Instructions for INECE Workshop Facilitators
This
document is intended to provide basic guidance to assist Workshop facilitators
in structuring and managing their Workshops to achieve meaningful results. Each Workshop is scheduled for two hours.
The success of the workshop discussions will be much dependent upon the ability
of its facilitator(s) to organize this process. With regards to preparation, we
strongly recommend that you focus attention on preparing one primary question
for consideration (with several secondary questions) and the results that you
anticipate. INECE will assign
Rapporteurs to each session to capture the discussion and document the
outcomes. The times in () are suggested guidance.
On
Sunday evening, at 17:00 hours, a one-hour training discussion will take place
at the hotel in the Cedro I Room for all Facilitators and Rapporteurs to answer
questions and share ideas to maximize the value of the Workshop sessions. The facilitators will receive the list of
participants in their workshop at the meeting.
Ÿ
Results should be directed
towards future INECE actions, perhaps in partnership with others, and in
furtherance of the three INECE goals:
o
Ensuring Effective Environmental
Enforcement Through Institutional Strengthening and Performance Assessment;
o
Raising Awareness of the
Importance of Environmental Compliance and Enforcement
o
Constructing Effective
Interlocking Networks at the Country, Regional, and Global Levels
Ÿ Facilitators should be familiar with draft outline of INECE strategic plan and draft outline of Conference Statement; both will be distributed in the meeting on Sunday.
Ÿ Facilitators also should be familiar with INECE web site and newsletter, as possible vehicles for recommended actions http://inece.org
The key functions of facilitators are as follows:
Ÿ Introduce yourself; (5 min)
Ÿ Request participants to introduce themselves (this should be done clearly: name, country, organization - 30 seconds per person); Please request all participants place their name tent in front of them (12 min)
Ÿ Indicate the objectives of workshop discussions and the expected outcomes. We suggest writing those on the flipchart, leaving it front during the entire workshop (e.g. put them on wall). Focus the discussion around one key question (one or two backups may help keeping discussion moving). (10 min)
o Make sure everyone understands the question(s)
o Facilitators request comments on objectives and anticipated results
o Modify or revise objectives and anticipated results as appropriate
Ÿ Explain that participants should agree on certain rules, e.g. to express opinions in a way that lets others respond; don't interrupt the speaker; use a certain gesture to show that he/she wants to speak, etc. (8 min)
o Describe agenda or, if the meeting is less formalized, indicate the time allocate for each part of discussion or activity;
o The Rapporteur, with input from the Facilitators and participants will report outcomes to co-chairs, with more extensive version published in volume 2 of the proceedings.
It is the facilitator’s role to manage the discussion and ensure it stays focused and fairly moving toward results. We suggest that one of the facilitators or a participant "warm up" the audience through a short presentation on her/his experience and views on the respective topic. Always encourage questions and don't allow "silence". Inject questions as necessary to stimulate the discussion. Maintain a comfortable working atmosphere and avoid conflict situations. Let each participant express his or her view; don't give any preference. Be watchful of time; one person generally should not speak more than 2-3 minutes at once.
Ÿ
Consider initial “brainstorming,” with later focus on
specific and more concrete steps leading to action
Ÿ
Facilitator call for discussion of question(s) one at a time
Ÿ
Regardless of number of participants, or technique for
guiding the discussion, encourage all participants to speak and share ideas
Ÿ
Make sure Rapporteur is following along with confirming
understanding of key results and discussion
It is important to capture the discussion on paper. Each room will have a flipchart; ask participant who make key proposals or ideas to write it down on the flipchart. (Note: Each flipchart paper should be identifiable: at the end of discussion mark them, indicating the workshop, date of the workshop, and pagination in the following form: page X of total Y pages.)
Ÿ Facilitator and Rapporteur outline key points/conclusions - The Rapporteur will be taking comprehensive notes on a computer during the session.
o Try to guide the participants to suggest action items
o Consider relating action items to draft outline for the INECE strategic plan
o Facilitator or Rapporteur explains that a summary of the outcomes will be presented daily to the Co-Chairs (at least the ˝ page) Note that the Secretariat will try to post draft summaries on the Web site daily
Ÿ Facilitator thanks participants and encourages follow up
o Invite further comments to Rapporteur or Secretariat
o Invite follow up through other avenues, including stories for the Newsletter, or postings on the Web site