Facilitation Skills for Training the Trainer (TTT) Programme

Facilitation Skills for Training the Trainer (TTT) Programme

1. Facilitation Skills for Train the Trainer (TTT) Programme www.cbec.gov.in https://cbec-gst.gov.in

2. Lesson Overview The Facilitation skills lesson introduces you to various skills required for conducting an effective training session. After completing this lesson, you will be able to: Describe the qualities of a successful presentation Describe the structure of the presentation Use facilitation skills for conducting training session

3. What are the Reasons of a Flop Presentation? Discuss why a presentation fails ? Know the audience Find out how to keep the audience engaged throughout the presentation Be interactive. Involve the members of the audience As them questions Cite real life examples when explaining a concept. Audiences can relate better Make sure that the audiences know what the objectives of the training are

4. Lesson 1 Successful Presentation

5. Importance of a Good Presentation A leadership skill: Effective and efficient methodology of getting things done Helps the team understand what is required of them 2. A decision-making tool: Top management or the client can decide on the acceptance of a proposal Customized for a defined audience and presented in defined set of time 3. Visibility in your organization: It puts “You” on display It facilitates interaction with the audience

6. Effective Presentation Qualities

7. Retention Pyramid This is how adults learn and retain knowledge. Try to have different activities based on the topics taught so that the learners can learn effectively. 55% 38% 7% Tell me, I hear Let me do and I understand Show me and I see

8. Composition of a Good Presentation 8 Content (The way it is Organised ) Conciseness & Clarity Structure (well planned and Organised ) U se of Visual aids Delivery (The way it is delivered) Voice modulation, use of appropriate words Humor Appropriate body language Conviction Diligence Enthusiasm and confidence Interest in the audience Interest in the subject

9. Presentation Planning Successfulness of a presentation is directly proportional to its planning. Why planning is required??? It lets you know what to expect It provides logical flow to the presentation It ensures a smoother delivery It gives you confidence It helps you know how effective your presentation is to the audience

10. Know Your Audience 10 Commonalties Motive (Audience needs) Culture Age Level of understanding Attitude Size of class Education Skill Level

11. Lesson 2 Structure of a Presentation

12. Presentation Structure

13. Introduction of a Presentation 13 Capture the attention of the audience by: Asking a tricky question Telling a joke Telling a story, anecdote, shocking facts Using a quotation Stating an impressive fact Referring to the previous speaker/occasion Making a promise Offering a sincere compliment Making an emphatic statement

14. Maintaining Audience’s Attention 14 Keep the attention of audience maintained by : Interacting with the audience Avoiding rambling Showing empathy Regaining their attention Building Rapport Building Trust Pacing out objections Directionalizing thinking

15. Presentation’s Body 15

16. Presentation’s 4Ps 16

17. Presentation Conclusion 17 Review your main points/summarize Give a call to action Tie back to the introduction Ask a rhetorical question Don’t ramble on Don’t just stop!

18. 3 T Formula Tell them what you are going to Tell them Tell them what you have to Tell them Tell them what you just Told them

19. Lesson 3 Facilitation Skills

20. Competence Window

21. Who is a Facilitator? A facilitator is responsible for structuring groups and group activities in a manner that supports and inspires the participation of all members and allows the group to accomplish its goals and objectives.

22. Facilitator’s Job Requirements Connect between participants and training objectives Facilitator = Mediator Time guard Directing the conversation Facilitator is not: Involved in discussion Participant

23. Basic Facilitation Skills

24. Basic Facilitation Skills

25. Attending Skills Attending skills: Presents yourself in a mode that communicates interest and attentiveness. It builds rapport and encourages interaction. Helps you collect information by being in a situation to observe behavior and body language. Important attending skills: Face the audience Maintain eye contact Move towards participants Avoid distractions

26. Improving Voice Message + Conviction = Response

27. Basic Facilitation Skills

28. Managing Skills Managing skills involves: Building successful rapport Handling verbal and non-verbal communication Managing hostile audience Managing conflict

29. Building a Successful Rapport Facilitator must consider the following: Body movements Gesture Posture Eye contact Smile Facial expression Dress

30. Non-Verbal Communication When there is a conflict between the verbal and the nonverbal communication 7% is Verbal 38% is Vocal 55% is Nonverbal

31. Verbal Communication Verbal communication includes: Articulation Voice Language

32. Verbal Communication (Contd.)

33. Handling Hostile Audience Ways to handle a hostile audience: Explain the hostility (act dumb), ask for a validation Stress on the similarities - identify and expand points of mutual agreement Work objections into your presentation Don’t get personal Use humor as a relief Admit, t if you are wrong Don’t set up a popularity contest

34. Managing Conflict Conflict includes two dimensions: Your Personality or Style Personality of Participants

35. Basic Facilitation Skills

36. Observing Skills IT assists you in assessing how an information is being received. Based on your observations, you may adjust to the needs you see. Steps: Observe body language Determine feelings based on observations Select actions based on inferences

37. Basic Facilitation Skills

38. Listening Skills Listening skills: Enables you to exhibit your understanding of the participant’s perspective. Provides you feedback on how information is being received which is important to how you proceed as the facilitator. Steps: Concentrate on what the participant is saying. Listen to the words being expressed. Interact with the participant to make sure accurate understanding of the information is expressed. Paraphrase what was said to demonstrate understanding.

39. Basic Facilitation Skills

40. Questioning Skills Helps to decide what the participants know or perceive. Facilitates feedback and increases understanding Encourages discussion Assists the group toward what they are trying to achieve

41. Impact of Not Using Questions

42. Question Types The various types of questions are: Open-ended Close-ended Overhead Relay Reverse Rhetoric

43. Asking Questions Tips for asking questions are: Plan your questions Distinguish between questions to get information (facts) and those to get opinions Connect questions to the audience’s background Move from general to specific Maintain one topic at a time

44. Handling and Responding State questions to entire group Pause Write the question Recognize contributions Foster responses During silence look for non-verbal cues indicating ideas Rephrase the question Avoid "yes" or "no" questions Avoid creating defensive responses Ask "single issues" questions

45. Types of Responses Paraphrasing Explore Further Mirroring Stacking Encouraging Making Space Intentional silence Listen for common grounds

46. Types of Responses (Contd.) Paraphrasing examples: “It sounds like you’re saying...” “I hear you saying...,” “Let me see if I understand you…” Explore Further examples: “I understand so far, now tell me more.” “I hear you saying…, now can you tell me more?” “What do you mean by…?” “How so?” “You said…, because…?”

47. Types of Responses (Contd.) Mirroring example: Speaker: "I like giving two book awards." Facilitator: "You like giving two book awards." Stacking example: “Bill you are first, Nancy second, Tom you’re third…” Encouraging: “Who else has an idea?” “Is there a student’s perspective on this topic?” “The women (men) have been quiet. Do you have any comments?” “What was said at table two?” “Let’s hear from someone who hasn’t spoken for awhile.”

48. Types of Responses (Contd.) Making space example: “Would you like to speak to this?” “What are your ideas?” “Did you want to add anything?” “You looked like you wanted to say something.” Listen for common grounds example: "We agree on these points…… and disagree on these……”

49. Tips for Answering Questions LISTEN ! Build answers or questions in your presentations Acknowledge or appreciate the question Occasionally repeat/paraphrase the question Help out nervous or awkward questions Compliment the tough question Frame your answer Check the clarity of your answer and verify

50. Tips for Answering Questions (Contd.) Answer the entire audience Keep control of the presentation Recognize the participant by name if you can Refer questions, you are asked, to a knowledgeable person in the audience Spread the questions around Answer the questions clearly If you don’t know - Say So !

51. Lesson 4 Facilitation Skills - Tips

52. Tips for Facilitation Success (For Facilitator) Welcome Nervousness Be Organised Prepare the Meeting Environment Practice, Practice, Practice Visualize Success Anticipate What Could Go Wrong Look Your Best Arrive Early Breathe Deep Keep Something to Drink Handy Individually Greet Participants Count to 10 Before Reacting/Responding

53. Tips for Facilitation Success (For Audience) Welcome and Overview What’s Ahead Individually Greet and Welcome Participants Conduct an Icebreaker/Introductions Use Humor Appropriately Use Inclusive Language Have Food and Drinks Prepare the Meeting Environment

54. Tips for Facilitation Success (For Environment) Windows and Noise Distractions Temperature Atmosphere Food and Beverages Name Tags Name Tents Introductions/Get Acquainted/Icebreaker Room Arrangements

55. Performance Tips Don’t Apologise Speak loudly & clearly Use short simple sentences Avoid jargon & abbreviations Vary pitch, tone, volume, speed and pauses Avoid distracting mannerisms Relax, be enthusiastic Make eye contact Keep an eye on the time remaining Explain figures, and point to important aspects Give a clear and concise summary, then stop. Don’t go overtime.

56. Humour Tell a joke if you have a good sense of humor Don’t assume others have the same sense of humor as you do Avoid topics that appear sexist, religious, political Use humour only to interpret a serious issue in a lighter way Note: No humour is better than bad humour

57. Do’s and Don’ts In presentation sessions don't forget the following: Eye contact Commitment/enthusiasm Body language & motion Audience awareness Flexibility In presentation sessions do not do the following: Turn away questions Ignore signs of audience fatigue Be afraid to stray from your script Turn your back to the audience Stand at the back of the room/between the light and the screen while using audio visuals Panic. You’ve practiced and are ready

58. TEACH BACK SESSION

59. Overview The Teach Back module provides duration to each and every participant for conducting an effective training session. After completing this module, you will be able to: Gain an insight on your facilitation skills Understand your short comings during presentation

60. Course Summary You have now completed the Train-The-Trainer course materials and should be able to: Use the facilitator guide Understand effective presentation skills Conduct a training session

61. Questions?