Group Meeting Facilitator

Job Description

Group dynamics can be complicated at best when critical decisions need to be made.  A Group Meeting Facilitator interacts with groups that need coaching to work productively as a team to reach a common goal.  The group meeting facilitator guides discussions of the topics laid out in group meetings and project/taskforce initiatives agenda, with the purpose of moving the team towards a common goal.

A skilled Group Meeting Facilitator fosters collaboration and teamwork and manages conflict among team members.  The ProSidian Consultant | Group Meeting Facilitator, will coordinate, lead, and support all phases of team meetings to ensure progression and completion of work as well as supports the Global Project Lead (GPL) And Project Team, and is accountable for the quality, timeliness, and effectiveness of group meetings and/or project/taskforce initiatives and ends with the delivery of the final outputs that achieve stated mission objectives.

The job of a "Group Meeting Facilitator" is more of the "conductor" than a participant throughout the Program Period.  The ProSidian Group Meeting Facilitator shall serve as a consultant to clients across private companies, fortune 1,000 enterprises, and government agencies of all sizes.  You direct the flow and energy throughout the program period.  You observe participants' body language, listening carefully to what they say, drawing out those members who are not speaking, and gently moving group meetings and project/taskforce initiatives along when a member monopolizes a conversation.

The ProSidian Group Meeting Facilitator shall work with and help groups, such as business teams, advisory boards, emergency action task forces, working groups, strategy planning teams, and community organizations with representatives who may have differences in perspectives, cultures, backgrounds, and shaped viewpoints to solve problems and improve operations through a structured approach to strategic solutions.  The group meeting facilitator serves as the process manager for getting past obstacles so that the group can communicate effectively.  Running a successful meeting will help clients and stakeholders operate efficiently, provide experience for all members, and drive towards successful outcomes from group meetings and project/task force initiatives.

Facilitate interaction among multi-party entities and representative bodies consisting of a balanced mix of diverse local and regional interests affected by and convened to contribute to varying project/task force initiatives.  Enable participative discussions and learning among group members, allowing them to express and present different opinions while maintaining a respectful environment. ProSidian's consultative meeting facilitation service blends that depth of understanding with our unique expertise. Our proven, seven-step process introduces ways to link your vision, goals, and initiatives to your meeting agenda and helps you achieve your desired outcome.

The ProSidian difference: local to global | extensively researched practice | deep content and process expertise | comprehensive engagement - scope and configuration management, Pre-planning, in-meeting facilitation, and post-meeting follow-up

• Coordination/Logistics Processes – support creation and revision of Standard Operating Procedures (SOP's) and manage/support all aspects of meeting scheduling (location, venue, and time) in accordance with established guidelines, standards, and principles. Develop and support the approval of individualized Plans of Action and Milestones (POA&M) incorporating requirements of program leadership, sub-group chairs, and meeting attendees.  The plan shall be designed to capitalize on the strengths while ensuring coordination of both professionally based principles and support tools, technology, and processes.
• Topic/Agenda Acceptance – work with groups to clarify meeting content, objectives, and to establish ground rules that govern behavior. Review information from previous meetings and develop agenda/desired outcomes.  Follow up on action items.  Introduce a variety of strategies to keep the process structured without interfering with group productivity.  Following acceptance, pre-work is done includes interviewing program leadership, sub-group chairs, and meeting attendees to gain consensus on the topic/agenda for each program session
• Group Meeting Agendas – work with clients, meeting participants, and stakeholders to develop agendas (adequately estimated for time frames) that will achieve stated goals and objectives. When desired, and as needed, introduce dialog, decision-making, and other communication models and tools as part of the agenda or as just-in-time training to enhance the process and achieve desired results.
• Client Conference/Program Participation – select appropriate methods and tools that will enable participants to achieve results. Listen and proactively respond to client and stakeholder intentions and desires to enhance the process and achieve desired results.  Help clearly define stated goals and objectives for success, both in group meetings and/or project/taskforce initiatives and beyond.
• Ongoing Course Adjustments – consultative facilitation while working in close partnership with clients, meeting participants, and stakeholders throughout the program period; making the best possible use time and resources; correctly observing interests and developments, and working to enhance the process and achieve desired results. When problems or issues come up, work to resolve conflict, and return to goals.
• Dynamic Process Interactions – create environments that allow civil dialogue and input from all participants and above all -- remaining neutral throughout the process.  Recognize that group meetings and project/taskforce initiatives are dynamic processes and that new insights and ideas can emerge that could significantly shift original intentions.  Work to respond to those emerging trends, needs, and themes while keeping everyone focused on the clearly defined meeting objectives while achieving desired results.
• Leadership Coaching/Support Initiatives – work to ensure the successful implementation of primary objectives through the facilitation of cross-functional meetings and internal department-level meetings.  Provide real-time coaching to clients, program leadership, sub-group chairs, meeting participants, and other stakeholders on ways to enhance group meetings and project/taskforce initiatives focused on the clearly defined meeting objectives that achieve desired results.
• Follow-Up Deliverables – work to improve the contributions from meeting participants; coordinate meeting schedules; provide assistance with the creation of agendas; facilitate meetings; distribute meeting minutes, and maintain task and issues logs.
• Post-Event Hot Wash / After-Action Analysis / After Action Reports – after the session is over, a complete report describing everything that went on in group meetings and/or project/taskforce initiatives shall be prepared.  An organized debrief post-meeting and provide post-meeting feedback session held to provide suggestions and improvements for future meetings.  All action items agreed to by the participants are documented as part of this report.
• Public Involvement And Communications – foster collaboration and communication through open, ongoing, and effective maintenance of knowledge repositories to include correspondence, presentations, meeting summaries, work products, and responses to information requests by ensuring distribution of requested information. 
• Document Retention And Knowledge Repositories – live capture of meeting discussion/decisions in Microsoft word or excel is also expected.  Maintain a library per established guidelines as a repository of related information co-located with the clients, program leadership, sub-group chairs, meeting participants, and other stakeholders as the official record required (i.e. Per Federal Advisory Committee Act - FACA) for an information repository.
• Program/Recommendations Implementation – help participants reach decisions and accomplish goals. Help facilitate group meetings and/or project/taskforce initiatives, gain consensus, and manage the execution of action items, recommendations, and resolutions through counsel and support to clients, program leadership, sub-group chairs, meeting participants, and other stakeholders.
• Group Meeting Logistics – Lead and support the development of group and committee meeting agendas; Lead and support the development of group and committee meeting minutes and interim stage summaries; Coordinate and manage meeting logistics including venue, audiovisual, meeting attendance, and technology-related requirements; Manage functional and technical requirements for successful management of committee, group, and full board meetings, conference calls, agenda development, and other logistics concerns. 
• Quality Control/Quality Assurance – Effectively facilitate/manage meetings towards achieving desired outcomes, maintain order and keep meeting running on time; Deliverables are provided timely at each phase; Required documents are delivered with 3 errors, or less and extensive revisions are not required.

Qualifications

• A Bachelors' or Masters' Degree from an accredited school (Preferable) and/or a minimum of 3 years' experience in a similar position
• Minimum of eight years' experience working with senior management.  
• Experience supersedes/complements academic achievement with a satisfactory, post-graduate experience that includes substantial experience in one or more of the following modalities of practice: facilitation of Strategic Planning Facilitation, Board Retreat Facilitation, Advisory Boards and Conferences or group decision-making meetings utilizing a Strategic Planning Facilitation, Board Retreat Facilitation, Advisory Board and Conference model which emphasizes team/group engagement and consensus-based decision-making or the conduct of professional training on topics related to Energy, Manufacturing, Chemical, Retail, Healthcare, Telecommunications, Hospitality, Pharmaceuticals, Banking & Financial Services, Transportation, Federal, and State Government Agencies
• Project management experience is required, including developing and managing scopes of work and budgets
• Ability to foster collaboration and communication, leads the coordination of meeting schedules, assist with the creation of agendas, facilitate group meetings and project/taskforce initiatives and distribute meeting minutes are expected
• Ability to live capture of meeting discussion/decisions in Microsoft word or excel and able to summarize chunks of information for clarity and understanding
• Combination of education and experience that provided the individual with the required knowledge, skills, and abilities minimum of three (3) years industry experience, with a thorough knowledge of the project management discipline and demonstrated ability to apply within a complex organization
• Comfortable working with group dynamics while managing group meetings and project/taskforce initiatives or activity process
• Competent at making observations and recognizing when interactions, situations, or group dynamics change. And if there are disruptive behaviors, promptly intervene to disperse or extinguish them
• Demonstrated ability in instruction and staff development, inclusive of a) development of group meetings, training, and project/taskforce initiative materials, b) coaching and mentoring of peers, leadership, and staff.
• Effective meeting leadership (in person and remotely) with a variety of Internal and Customer SME's
• Exceptional customer service skills, over the phone and in person, with our client and internal committees
• Experience and confidence in working closely with clients, program leadership, sub-group chairs, meeting participants, and other stakeholders, primarily through the facilitation of cross-functional meetings and internal department-level meetings
• Experience directly related to quality assurance or quality control responsibilities
• Familiarity with core Microsoft office tools and processes, especially: excel, outlook, word, and PowerPoint
• Highly organized, independently motivated leader with proven ability to multi-task
• PMP certification a plus +
• Skills in group learning techniques, as well as skills in problem-solving, conflict resolution, team building, planning, and organizing
• Strong interpersonal skills with the ability to build enthusiasm, urgency, and influence without direct authority
• Strong sense of urgency, problem-solving skills, and assertive enough to get things on track with appropriate suggestions or to redirect group efforts
• Strong written and oral communication and developed cross-functional teamwork and collaboration skills
• Valid passport required, and ability to travel as required

Additional Information

CORE COMPETENCIES

• Teamwork – ability to foster teamwork collaboratively as a participant, and effectively as a team leader
• Leadership – the ability to guide and lead colleagues on projects and initiatives
• Business Acumen – understanding and insight into how organizations perform, including business processes, data, systems, and people
• Communication – ability to effectively communicate to stakeholders of all levels orally and in writing
• Motivation – persistent in pursuit of quality and optimal client and company solutions
• Agility – ability to quickly understand and transition between different projects, concepts, initiatives, or work streams
• Judgment – exercises prudence and insight in the decision-making process while mindful of other stakeholders and long-term ramifications
• Organization – the ability to manage projects and actions, and prioritize tasks