Facilitating Tips

Being a facilitator is not easy, there is not only the area, knowledge, there is the the tools and knowing where everything is.

Most of it should be fun because

You are not a single point of failure

There should be nothing in your task/todo list that others in the group can't do and hopefully do better.

So how do you know when you are doing it well?

When it's happening without you

You know it when you sense you are building a stronger more resilient community through training up others in a process, a system, it's not what you tell them to do as in more teaching them how to learn what they need to know.

In the end a good facilitator becomes redundant to process, a facilitator is the provider of tools, documents, which in turn enable a crew vision. A vision agreed to through a process developed and owned by them. They respect the process for they have invested their time and effort into developing it and letting it be developed.

Why build resilience?

To render a crew vulnerable to single points of failure or to create dependencies on individuals actually weakens a group not strengthens it. To reduce hierarchy, equal access to information is essential. A communities core strength is built around as many people knowing what needs to be done and then given the opportunity to experience it's implementation. We aim to remove single points of failure wherever they exist. Hopefully one day you can render yourself redundant because you too have taught others to do what you were doing, to know what you know and allow them the experience of doing it for themselves.

Facilitating is one of the communities most entrusted roles for it is where the transitioning of our gatherings knowledge moves towards our most treasured, our current participants and the ones we are yet to meet.

So how do you transition knowledge of roles and tasks in ways less about personalities and more about shared consensual process?

Step 1 - Pre Event - First Document
* Familiarise yourself with all current documentation if there aren't any - Previous crew reports here

* Then Document every aspect of your area of responsibility, review it, imagine it, dream it and write it down.
* Allow for sub texts and a word to become a whole new document if that makes it an easier more concise chunk for those that just need to know that.
* Then share the documents and allow commenting on the documents. This demonstrates the process we are talking about - Encourage others to comment directly to the documented process.
* Let everyone access online rinformation 24/7.

Now the ability to distribute information throughout the community rests in the access to said documentation applying Tool Diversity Principle would be very resilient because you have chosen to spread it out over a number of different platforms

Step 2 - Pre Event - Process
* Where are the written instructions of any verbal instruction.
* Please write down the process you expect volunteers to follow when they are executing their duties to a level of expectation.
* If you do not, then you must allow for constant re-interpretation of your verbal command delivered to someone who simply forgets to hand it on.

Step 3 - During - The Gathering
* The opportunity to capture what works and what didn't, accept things happen differently as planned and where needed process and documentation will be reviewed and most likely enhanced. They are after all evolving documents and every gathering presents it's own unique set of circumstances.

Step 04 - Post Event - The Crew Report
* Put into a single document detailing the learnings from this year, what worked, what didn't. Allow the earliest access to others and allow people to comment. Train the attention to be on what is written if something is omitted ie error, solution etc then it will. The document cannot be a whitewash of an area. It must allow fair comment.
* Simply so you can say, its not about me, its about the processes we agreed to follow at this link and the variations that evolved in the field and what were good, what were bad, what do we aim to improve.
* Capture live while the event is happening.
* Are these the processes we want?
* Have you read the reports?
Let the report be the messenger, not the person. Reports should be crew view, preferably not of an individual
* Activity Sheets, your own and those of your crew please email to This email address is being protected from spambots. You need JavaScript enabled to view it.

Step 05 - Post Event - The Facilitators Conference
* The weekend where we bring our reports, associated comments and responses to a weekend retreat. At the conference we break up into broader area and review each others related reports. We have area discussions and work out how we then review our r

Step 06 - Post Event - Review Your crews Report
* Take what you have learnt from the conference and review your report for submission to the Confest committee

Step 07 - Post Event - Reports Presented to ConFest Committee
* the reports and the report on the conference

Step 08 - All Year Round - Be part of the ConFest Committee Meetings
* being part of the ConFest Committee
* Everyones voice is encouraged both online and in a
* Thursday 7 pm meeting at Ceres in Brunswick Second Thursday of each month - Online Access is here
* voting at a Confest committee
* While consensus is the goal sometimes it goes to a vote to vote you need to be a member of the co-op and have attended 3 out of the last 5 Committee meetings - So you attend 3 before you can vote. In the meantime your voice is still equally valid to others
Becoming a member - applications are approved at the Directors Meeting (First Thursday of the month)
* Activity Form - Form
* Membership Application - Form

Knowing where everything is
Tool Diversity - Challenge the idea of the monotone, that instead of us all compulsorily using one platform we are free as crews to use of our tools of choice. We regular review our tools and this way we have built in Tool Diversity
Ongoing Spaces
    * Facebook Group - FBook (all the time)
    * Skype Group - Channel (all the time)
    * Mailman - facilitators - (Mail Group)
    * Zoom Channel - Link - (Meetings) Please download and test the link prior to meetings
Meetings - Online
    * Monday prior to send Thursday in MonthMonday Chit Chat (Meetings)  (Zoom or Skype)  
        Link - Please download and test the link prior to meetings
    * Second Thursday of the month - Confest Committee - (Ceres - Brunswick or Online)
Meetings - Offline
   * Share a  Meal - Common Ground (Thornbury)
        Second Sunday of every month - Confestors Catchup
   * Confest Committee - (Ceres - Brunswick or Online)
        Second  Thursday of every month  
Conference (Annual)
    * Conference email - (Email) - fac_conf
    * Trello - Group - (Task Tool)
    * DTE - Sharepoint - WLink - DTE Members Area

About the Finances
 * Budget Application
       * Budget Form 2018 - Form
       * Dates for 2019 are
 * Processing your receipts
       * DropBox here
       * Deadline for 2019 are
       * For assistance click here

Your Profile
 * There is your user profile in the website
 * There is your DTE membership profile at sharepoint.dte.coop - please contact Troy for assistance here
           Minutes  https://dte.coop/minutes
           Meeting Attendance Register  https://dte.coop/meeting.attendance
                     * ConFest Committee - meeting attendance
                     * Organising Committee - meeting attendance
           Online Meetings  https://dte.coop/live.meeting
           DTE Code of Conduct  https://dte.coop/code.of.conduct
           DTE Rules  https://dte.coop/rules
           DTE Organisational Structure  https://dte.coop/organisational.structure

About your crews knowledge
Where are the documents, an example of Front gate and Ticketing are below as where we currently are in the process

Transitioning in and out of roles
Everyone should get a chance to do a role of their choice, skills and aptitude not withstanding. So learn what you need to know. Become part of the crew. get involved in making it happen and above all enjoy, learn and share.