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Facilitation & Consensus Building

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Monica Engel

on 27 May 2011

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Transcript of Facilitation & Consensus Building

Benefits from both these tools
Unifies different departments within a GrC company
Empowers all employees when used correctly, whether inhouse or out-sourced
Often uses nonverbal communication
Relies on tools that are universally accepted to carry out facilitation and consensus building  
[fuh-sil-i-teyt] fa·cil·i·tate –verb (used with object), -tat·ed, -tat·ing. 1. to make easier or less difficult; help forward
2. to assist the progress of (a person). Please sit down in order of birth month, day, and year around the room without talking. What was the purpose of that? Purpose of Activity Facilitate communication
Demonstrate effectiveness of nonverbal communication
Several forms of nonverbal communication in the graphic communication industry -Email communication
-File transfers
-JDF work flows
-Different time-zones Overview of Presentation Overview of facilitation
Facilitation activities
Examples of facilitation in the GrC industry
Overview of consensus building
Consensus building activities
Consensus building in the GrC industry
How facilitation and consensus building relate Facilitation can play an important role in ensuring a well-run meeting or process.
Useful facilitation skills include:
planning agendas
creating the appropriate group environment
encouraging participation
leading the group to reach its objectives

Facilitation can also be used at the organization, project or community level. Group energies are focused on a task or a limited issue
Discussion is structured without controlling what is said
Discussion is kept to the topic, with new issues identified and reformulated as they arise
Participation in discussion is equalized
The facilitator probes for consensus or agreement on issues What are a facilitator's main goals? Guide the group's discussion
Make sure everyone stays on topic
Reach a clear solution at the end of the discussion
Brainstorm ideas how to implement that solution Strategies for Facilitation Establish and maintain a high energy level
Ask “starting questions” that draw a vivid image
Have many follow-up questions
Recognize the “power of the pen”
Carry the group through the process
Separate neutrality from passivity
Design customized processes to address a group’s needs Activity Divide into groups of 4 or 5 people
Find common traits that apply to each person
Find unique traits about each person
Determine role of each person.... a. Oversee the project
b. Keep on schedule and on budget
c. Organize the process
d. Organize the content
e. Assign work to team members
f. Approvals and final editing of publication Project manager a. Conceptualize the project
b. Determine the look and feel
c. Direct the style for type, illustrations,
photos, and interactive content
d. Layout of the design for web and print Art Director/Programmer a. Write and edit text
b. Obtain approvals
c. Proof reading
d. Work with art director on photo shoots
e. Retouch and adjust images as need
f. Locate or create illustrations Content Creator a. Effectively communicate products to customers
b. Provide accurate & fair descriptions of work & price
c. Seek market needs
d. Maintain customer relationships Sales and Marketing What was the purpose of this activity? Become aware of coworker skills and characteristics
Skills inventory
Induce a feeling of empowerment among group members to decide what they are good at and what position they should hold Do you think this would work in a real company? Is there enough facilitation and empowerment in real GrC companies? Outsourcing Facilitation GATF/GAIN More outsourcing... - Supervising Print Production Workshop "Supervising Print Production workshop can help the company eliminate costly transitional problems, and even enhance a new or current supervisor’s skills. Attendees learn how important it is for supervisors to know what their job duties and responsibilities are to their customers, company, and fellow employees." Attendees Will Learn:

* To become proficient managers
* Effectively and efficiently manage consumables
* Capture, review, and use data
* Use proven techniques for problem solving, goal setting, planning,
delegating, team development, and managing conflict
* To Facilitate
* And much more!

Who Should Attend

* Pressroom Supervisors
* Lead Press Operators
* Prepress Supervisors
* Bindery Supervisors Steve Suffoletto, an adjunct instructor for PIA/GATF and RIT, has more than 10 years of hands-on production and quality management experience in commercial printing, folding carton packaging, and book publishing. He frequently speaks at trade show seminars such as GRAPH EXPO and has provided training for companies such as Agfa, Creo, Heidelberg, Xerox, Kraft Foods, and many printing companies.

Rick Green has trained and coached hundreds of professionals in communications, culture change, change management, continuous improvement, management development, leadership, facilitation, coaching, training, presentation, and team process skills. Workshop Leaders Some companies have special positions for the facilitation of philosophies such as Lean, Kaizen, and Six Sigma. (eg. R.R. Donelley has a Kaizen Facilitator ) Do you think it’s important for companies to outsource facilitators, have their own, or invest in both?

Advantages? Disadvantages? Break Use your facilitation skills to discuss the problem, and reach an agreement as to what happened to the press. Activity Purpose? You just reached a consensus! What is a Consensus? -A decision making process that includes all persons
-All members must agree on final decision
-All members have a direct voice and the power to veto
-Decision cannot be based on majority rule –noun, plural -sus·es.  
[kuhn-sen-suhs]–noun, plural -sus·es. con·sen·sus  1. general agreement or concord; harmony.
2. general or widespread agreement
(esp in the phrase consensus of opinion ) How a Consensus Works Do you think the GrC industry supports and promotes this? Activity—Who deserves the money?! Was it a true consensus or majority rule? Why use a consensus? Promotes participation
Empowers all people
Make everybody content
Look out for the best interest of the company, not the individual
Kaizen Now talk among all three departments and have a spokesperson speak for each group as to why they deserve the money. The entire group now must reach a unanimous consensus as to who will get the money to update their department and why. The group should keep the good of the company in mind rather than the individual departments. Consensus vs. Majority rule Winner and loser
Still conflict in the end
Minority's voice not heard
More empowerment in a consensus
Kaizen Lengthy process
All objections must be resolved
Often favors the status quo
Some ideas may be shot down to save time Cons of Consensus? Are there any tools the GrC industry uses to reach a consensus? Activity—Telephone Pictionary Why was the second round more successful than the first? What tools in the industry help reach consensus by nonverbal communication and a visual means of communication? Industry standards
Industries tools
Registration marks
5,000 Kelvin
Density Readings These tools make up for the lack of verbal conversation among designers, prepress, postpress etc.
Ensure companies around the world have reached a consensus ex: US printing company and Asian printing company agree on "Coca-Cola Red" based on 5,000 Kelvin viewing conditions and density readings The Indigo is really high quality, but also really expensive, it breaks down less frequently than a Ricoh, but the service tech also takes a lot longer to get to the plant. The Indigo also prints Chocolate cupcakes.

The Ricoh is less complex, but can do a lot of office type work like scanning and faxing and finishing, but often breaks down, luckily there is a service tech in town and usually shows up same day to fix the problem. The Ricoh produces vanilla cupcakes.

Weigh the options of both presses, convince your peers, and choose the best option unanimously. Your company has decided to invest in three dimensional digital technology by getting a 3D digital press. You have narrowed the field down to two machines. Consensus Building Review Ensures everyone's opinion is considered
Makes everyone content
Empowers everyone in group
Reaches a unanimous agreement
Can be reached verbally or nonverbally Facilitation Encourages communication
Brings out all points of view
Saves time
Facilitators should carry group through process
Encourages sharing of ideas
Facilitation helps reach a consensus! Facilitation & Consensus Building in the Graphic Communication Industry Facilitation & Consensus Building Stephanie Coffaney
Monica Engel
Jake Goble
Samantha Lionheart Why is facilitation useful? Brings out all points of view
Time is often saved
Makes tasks easier for others Clear proposal by author
Clarifying questions to make sure everyone understands Discussion and debate-Find the general consensus of the topic
Call for objections or strong concerns-must have reason why
No reason or invalid reason will still allow the decision to pass In House Facilitators Quality Circles A volunteer group composed of workers who are trained to identify, analyze and solve work-related problems and present their solutions to management in order to improve the performance of the organization, and motivate and enrich the work of employees. Quality circles meet at least once a week on company time and are trained by competent persons (usually designated as facilitators) who may be personnel and industrial relations specialists
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