Facilitator General Protocol

for the Red de ONGs Network Event February 2015

Challenges and Strategies for Success 2014:

Reflections on Project/Program Sustainability and Organizational
Responsibility

Developed for the Andean Alliance for Sustainable Development

by Mario A. Guzman

Notes and Considerations:

This document is designed to cover questions participants might have throughout the
process of the Red de ONGs del Valle Sagrado event.
This document is based on FALSCHPrincipals and Procedures (explained at the end
of this document) and is expanded to fit the purpose and intentions of Red de ONGs
del Valle Sagrado. Further, it is designed to be read and understood before the event and
only as quick guiding tool throughout the event; the bolded parts are meant to be
directional tools at the time of facilitation. Directions are given in frame by frame
approach to improve clarity but in reality the activities are designed to be carried out as
time-efficiently as possible.
Language Considerations:
Bilingual portions are included for facilitators to present the material consistently and to
make the facilitation of bilingual or Spanish speaking groups easier. Translations are only
offered for sections and questions directed at the participants, but not the facilitators
because it is assumed that the facilitators strongest language is English.
Facilitator should not feel confined by Spanish wording of questions or directions to be
given to participants, these are only meant as guiding instruments. facilitator should be
purposeful about this as well. That is, participants should feel free to follow their own
process and lines of questioning. Translations appear in italics.

Editorial Considerations, for Thursday 9:30 am Meeting:

Are definitions necessary for some of the terms used?
Is wordiness or language usage an issue?
Is More detail needed in some parts?
Does anything else need translation?
Is the document sufficiently readable?

Red de ONGs del Valle Sagrado

Title: Challenges and Strategies for Success 2014: Reflections on Project/
Program Sustainability and Organizational Responsibility
Time: 2 hours

Participants: Managers, Coordinators and Volunteers of Member Organizations

Facilitators Intentions: Learning Circles are spaces where adult learning takes
place by sharing context, ideas, views, and experiences. We want you think about the past
year to get at the challenges and key practices that are vital in NGO work. We would like
to create a safe and respectful environment for us to learn from each other and to reflect
on the Challenges and successes of the past year. We want to center out discussions
around sustainability and responsibility because we believe they are more than just buzzwords, as the resulting practices affect the impact that we are able to have in communities
we work in.
From the conversations and the rest of this workshop we will create a document intended
to help member NGOs think and act further towards sustainability

Learning Objectives/Participants Take Away:

We hope that the insights derived at at this conference will help participants to better
tackle the year ahead and to reflect on the impact and work over the past year.

Materials:
-Sodas and Snacks
-Flip Charts
-Markers
-Note Taking Materials: Pens and Paper
-Handouts
-Tape
-Name-tags
-Sign-in Sheet
-Cameras

Agenda Overview:
Activity

Time Needed

Materials/
Resources

1. Introduction and
IceBreaker

10-15 minutes

2. Answer Questions as an
Organization

5-10 minutes

3. Split into mix groups

5 minutes

Flip Charts, Markers,

Handouts

4. Begin Learning Circle

and Energizer:

20-30 minutes

Flip Charts, Markers,

Tape

5. Designing a Training
Module

20-30 minutes

6. Gallery Walk

40 minutes

7. Debrief: Larger Group

Reconvenes

10-15 minutes

8. Closure

5 minutes

Pens and Handouts

Flip Chart, Markers,

Tape

Flip Chart, Tape

Detailed Description of Activities:

1. Introduction and IceBreaker:

10-15 minutes

Considerations: We want to keep the Introductions as brief as possible to have as much

time as possible for activities and presentations later on.

For Entire Group:

The Agenda is distributed at the door along with name-tags. Participants should also
write the role they play in their organization on the name- tag and to sign-in.

Adam: Introduction of the entire event, its purpose and what the Network envisions and
seeks to accomplished.
How long weve been here, what we do and why the network is important. How we are still
involved with education and aspire to be a learning/research organization. Explain my
philosophy on development, critical but I try to remain neutral in a setting like this because I
believe we can all learn from each others experiences to improve our own practices. Ive
gotten to know a lot of the organizations practices and methods over time and Ive researched
those who I havent met before, and I know that we all have something to share with the rest
of us to help us improve our practices and work in the most responsible way possible.
Sustainability as a buzz-word and getting beyond simply using it.

IceBreaker: First member of each group describes what the focus and mission of their
organization is and what areas they work in. Every one says their name and the name of
their organization, what their title and responsibilities are within the organization. What
are your motivations for being in the Sacred Valley, for being here today? How long do
you plan to be here and what impact do you plan on having?
Could we shorten the number of questions for the sake of time?

Mario: Give description and purpose of the 2 main activities. These include a Learning
Circle and the design of a Training Module. Learning Circles are designed to facilitate
adult learning, allowing participants to learn from each other. The second activity is to
design a Training Module. This second activity is designed to be more independent and

Could we shorten the number of questions for the sake of time?

Mario: Give description and purpose of the 2 main activities. These include a Learning
Circle and the design of a Training Module. Learning Circles are designed to facilitate
adult learning, allowing participants to learn from each other. The second activity is to
design a Training Module. This second activity is designed to be more independent and
to apply the concepts derived from the Learning Circles. Outside of this event, the
outcomes of the participants efforts will be used to create a tool or summery for the
benefit of all member organizations.
Vamos a tener dos actividades principles. Primero vamos a dividirnos en groups
pequeos para tener una discusin con un mtodo que se llama Circulo de Aprendizaje.
Este es un mtodo donde aprendemos el uno del otro. Durante la segued actividad nos
quedaremos en los mismos groups y usaremos lo que aprendimos en la primera actividad
para disear un modulo de entrenamiento que nos ayude a llegar a conclusions
concretas sobre las dificultades con las que hemos enfrentado durante el 2014 y las
maneras en que hemos enfrentado estos retos. Lo que aprendamos por medio de estas
actividades sera compilado en document diseado para ayudar a las organizaciones que
son miembros del la Red de ONGs del Valle Sagrado para reflexionar y aprender sobre
el ao pasado para ayudarnos a emprender nuestros caminos durante el 2015.

Handout with discussion questions is passed-out to each participant.

2. Answer Questions as an Organization:

5-10 minutes

Directions: Organizations discuss and answers each discussion question. Each participant
completes a handout to take to the mixed-smaller groups.

3. Split into mixed Learning Circles:

5 minutes

Considerations:

-One member from each organization joins a smaller group/Learning Circle.

-Language of participants should be considered, we will probably end-up with at least
one bilingual group and facilitator will be tasked with translation of all comments if this
is the case.

-The ideal size of a Learning Circle is 5 to 8 people. The size will depend on the total
number of attending participants.

-One member from each organization joins a smaller group/Learning Circle.

-Language of participants should be considered, we will probably end-up with at least
one bilingual group and facilitator will be tasked with translation of all comments if this
is the case.

-The ideal size of a Learning Circle is 5 to 8 people. The size will depend on the total
number of attending participants.

4. Begin Learning Circle and Energizer:

20-30 minutes

Wider Topic: Reflection about challenges and success related to sustainability and
responsibility the past year:

Directions for Facilitators:

-Have participants sit in a semi-circle in from of the flip-chart or large paper where
notes will be taken.
-Ask for a Volunteer Note Taker from the smaller groups/Learning Circles. This
participant will write down all main ideas and takeaways from discussion on a large
paper or flip chart.
-Introduce yourself: you might have to re-introduce the activities and event as
participants might be coming in late. Please ask them to briefly introduce themselves to
the group. Reiterate that the purpose of the Learning Circle is to facilitate adult learning
and to learn from each other and their experience over the past year.
-The biggest responsibility of the facilitators is to create a space for everyone to be
heard. Facilitators introduce the prompt and give people a chance to write or think about
their response (this should time should be limited because they had a chance to come
together as an organization to answer questions). Then begin by going clockwise around
the circle encouraging people, one by one, to share their thoughts.
Energizer:
Each participant is asked to think about their workplace personality and to assign an
animal to it. Then participants go around and do the animal call/growl or pose that goes
with that animal. This should take no more than 8 minutes.
Piensen sobre su personalidad, especialmente cuando estn trabajando. Si describieran
su personalidad con un animal, cual fuera el sonido la pose que representara a este
animal?
Rules and Procedures for Learning Circles:

(1) Each participant should have a turn to share, in-order, one response per discussion

with that animal. This should take no more than 8 minutes.

Piensen sobre su personalidad, especialmente cuando estn trabajando. Si describieran
su personalidad con un animal, cual fuera el sonido la pose que representara a este
animal?
Rules and Procedures for Learning Circles:

(1) Each participant should have a turn to share, in-order, one response per discussion
question before more active contributors are allowed a chance to continue sharing
responses.
(1) Cada participante debe tener la oportunidad de ofrecer una respuesta al grupo antes
de que los que tengan mas que compartir se les permits contribuir mas.
(2) Participants should share their organizations response, but should not be limited to
that one answer.
(2) Los participantes deben de compartir las respuestas de sus organizations, pero, no
deben de ser limiteds por estas respuestas.
(3) Brief stories are a good way to get points across about challenges and solutions/
alternatives they might have faced or used over the past year.
(3) El contar historias cortas puede ayudar a a comunicar las y soluciones con las
cuales se encontraron sus organizations durante el ao pas ado.
(4) This a safe space for sharing views, perspectives and experiences. It is ok to disagree,
in fact difference will add to the richness of material for the next activities when a
Training Module will be designed.
(4) Este es un lugar seguro donde todos pueden compartir puntos de vista y
experiencias.Esta bien si no todos tienen la miasma opinion, esto har que el contenido
disposable para la creation de un modulo de entrenamiento este mas desarrollado.
(5) Time for translation and/or clarification for each point needs to be allowed to assure
notes are being taken and material is available for the next activity, the Design of the
Training Module.
(5) Es necessary de que se permita el tiempo necesario para traducir clarificar todos
los comentarios. Esto asegura que las contributions de todos sean anotadas y formen
part de la siguiente actividad.

Allow the Learning Circle to set goals and rules of their own:
The goals and rules the smaller groups creates should be written down on a large piece of
paper and hanged on the wall along with a short version of the rules above.

Discussion Questions:
TO BE FINALIZED ON THURSDAY S 9:30AM MEETING

Allow the Learning Circle to set goals and rules of their own:
The goals and rules the smaller groups creates should be written down on a large piece of
paper and hanged on the wall along with a short version of the rules above.

Discussion Questions:
TO BE FINALIZED ON THURSDAY S 9:30AM MEETING

(1) What were the greatest pragmatic or other challenges your organization faced during
2014 (aside from raising money)? What strategies where used to over come these
challenges? What were the great successes of the organization (including fundraising)?
(1) Cuales fueron los retos mas grandes que tubo su organizacin durante el 2014
(aparte de falta de recursos, ya sea en implementacin u otros?
(2) What does sustainability mean for your organization (in Programs and Projects)?
What elements of sustainability and responsibility are integrated into your organizations
approach?
(2) Que significa tener programas proyectos sostenibles para su organizacin? Que
elementos de sostenibilidad y responsabilidad son integrados en la metodologa de su
organizacin?
(3) What does community-led development, participatory development mean for your
organization? How do you approach partnerships and working with communities? Who
do you partner with, why and how? What are you most proud of as a representative of
your organization?
(3) Para su organizacin, que significa que las comunidades guen su desarrollo que el
desarrollo sea participante? Con quien se asocian, como y donde? Cual es su mas
grande orgullo como representante de su organizacin?

5. Designing a Training Module:

20-30 minutes

Directions for Facilitators:

-Directions for this section will be less structured and flexible because we want then to
be independent and creative during this part of the process, this should be made clear to
reduce tension or stress among participants.
-Las direcciones en esta seccin son flexible pro que queremos que usen su imaginacin.
-The Training Module Design Process include four components: Discovery, Dream,
Design, and Delivery. These can be the beginning sections of the outline of the
Training Module Poster they are now being asked to create.
-El process de diseo para el entrenamiento tine cuatro components bsicos:
Descubrimiento, Soar, Diseo y Ejecucin.

reduce tension or stress among participants.

-Las direcciones en esta seccin son flexible pro que queremos que usen su imaginacin.
-The Training Module Design Process include four components: Discovery, Dream,
Design, and Delivery. These can be the beginning sections of the outline of the
Training Module Poster they are now being asked to create.
-El process de diseo para el entrenamiento tine cuatro components bsicos:
Descubrimiento, Soar, Diseo y Ejecucin.
-Ask for another (not the notetaker) Learning Circle member to create the outline of
the Training Module on a large peace of paper. This role may be alternated among
Learning Circle Members if one is become tired of taking notes.
-After completing the outline of the Training Module (outlined below) participants will
be asked to present their work.
-The directions and questions below are design only as a guide and should not limit the
participants input or creativity, please make this clear to the them.
-While participants will reference the answers to the discussion questions and their
organizations point of view, the final product, the outline of the Training Module and
Presentation, does not have to fit any particular format or organization.

4 Components or Steps in Training Module Design Process:

Discovery Component:
-This step of the process has already mostly taken place during the previous activity, the
Learning Circle.
-Asks participants to place themselves in the position of a new volunteer or staff member
who is not familiar with the organization its mission & mode of operation, the Sacred
Valley and the NGO world in general. This last part of the Discovery Component will
over-lap with the next component, Dream.
-Pensando en un voluntario miembro nuevo de su organizacin que no conoce el modo
en que operan, la region del Valle Sagrado el mundo de ONGs, que le dijeran?

Dream Component:
-Keeping the criteria in the step above in mind, in an ideal world, what should this new
volunteer or staff member know to be a more effective team member?
-Que ocupa saber este nuevo miembro voluntario para ser mas efectivo?

-What traits should this new volunteer or staff member exhibit?

-Que capacidades debe representar esta persona?

-Keeping the criteria in the step above in mind, in an ideal world, what should this new
volunteer or staff member know to be a more effective team member?
-Que ocupa saber este nuevo miembro voluntario para ser mas efectivo?

-What traits should this new volunteer or staff member exhibit?

-Que capacidades debe representar esta persona?
-What activities will they be performing on a daily basis?
-Que actividades completaran diariamente/generalmente?
-What community contacts/interactions are necessary?
-Que interacciones conexiones con las comunidades son necesarias?
-What are the ideal types of outcomes and impacts that will result from projects/programs
carried out in a sustainable and responsible manner?
-En un mundo ideal, que resultados y impacto deben de resultar de proyectos
programas que se desarrollan sostenible y responsablemente?

Design Component:
-The Design Component should be centered around activities. Not the activities the new
volunteer or staff member will perform, as in the last component, but the activities that
would be part of the Training Module that teaches a new volunteer or staff member.
-Enfoquen se en el tipo de actividades que le ensearan al nuevo miembro a aprender lo
que necesita.
-These activities should be listed on the Training Module Outline Poster but they do
not need a very detailed description. At the same time, discussion of the specifics of these
activities and their importance and purpose is key and should be encouraged.
-These Training Module Activities may include an informational briefing (outlining
topics on paper on the outline of the Training Module to be used as part of Gallery
Walk Presentations), hands-on trainings, community tours and instructions, and any
other activities participants find important and pertinent to the success of a sustainable
and responsible implementation of a project/program and organization.
-Estas actividades pueden incluir darles informacin, entrenamientos donde practican
las habilidades necesarias, recorridos y introducciones en las comunidades y cualquier
otra actividad que lo participantes crean que sean importantes. Estos son solo ejemplos y
no deben de limitar su creatividad.

Delivery Component:
-At this point participants should discuss and run-through how they will present their

-Estas actividades pueden incluir darles informacin, entrenamientos donde practican

las habilidades necesarias, recorridos y introducciones en las comunidades y cualquier
otra actividad que lo participantes crean que sean importantes. Estos son solo ejemplos y
no deben de limitar su creatividad.

Delivery Component:
-At this point participants should discuss and run-through how they will present their
work during their 3-minute Gallery Walk Presentation. (How the Gallery Time of
sharing will work is be described below.)
-The groups may either choose to split the group in half to present their work or choose
two orators who will take turns presenting their work to the participants of other learning
circles.
-Platiquemos de como quieren presentar su trabajo. La mitad del grupo puede presentar
a la vez pueden escoger a dos oradores para que tomen turnos presentando. Esta es su
oportunidad para practicar la presentacin, por favor traten de limitarse a solo 3minutos.

6. Gallery Walk:

30 minutes

-Participants will present 3-minute Presentations to the rest of the participants in two
rounds. Groups may choose it split in half or choose 2 orators in order to present their
work.
- The Gallery Walk will have two rounds. During each round participants who are not
presenting will circulate around the room in 3-minute intervals.
-During each round, after the 3-minutes are up time keeper will announce it is time for
groups to move to the next poster and presentations. Facilitators should stay where the
posters for their groups are and assist with rotations. 3-minutes might not be enough for
the first few rotations, this is ok but facilitators need to help try to move individual
presentations along so we may have time for the Debrief and Closing at the end.
-If we run out of time, Gallery Time may be pushed on to the Brewery event time to give
participants a chance to talk more in detail about their work and so that everyone has a
chance to view the others work.

7. Debrief: Larger group reconvenes

Directions for Facilitators:

10-15 minutes

7. Debrief: Larger group reconvenes

10-15 minutes

Directions for Facilitators:

-Learning Circle/Work Groups should remain together so they may present the most
important points discussed in their Learning Circles to the rest of the participants.

AASD Member becomes Notetaker for the Debrief and Closing Discussions.
Any volunteers?

Adam or Mario: Lead the Debrief

-Ask a group member, hopefully someone who has not presented or been taking notes to
summarize their discussions most important points.
- Give the group 1-2 minutes to jot down notes for the questions on handouts and then
have each person individually share their answers with the group.

Guiding Questions for Debrief:

(1) What are the most important points, insights or takeaways from your Learning
Circles?
(1) Por favor, alguien del cada grupo Circulo de Aprendizaje presente, ojal alguien
que no presento aya tomado apuntes, diga nos los puntos y oportunidades de aprendizaje
mas importantes que discutieron?

-Confirm that the group has reached consensus by asking if anyone would like to add
anything.

(2) What are our most critical next steps your organization may take after this workshop?
How will you use this new ideas to initiate change in your organization or community?
(2) Cuales son los pasos a seguir mas importantes que su organizacin debe tomar
despus de estos talleres? Como van a usar lo que aprendieron en estos talleres para
generar cambio dentro de sus organizaciones o comunidades?

8. Closure: 5 minutes

How will you use this new ideas to initiate change in your organization or community?
(2) Cuales son los pasos a seguir mas importantes que su organizacin debe tomar
despus de estos talleres? Como van a usar lo que aprendieron en estos talleres para
generar cambio dentro de sus organizaciones o comunidades?

8. Closure: 5 minutes
Directions for Facilitators:
-Learning Circle/Work Groups may disperse.

- Give the group 1-2 minutes to jot down notes for the questions and then have each
person individually share their answers with the group. Questions should be directed at
the whole group and one individual may offer 1 to 3 solutions as requested in the
questions.
Adam or Mario: Ask for feedback on the activities
(1) What do you feel your group did really well? Choose three things and provide
some details around why you chose these.
(1) Que sienten que su grupos hizo muy bien? Escojan tres cosas y por favor
ofrezcan un poco de detalles para entender por que lo hicieron tan bien.
(2) What would you change if you were to facilitate this session next time? Choose
three things and provide some details of what you would do differently.
(2) Si ustedes fueran a dirigir estas actividades la prxima vez, que cambiaran?
Traten de darnos 3 ejemplos sobre las cosas que haran diferente.
(3) At what points in your session did you feel that participants were most engaged
and why?
(3) Que partes de las actividades causaron mas inters que los participantes
pusieran la major atencin?
(4) How could you rework the session to more effectively engage with issues of
power, privilege and marginalization?
(4) Como se podra hacer esta sesin diferente para hablar sobre problemas de
privilegio, marginalizacin y poder?
(5) Do you have any questions for us or each other?
(5) Tienen alguna pregunta para nosotros para los participantes?

Notes To My FALSCH Self (Am I walking the talk?): This section is for each

privilegio, marginalizacin y poder?

(5) Do you have any questions for us or each other?
(5) Tienen alguna pregunta para nosotros para los participantes?

Notes To My FALSCH Self (Am I walking the talk?): This section is for each
facilitator to complete after the facilitation session in order to reflect on the value of
the activity and process.
FALSCH Principal Include:
1) Create a Safe Space and Listen Actively
2) Immediacy of Learning
3) Context Relevance for Learners
4) Teamwork
5) Providing Accountable and Adaptive Leadership
6) Embrace Trial and Error
7) Less is More
8) Dont Rush
9) Needs Assessment: Feel the Room
10) Encourage Individual Diferences to Surface
11) Provide Opportunities for Doing and Reflecting
12) Give and Take Feedback
13) Go Slow to go Fast
14) Use collaborative Activities for Problem Solving & Community Building
15) Be Sensitive to Power Issues within the Room

(1) How does my content address issues of power and privilege in society? Does it help
to build more inclusive, equitable and sustainable communities, societies and social
institutions?

(2) How do my facilitation strategies address issues of power, privilege and participation
in the session? Are we walking the talk?

(2) How do my facilitation strategies address issues of power, privilege and participation
in the session? Are we walking the talk?