jennifer

Jennifer Britton, PCC, CPCC
Author of Effective Group Coaching (Wiley, 2010) - Check out other logistical tips in Chapter 9
Host of the Group Coaching Essentials program (6.75 CCEs) & the Advanced Group Coaching Practicum (starting April 27th - Fridays 10:30 - 11:45 am ET)
Join me in Muskoka this summer for the July 12 - 13 Group Coaching Intensive program (15 hrs of Group Coaching Training, a CCE renewal application is being submitted for the program)
Phone: (416)996-8326