The Unseen Power of a Skilled Facilitator

This is a guest post, originally published on the Event Garde blog. View the original.

In a world where meetings and events, crucial conversations, and strategic planning are the lifeblood of organizational discourse, cohesion, and growth, the role of a facilitator often goes unnoticed. Yet, the impact of a skilled facilitator can be profound, transforming an ordinary gathering into a powerful and productive experience. Whether it's getting the most out of a subject matter expert, guiding a team through a difficult conversation, or orchestrating a large-scale strategic planning session, facilitators play a crucial role in shaping the outcomes of these interactions.

 I’ve attended the ASAE Annual Meeting since 2009, and this year, without hesitation, I can say that I experienced my favorite general session to date. The session featured Amanda Gorman, the youngest inaugural poet in U.S. history, whose moving poetry and articulate insights alone could have made it a standout. However, what truly elevated this session for me from great to extraordinary was the presence of Holly Ransom, a professional facilitator and master interviewer.

Holly’s role in the session was much more than simply asking questions; she meticulously guided the conversation, ensuring that Amanda’s thoughts were not only heard but deeply understood by everyone in the room. Holly came prepared with a deep understanding of Amanda’s work, a well-crafted series of questions, and a keen sense of how to keep the dialogue flowing naturally. Her ability to listen intently and adapt her questions in real time allowed for a conversation that was both insightful and engaging. Without Holly's skilled facilitation, the session might have been just another good talk. But with her expertise, it became a session that resonated deeply with most people in attendance, leaving a lasting impression.

Why a Facilitator Matters: Lessons from a Low-Stakes Conversation

This relatively low-stakes discussion underscores the often-overlooked value of having a professional facilitator when the stakes begin to ramp up. Consider the last difficult conversation you had with your team, board, or a cross-section of your membership. Such discussions can be fraught with emotional undercurrents, making it challenging to untangle emotions, devise a sound and unbiased process, or even anticipate the range of possible outcomes. In these situations, the presence of a third-party facilitator can be a game-changer.

A skilled facilitator brings an objective perspective, helping to navigate the emotional landscape while ensuring that the conversation remains productive and focused. They can guide the group through a structured process, ensuring that everyone’s voice is heard and that the discussion remains on track. This not only helps in reaching a consensus but also in creating an environment where participants feel respected and valued. The facilitator’s ability to manage the flow of conversation, ask probing questions, and mediate conflicts ensures that the discussion remains balanced and that the outcomes are fair and well-considered.

The Role of Facilitation in Strategic Conversations

Beyond individual conversations, the role of a facilitator becomes even more critical in large-scale planning efforts like strategic planning. These are complex processes where the stakes are high, and the outcomes will guide the direction of your organization for years to come. In such scenarios, the process is as important as the content, and this is where a professional facilitator truly shines.

Internal facilitators, while knowledgeable about the organization, are often too close to the subject matter to remain completely neutral. Moreover, they might face challenges in managing inappropriate colleague behavior or being taken seriously due to their existing roles within the organization. On the other hand, a professional facilitator is not only trained in these methods but also brings a wealth of experience from regularly practicing them. They can juggle the myriad of factors at play, from time constraints to participant dynamics, ensuring that the process runs smoothly and that the outcomes are robust and actionable.

The Expertise Factor: Why Specialization Matters

Moreover, the value of specialization cannot be overstated. Just as we hire a plumber to fix a broken toilet, entrust teachers to educate our youth, and go to a doctor when we are sick, we should recognize the importance of bringing in a facilitator who specializes in guiding complex conversations and processes. This is not to diminish the value of internal knowledge, but rather to highlight the synergy that can be achieved when an external process specialist effectively collaborates with internal subject matter experts.

For many organizations, the role of a facilitator is often the difference between a meeting that is merely satisfactory and one that is truly impactful. A professional facilitator brings structure, objectivity, and expertise to the table, ensuring that conversations are productive, strategic planning sessions are effective, and all participants are engaged and heard.

Following are just some of the reasons to partner with an external facilitator:

• Provide an unbiased, third-party perspective.
• Manage emotional undercurrents and ensure balanced participation.
• Structure complex discussions and help keep them on track.
• Design creative environments to boost stakeholder innovation.
• Combine process expertise with the internal knowledge of subject matter experts.