INVITED CONTRIBUTOR

ToP Group Facilitation Methods Online Course

- By Jo Nelson

Building the Online Course

Several years ago ICA Associates, Inc. started facilitating meetings online using ToP methods.  We found that we could mimic real-life conversations and consensus workshops on the Blackboard Collaborate platform, in such a way that you could see the classic bones of each method in a visual way.  That led to the exploration of how we might teach the methods in an online environment and reach more people.  Our intention was not to create a course to teach people just how to facilitate online, but to teach people how to use ToP methods whether face-to-face OR online. 

The development of GFM Online took a couple of years. [Group Facilitation Methods- GFM is ICA-Canada's equivalent of ICA-USA's TFM.) We used a classic ICA curriculum development process to build the course.  In order to make the course equivalent to our face-to-face GFM course, we first reviewed all the detailed rational and experiential aims of GFM, and the necessary activities to accomplish those aims. We then looked at the limitations and possibilities of the requirements of an online environment.  Using an experiential learning model, we chose which activities could be done as pre-reading, which needed to be shared experiences, which pieces were best presented by an instructor, and which were best as homework and sequenced them.  Knowing that an optimal online meeting is no more than 90 minutes, we tried to fit the essential online pieces into this timeframe.  They didn’t fit, so we made the sessions 2 hours.  We also acknowledged that people need to interact more frequently online, and that things need to move quickly to keep people engaged. We then created the detailed session plans and the online visuals and tools to fit.  We did a pilot, adjusted it, and then put the course on the schedule and got the word out.

Structure

The basic structure of each module starts with a 1-hour introduction session to Blackboard Collaborate, followed by a pre-reading assignment from Art of Focused Conversation or the Workshop Book.  In Session 1, the method is demonstrated, followed by reflection and a quick overview of the theory, then a small group practice.  Homework between session 1 and 2 deepens the theory without being too onerous.  In Session 2 the group reflects on the homework of each person, then a bit more theory is presented, and then there is planning of procedures in small groups.  Between session 2 and 3, each participant finishes the detailed planning, leads the planned session with a face-to-face group of at least 3 people, and then fills out a reflection sheet.  Session 3 focuses on these plans and reflections, using peer and trainer questions and feedback and suggestions from the trainers to build understanding on the experience of the participants.  Each session ends with an online reflection sheet and each module ends with a survey evaluation.  

Pilot and Early Success

The first pilot was October 2012.  We then did another course in January 2013, then went to 2 courses on the same days, one from 1-3 pm Eastern time to be convenient work time for North America, and one at 8 pm Eastern time for Asia or personal time for North America.  The current schedule has been 3 sessions a week, Monday, Wednesday, and Friday.  Focused Conversation Module is one week, and Consensus Workshop Module is the next week.

We have had about 40 people through the course at this point, and several people have told others in their organization to come because of their positive experience.  Participants have been in Hawaii, Barbados, Korea, Taiwan, London, England, Montana, Michigan, Alberta, Saskatchewan, BC, several places in Quebec, and even Toronto.  The only limitation is bandwidth and time zone.  In the August course, we invited US ToP Trainers and ICA Associates senior staff to join us.  Their experience was not the same as new participants, but we shared tremendous learning with each other. 

One of the strengths of this course, both in our minds and from the participant evaluations, has been the real-life practice of the method between sessions 2 and 3, with detailed plans and reflections on the experience.  These plans and reflections form the main content of session 3, with peer questions and feedback.  This extends the learning far beyond the role-play practice that is done in the face-to-face course.  Much of the theory is learned from reading the books and the manuals, which are provided in electronic form.  Some people learn more effectively this way, and the class time is more focused (although I as a trainer experience a loss in not having the time to share my best stories!).

Challenges

The biggest challenge has been in scheduling the course.  There is some clear difficulty for participants to find the time to corral a group and do a conversation or workshop in less than 2 days between session 2 and session 3.  The trainer time requirement is also much more than the time in sessions: setting up the room, getting and uploading homework from each participant, and saving the session notes at the end take time.  Two courses on one day works quite well for the trainer, as the preparation is very similar, and there is more course delivery for the time away from other client work.  Sometimes participants who have had an unexpected time conflict ask to come to the equivalent session.

Next Steps

Tweaking and continuous improvement are a part of continuing to teach this course.   The next courses are scheduled starting November 25, and ToP facilitators are welcome at a discount if there is space in the course.  

Currently we are designing an online version of Meetings that Work as well.  We hope to have it developed sometime this fall and piloted early in 2014.  

Since the virtual world has no national boundaries, we will continue to have participants from all over the world including from the US.  A new dialogue about who teaches whom and how each nation tracks ToP trained people is catalyzed by this course.