One of a facilitator's duty is to record a conversation as it is on-going. I call this the 'Art of Recording a Conversation Real-Time'. The main reason for doing this is to keep a record of the conversation so that members of the team could refer back in the course of the workshop and to retrieve the archived transactions in the future.There are several 'Do's' and 'Don't's' a facilitator should follow when playing this role. Here are some of these:
The DO's
Write down exactly what members say. While their comments have to be edited somewhat, always use their key words, Check to make sure that what is written captures the meaning expressed. Use verbs and make phrases fairly complete. For example, writing ‘work group’ is not as helpful as ‘work group to meet Monday at 10am.’ Always be sure the flip chart can convey meaning to someone who was not at the meeting.
Talk and write at the same time. This is necessary in order to maintain a good pace. Practiced facilitators can write one thing and be asking the next question.
Move around and act alive. There is nothing worse than a facilitator who acts as though he is chained to the flip chart. If an important point is being made, walk closer to the person who is talking so you can better pay attention. 
Write in black, blue or some other dark colour. Use fairly large letters so it can be read from the back of the room.
Post flip sheets around the room so that people can keep track of what has been discussed.
Whenever appropriate, let others take over both large and small group facilitation. This builds commitment and reinforces the idea that this isn’t the facilitator’s meeting or workshop.
The Don't's
Write down your personal interpretation of things. These are their notes. If unsure, ask, ‘What should I write down?”
Worry about spelling. If you make a fuss, it will inhibit members from getting up and taking a turn at facilitating.
Hide behind the flip chart or talk to it. Unless you are writing, stand squarely beside it, facing the members when reading back notes.
Stand passively at the flip chart while a long discussion is going on without writing anything down. Ideas don’t need to be in complete sentences before recording them. Make note of key words and ideas. Comprehensive statement can be formulated later.
Use script unless you have great handwriting. Avoid using red and other pale pastels that are impossible to see from any distance.
Monopolise the flip chart
Monopolise managing the meeting or workshop process
This acticle was written by Anthony Mok on 19 Feb 2008.
Copyright Anthony Mok 2008. All rights reserved.
