Guide for workshop co-ordinators
This leaflet includes some proposals to make the atmosphere in a workshop relaxed and more interactive for the participants. The tools proposed here are taken from: "Manual for action; Techniques to enable groups engaged in action for change to increase their effectiveness. "
It is written by Martin Jelfs, and distributed via Action Resources Group, c/o 13 Morningside Grove, London E3 4 NS, costs circa four pounds.
General remark: Productivity and Creativity are increased in groups if the fear of comment is removed.
INTRODUCTION:
In a group, where usually not everyone knows the other persons around, there should be an introduction. Pure Names are difficult to remember, so it is best to combine the introduction with some fun-filled tools.
1.Names
participants sit in a circle and each one says their name, and also says why they have come for (useful for agenda planning as well), for personal affirmation (everyone saying a talent they have), for positive thinking and personality revealing (by everyone saying one good or new thing, that happened to them the last week) or sharing other types of information.
2. Drawing
everyone could do a drawing about oneself, each person shows and explains after a while, write their name to the picture and bluetack it to the wall
3. Pantomine introduction
ask participants to depict without words an activity they enjoy, something which is important to them or a response which is characteristic of them. But no one should be forced to do this!
4. Beanbag/ ball
Persons stand in a circle and shout their names while throwing a ball or bean bag, after a while it is now the persons catching the ball shouting the name of the person who threw it.
etc.etc.
[ It may seem that these introduction would not relax people especially the shy, but no comments should make on how people 'perform' or how much they participate. Once the introduction games are over which they should be quite soon, they should not take over meeting, everything is downhill from there and people will feel much more relaxed about participating (really you unbelievers :) ]
CLARIFICATIONS
wall papers
makes problems, agenda, questions and minutes visible and easier to follow, also useful tool for brainstorm, series brainstorm etc.
Useful tool as well:
- note down expectations of the audience, wall charts could be further divided into "content", "format", "practical details".
EVALUATION
it should be lead by a different person from the one who led the event. Otherwise participants with negative feelings , esp. those who feel alienated from the group or event, will fall silent.
It could be an oral, written, brainstorm, utopian or rating evaluation.
GROUP STRUCTURE AND GROUP PROBLEMS
There are many roles taken in a group, like initiators, who proposes tasks, goals, defines problems etc., the information seeker requests relevant facts, the information- giver offers relevant facts, the opinion-seeker asks for suggestions, ideas, statements of values, feelings, the opinion-giver shows how she or he is feeling, the elaborator gives examples, develops meanings, explains, the summariser pulls together related ideas, shows contradictions, restates suggestions, offers conclusion, the agreement-tester finds out if there is agreement, other roles might be listener, harmoniser, compromiser, communication-facilitator, goal and standard-setter, encourager. Negative, egocentric roles can be cynic, blocker, dominator, playboy, recognition seeker.
It must be seen that every group is a collection of individuals with personal needs, and in order to perform tasks, everyone’s feelings must somehow be taken into account.
Problems can be:
1. dominance and leadership
Often, a person seen as most productive in terms of their task, is seen to be the leader. Often, especially in a series of meetings, this person could become the least liked, as the leadership and productivity is felt as control and arouses resentment and dislike. Divided responsibilities and the use of tools should be enforced to create a warm and supportive atmosphere. Often the biggest problem about this issue is, that everyone in the group has to be aware of this problem. The problem may also arise about informal advantages or feeling strong about an issue. Tools should be used to reduce the psychological forces to dominate and be dominated.
2. boredom
there is not much to be done to get over uninteresting parts, but it helps, to take it in small dosages, to do a brief midway break, having adequate ventilation in the room, also it is good to have drinks available and in the afternoon, when people’s energy is lowest, to have some biscuits or cheese available. the duration of a meeting should not be longer than 75 minutes
3. confusion
using wall charts and wall agendas might help, frequent summarising, rephrasing and re-cap helps, as well as paraphrasing: repeating what is said from the person before, so that misunderstandings, abstract arguments etc, can be avoided and the pace of the discussion makes it easier to follow.
4. hidden agendas
are topics, an individual or a small group wants to discuss, but which is not openly revealed.
People might feel dissatisfied if the meeting has not met their expectations.
Tools to help are brainstorming the agenda at the beginning, hold a gripe session or a free expression time in the middle of the meeting and to evaluate a meeting at the end to bring to the surface any dissatisfaction.
6. negative, distrustful atmosphere
This happens when everyone puts the worst interpretation on every remark, disagrees with every statement or suggestion, and may start to make sly or personal remarks in dealing with a disagreement. Possible reasons might be hidden agendas, disillusionment with the rate of progress of the group, personal feuds or power struggles, tiredness, or personal unrelated general bad mood.
The only remedy to break the tension is to use more interactive tools, like a gripe session, re-drawing the agenda, asking everyone to say something positive about an idea before criticising it, breaking into non-verbal games like a TRUST CIRCLE, pretending everyone is a stranger and using introductions, or using affirmation exercises. If everything fails: give up! Admit that the meeting is unproductive and know there will be other opportunities.
A useful and important tool is to go round in the circle and everyone says how he/she feels and why. Comments on it are forbidden, if the tool should stay effective and opinions and remarks honest, but the co-ordinator could make notes and react and change the tools and its means therefore.
SOME THOUGHTS ABOUT MOTIVATING PEOPLE
Listen carefully, encourage people and their ideas, set clear goals, be optimistic and friendly, recognize achievements, be sincere, create security, recognize what’s important to your group, make your workshop fun and be confident, encourage creativity.
Demotivating is pessimism, complaints, being uninterested and a failed communication, self-righteousness, unfair behaviour and too much control.
This page was originally put together to be given to people co-ordinating workshops as suggestions for a gathering in Edinburgh called Mouth Off! as a part of an effort ensure a more participatory and productive event.