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Facilitator’s ManualAs a facilitator, your role is to guide the flow of the meeting, ensure that all members have a chance to be heard, and help the community reach consensus on proposals and discussions. Facilitating text-based meetings requires clear communication, patience, and a commitment to maintaining an inclusive, respectful environment. This manual will guide you through each step of the process. Pre-Meeting PreparationReview the Agenda Before the meeting, review the agenda prepared by the Agenda Committee. Make sure you are familiar with the topics to be discussed and anticipate the time each item might require. Consider the following:
-* Who will provide updates on each topic? -* Are there any proposals requiring votes or discussion? -* Are there any potential conflicts that might arise during the meeting? Announce the Meeting Post a reminder in the #community-meetings chatroom 24 hours before the meeting, notifying members of the upcoming meeting time. Include a link to the agenda if available, and remind members of their ability to block remotely if they can’t attend.
Arrange for a Note Taker If you haven’t already, reach out to a member to volunteer as a note taker for the meeting. If no one volunteers, the Agenda Committee will handle notes after the meeting.
Opening the MeetingStart with the Opening Ritual Begin the meeting with the Opening Ritual as documented in the bylaws. This is a way to bring everyone together and focus the community on the discussion ahead.
Example:
“Welcome to our monthly meeting! As per our tradition, let’s take a moment to reflect on our community’s values: equal access, serving the transgender communitY. Let’s ensure our discussions today reflect these values.” Volunteer Note Taker Confirm the note taker for the meeting. If one is not present, ask for a volunteer or confirm that the Agenda Committee will handle notes after the meeting.
AnnouncementsShare Community Updates Ask the Agenda Committee to share any announcements or updates they’ve prepared. Allow a few moments for members to read through the updates and provide comments if necessary.
Example:
“Let’s begin with announcements from the Agenda Committee. Please take a moment to read through them, and we’ll move on shortly.” Handling the AgendaIntroduce Each Topic For each agenda item, provide a brief introduction and clarify who will be speaking or presenting. Invite members to share their thoughts or ask questions one at a time.
Example:
“Our first agenda item is a proposal for expanding our outreach programs. [Name], could you provide an overview for everyone?” Manage Time Effectively Each agenda item should be limited to 15 minutes unless more time is agreed upon by consensus. Monitor the time closely and give a 5-minute warning as discussions draw to a close.
Example:
“We have 5 minutes remaining for this topic. Please share any final thoughts before we move on to the next item.” If time runs out and consensus hasn’t been reached: “Since we’re running out of time, let’s table this discussion for now. We can revisit it at the next meeting or continue discussing it asynchronously in the #community-meetings chatroom.” Facilitating Consensus and BlocksConsensus Building As facilitator, your role is to ensure discussions are inclusive and respectful. Guide the group toward consensus by encouraging members to share their concerns, suggest amendments, and find common ground. Remain neutral and avoid influencing the outcome with your own views.
Example:
“Let’s try to find a solution that works for everyone. Does anyone have suggestions for how we can modify the proposal to address these concerns?” Handling a Block If a member issues a block (either in real time or remotely), acknowledge the block and ask the blocking member to explain how the proposal violates the community’s values. Encourage discussion to resolve the block and work toward a compromise.
Example:
“We’ve received a block on this proposal. [Name], could you please explain how this conflicts with our core values? Let’s see if we can find a way to adjust the proposal to address your concerns.” If consensus cannot be reached and the block persists, table the proposal and arrange for further discussion outside the meeting. Example:
“It seems we’re unable to resolve this block today. Let’s table the proposal and revisit it once we’ve had more time to discuss possible solutions.” Remote BlockingAcknowledge Remote Blocks If a member has issued a block remotely, share the block with the group during the meeting, along with the explanation provided. Treat the remote block the same as a live block and work toward resolving it.
Example:
“We’ve received a remote block from [Name], who could not attend today’s meeting. They’ve expressed concerns that the proposal conflicts with our value of dependability. Let’s discuss how we can address this concern.” After the meeting, ensure that the remote blocker is involved in any follow-up discussions. Selecting the Next FacilitatorNominate the Next Facilitator At the end of each meeting, facilitate the process of choosing the next facilitator. This can be done through voluntary nomination or by consensus. Remind members that facilitators must meet the eligibility criteria outlined in the bylaws.
Example:
“Before we close, we need to choose a facilitator for our next meeting. Would anyone like to volunteer?” If no volunteers come forward, work with the group to select a facilitator by consensus. Closing the MeetingEnd with the Closing Ritual Conclude the meeting with the Closing Ritual to reinforce community and gratitude.
Example:
“Thank you all for your time and participation. Let’s close by appreciating the effort we’ve put in today and reminding ourselves of our shared values. See you at the next meeting!” Ensure Follow-Up Confirm that the note taker or Agenda Committee will compile meeting notes and share them with the community. Also, ensure that any unresolved blocks or proposals are documented for future discussion.
Post-Meeting ResponsibilitiesShare Meeting Notes Ensure the meeting notes are posted in the #community-meetings chatroom within 24 hours, so members who could not attend can stay informed.
Address Any Follow-Up If any proposals were tabled or blocks were unresolved, facilitate follow-up discussions in the #community-meetings chatroom or schedule additional meetings if needed.
Key Facilitation Tips Stay Neutral: As a facilitator, it’s important to remain neutral during discussions. Your role is to guide the process, not influence the outcomes.
Encourage Participation: Make sure every member has a chance to speak, especially those who may be less vocal.
Monitor Time: Keep an eye on the clock to ensure that the meeting flows smoothly and all agenda items are addressed.
Respect Blocks: Blocking is an important part of consensus-based decision-making. Treat all blocks with respect and work to resolve concerns collaboratively.
Maintain Respect: Ensure all participants are respectful and considerate, especially during disagreements.
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