Each year, outstanding
Steven Worker, a Program Representative in the Statewide 4-H Office, applied concepts of the Essential Facilitation training, offered by ANR trainers, to his work with the youth ambassadors to help them accomplish their goals for the Leadership conference.
Worker observed that many of the youth and adult volunteers had been used to a more structured format for meetings, using parliamentary procedures or Robert's Rules of Order. "The group found it easier to be creative in an environment that welcomes, and is open to, ideas bouncing around. With the emphasis on group participation and the importance of each individual's input, it is much easier to reach consensus, the preferred decision-making mode for the participants," Worker stated. "The youth quickly developed an appreciation of facilitated meetings rather than the more formal formats."
Worker introduced key EF techniques at the Youth Ambassadors orientation meeting in the fall. The youth agreed on Group Commitments at their first meeting. Similar to Ground Rules or Meeting Agreements, Group Commitments were established for the entire year and were reviewed at the beginning of each meeting. Because participants developed the Group Commitments themselves, they owned them as a way to stay on track at each of their meetings. One of the most used commitments was to "stay focused," and all group members felt comfortable referring to it during the meetings. Other Group Commitments were to:
Be respectful
Be open minded
Be open to compromise
Prohibit "trash talking"
Follow through on commitments
Listen to everyone
Keep in communication with one another
During subsequent meetings, Worker enlisted two volunteers from the group to facilitate the next meeting. Worker and his volunteers met before the meeting to plan the agenda and determine what sections each would facilitate. During the course of the year, most of the group had the opportunity to use EF techniques such as brainstorming and using the N/3 process to identify top choices. The group was so focused on collaboration and honoring each other's ideas that when they needed to make choices, they worked hard to combine different ideas to accommodate as much input as possible.
Using EF techniques, 4-H State Ambassadors discovered the importance of meeting preparation. The teens learned that time spent on determining the outcomes, preparing the agenda, selecting the work processes and the roles for the meeting resulted in a more successful, effective meeting.
Attention to the physical layout of the meeting room facilitated better communication. Teens preferred the hollow square, so that participants could see each other.
The group used lots of tape and chart paper to record key points and decisions. Capturing the ideas on paper also validated each member's contribution.
The youth ambassadors learned to make decisions through consensus. The teens learned that, by using consensus, everyone could be heard to reach a decision that all could "live with" and support.