Overview:
Roundtable discussions are meant to be an open exchange of information between peers. The discussions literally take place around a table, typically with 10 to 12 people. The facilitator’s role is to maximize participation and ensure that discussion is kept on topic. This is not meant to be a monologue or a presentation, but an open discussion. It must not be a sales or marketing presentation. The facilitator should initiate the discussion with a brief introduction to the topic. This introduction may include a small write-up (1 page or less). The facilitator should then ask the participants if they have any questions or if they would like to discuss their own experiences with how the topic applies to them and why.
Up to two roundtables take place concurrently before a SPIN meeting. The “Needs and Leads” roundtable is an ad hoc discussion session meant for networking about issues and seeking opinions regarding problems participants share. A designated facilitator for this roundtable is not required, but the roundtable chair or someone to ensure the discussions flow smoothly could be a benefit. The other roundtable discussion is on a planned topic led by a facilitator and announced in the monthly SPIN meeting invitation. Both roundtable formats are excellent forums for developing new professional contacts.
Basic Guidelines for Roundtables:
Please try to begin between 6:10 and 6:15 P.M. The scope must be limited to what can be discussed in 45-50 minutes.
The facilitator does not need to be a “subject matter expert”.
It’s a good idea to ask participants to introduce themselves at the beginning. (People may trickle in after the start time; encourage them to join the discussion.)
Some facilitators begin with a short presentation. Others work from an outline or run an interactive exercise.
Many facilitators bring a few hand-outs of reference material for the participants.
Encourage participants to ask questions and to share their own experiences.
Capture the ideas discussed (a flip chart is provided). The facilitator can assign someone at the roundtable to take notes capturing the main ideas discussed. Facilitators are requested to provide a written synopsis of 250 words or less for within the week following the roundtable for publication in the SPIN Newsletter. For examples see http://www.boston-spin.org/newsletter.html
Participants are asked to complete evaluation forms at the end of the discussion.
Please wrap up the roundtable a little before 7 P.M. to allow participants to get settled for the main meeting.
Facilitator guidelines:
1. Bring ideas to the roundtable to start the discussion/brainstorming.
2. Encourage everyone to speak - everyone has a right to speak, not just the vocal people.
3. Allow participants time to think before they participate.
4. Focus the discussion on the topic:
Draw ideas out: "Is this what you mean?"
Help people continue the current specific discussion, not sidebar discussions.
Build on ideas brought forward if possible.
5. Pay attention to the person speaking.
6. Control the discussion so that unrelated topics are not introduced during the Roundtable; provide a time for a later discussion on the subject if the party so wishes.
Participant guidelines:
1. Present your own ideas on the subject.
2. Speak up so everyone can hear.
3. Be open to the ideas of others.
4. Active participation enhances learning opportunities for everyone.
5. Make comments specific, real, focused.
6. Comments or ideas will not be attributed to a specific person when notes are written up.
7. You have the option to pass.
Consensus guidelines:
Consensus is something you can live with, not necessarily something you like.
Thumbs up: I agree
Thumbs sideways: I can live with it
Thumbs down: I cannot live with it. Obliges person to discuss what they can't live with.
Facilitation books you may enjoy:
Sam Kaner et al, Facilitator's Guide to Participatory Decision-Making, New Society Publishers, Gabriola Island, BC, Canada, 1996.
Stanfield, Brian R., ed., The Art of Focused Conversation, 100 Ways to Access Group Wisdom in the Workplace, New Society Publishers, Gabriola Island, BC, Canada, 2000.
Online resources:
http://www.serviceleader.org/vv/vhosts.html
http://www.extension.umn.edu/distribution/citizenship/DH7437.html
Additional information for roundtable facilitators:
In case the roundtable chairperson isn’t there when you arrive, the SPIN reception area is just beyond the security desk. We usually have name tags out for attendees. The roundtables will be set up in the main meeting area. They will be to the left as you walk in. Flip charts will be labeled for each roundtable discussion. The MITRE liaison should be available to help you get situated. The MITRE Liaison is Sam Cardman.
