Facilitator’s Guidelines

For 2-Hour Meetings


Responding to the Call:

Discerning God’s Direction for a Third Century of Mission

TABLE OF CONTENTS

Notes for the Facilitator...... 3

Meeting Space and Materials...... 5

Background Information...... 9

Appreciative Inquiry Overview ...... 12

Agenda...... 14

Checklist of Needed Items...... 19

Media Waiver Form ...... 21

Participant Sign-in Form ...... 23

Notes for the Facilitator

This document provides facilitator guidelines for those who will be leading Responding to the Call2-hour meetings. It includes:

  1. Relevant background on the Responding to the Call process.
  2. Important information about pre-meeting preparation (including room set-up, materials and equipment needed, and things to do).
  3. A detailed agenda and step-by-step instructions for facilitating the meeting.
  4. Instructions for how to capture the results of the meeting and how to feed them into the Responding to the Call process.

Materials for the Session

The following materials have been developed to assist you with the 2-hour meeting: the Facilitator’s Guidelines, the Participant Workbook, and a PowerPoint template. Please review all of these materials to prepare for the session. (Note: All materials are available on the IM website.)

Roles to be Filled

These roles can be filled by one or more persons:

Registrar (if needed)Welcomes and signs in people; hands out name tags; gets Media Waivers signed; etc.

CoordinatorEnsures that the room is set up; places supplies on the tables; assists with microphones; captures data through digital photographs and data entry.

Facilitator(s)Plans and facilitates the session; ensures information is captured; ensures that information is sent to IM.

Technical SupportEnsures that computer, projector, and sound systems are functioning.

Checklist of Needed Items

See page 19 for a list of the items needed for the 2-hour meeting.

Sending Results of the Meeting to IM

The following items must be sent to International Ministries after a 2-hour meeting:

  • Meeting Report Forms (completed by participants in Activity #3).
  • Facilitator Notes (from Activity #4—optional).
  • Media Waivers and Participant Sign-In Forms.
  • Any digital photos from the event.

Submit this to Karen Smith, IM's Lead Facilitator for the Responding to the Call, by email (), fax (610-768-2115), or snailmail (P.O. Box 851, Valley Forge, PA 19482-0851). Be certain to include your name and contact information, and when/where/with whom the meeting took place.

Notes for Success

  • Pre-plan. Ensure that the appropriately sized room is secured, the supplies obtained, and the computer projection and sound equipment are available and functional. Ensure that all roles have been filled.
  • Make a list of all the people attending the meeting and their affiliation with IM. To ensure that the greatest mix of people within each small group is achieved, assign participants to a table. Put table numbers on each table and include the participant’s table number on his/her nametag. If it is not feasible to assign participants to tables ahead of the meeting, then invite people as they enter to mix it up, joining tables with people they do not know and/or with people most unlike themselves in age, gender, race, etc. The more diverse each table, the richer the experience will be!
  • Ensure that the room is set up and supplies are set on the table at least 30 minutes before participants arrive.
  • Timing is crucial. Stay on track with the specified time-table to ensure that all activities are completed. To ensure that activities conclude in a timely manner, consider applauding when the specified time period has elapsed.
  • Greet guests. During breaks, walk around and talk to the participants. Ensure that they are comfortable with the process. At the end of the session, thank everyone for participating.

Meeting Space and Materials

Front of the Room

A chair and a small table off to the side for the facilitator and his/her materials. An LCD projector and screen at the front of the room (if desired). The LCD projector should be placed on a small table facing the screen that also has room for a laptop computer. Do not use podiums or anything else that would hide the facilitator from view.

Tables, Chairs, and Seating Arrangements

Round tables create a face-to-face space for good dialogue and interaction among participants. Five-foot rounds with space for six people at each table are ideal for this purpose.

Equipment and Technical Support

For larger groups, you will need a good LCD projector, a laptop to hook up to the projector, a projection screen, and a sound system. For ease of mobility, it is helpful to use a lavaliere/lapel microphone for the facilitator and two cordless hand-held microphones for use by participants. You will also need a laptop for the person who will capture the results/output of the meeting. If at all possible, when using technology, have someone knowledgeable about computers and projectors close at hand to assist you with setup and in case anything goes wrong. The only thing more frustrating than interrupting a meeting like this because of a technology snafu is not having anyone available who can fix it!

Signs of Inspiration, Fun, and Vitality

Adding a few things to set the stage for these mission conversations can have a big impact on participants. When possible, create a space that communicates something about why we are together. This can be done with a wide range of things, such as inspirational posters and photos of people (including the mission-minded people in the room!), objects from different places, cultural artifacts from the US, Puerto Rico, and around the world... the sky is the limit! People get curious and their energy rises in anticipation when they walk into a room and are surprised by what they see. A running slide show with images of members of the organization at work on the job or at prior Responding to the Callevents (if there have been some) would also be appropriate.

Other Equipment and Materials

  • An eight-foot table at the back of the room on which to put additional materials and supplies.
  • A table with coffee, water, break food, etc. at the back of the room or outside the room, whichever works best.
  • A nametag for each person, if nametags are not being provided by a larger gathering in which this session is embedded.
  • Media waivers (for participants to sign to give IM the right to take pictures).
  • Digital camera—or perhaps just your phone—for taking digital photos.
  • One “Participant Workbook” for each participant.
  • One flipchart for each table, with an easel or stand, and markers at each table.
  • A flipchart, with an easel or stand, and markers for the facilitator.

If Meals/Refreshments Will be Included:

Always provide a healthy menu. Healthy food keeps the energy up and gives people a feeling of wellbeing, which in turns stokes the fires of creativity and active participation. Too much sugar and caffeine can trigger cycles of energy followed by late afternoon lethargy. As energy drops, so does enthusiasm for the process and hope in the future.

For Meetings with More than 18 Participants, Please Note the Following:

Room Size

The number one consideration in selecting a site is space—the size of the primary meeting room. Regional meetings will require a lot of space. The primary meeting room needs to be able to hold the number of people attending the meeting when seated at round tables of six, plus extra space for a projection screen (if desired), walking around, writing on wall charts, preparing and giving presentations, and so on.

The formula = 144 ft2 for every table of 6 people times 150% for everything else.

(Metric: approx. 13.4 m2 for every table of 6 times 150% for everything else.)

So, for a meeting of 48 people (8 tables of 6 people each), the calculation would be:

US
(ft2) / Metric (m2)
Number of Tables / 8 / 8
Area Needed / 144 / 13.4
Extra Space Allocation / 150% / 150%
Total Space / 1,728 / 161

Note: Facilities will try to tell you that for a group of 48 people; you don’t need 1,700 square feet (160 square meters) because they think in terms of their normal categories (banquet style-seating, theater-style seating, classroom-style seating, etc). They are mistaken. For 48 people, you will need 1,700 square feet (160 square meters). Do not compromise on this.

Room Shape

Square rooms work best. They allow participants to see the facilitator and each other. The room should have windows, good lighting, temperature control, a good sound system (if over 30 people), and no visual barriers. The facilitator and the front of the room need to be visible to everyone. All participants should be able to clearly see all working areas of the room and to hear all speakers, no matter where they are standing.

Wall Space

The room needs plenty of wall space to hang flipchart paper and other outputs from the meeting. If a room does not have enough wall space, a less desirable alternative is to make “fake walls” out of foam core boards. Boards that are 4-feet by 8-feet by a half-inch thick are very light and can easily be taped together. They are rigid enough to stand against existing walls or pillars.

Background Information

Spiritual Discernment and Strategic Planning

From conception to consummation, mission is the work of God. It springs from God’s initiative, is guided by God’s Spirit, and is accomplished through God’s power. At the same time, the Lord has chosen to call women and men to play a vital role in this divine mission.

Consequently, to explore the way forward for our participation in the mission of Jesus Christ is to listen for the voice of God and to discern the leading of the Holy Spirit. That is why Responding to the Call is best understood not simply as a strategic planning process, but as an exercise in spiritual discernment.

Purpose of the Responding to the Call Process

The purpose of the Responding to the Call process is to discern and articulate a fresh vision of how International Ministries will serve the mission of Jesus Christ, together with the values, priorities, and goals that will guide the work of IM for 2015-2020.

Jesus' command to make disciples of all peoples kindled a fire in the hearts of Ann and Adoniram Judson. That fire led American Baptists to come together as a national movement 200 years ago and form the mission organization now known as American Baptist International Ministries (IM).

For two centuries, God has graciously sustained IM and used it as an instrument to advance the mission of Jesus Christ. The best way to honor what God has done so far is to commit ourselves to join in what God will do next. So, as we celebrate God's faithfulness in the past, we seek a fresh word from the Lord for the future. We want to hear, as John puts it, “what the Spirit is saying to the churches” (Revelation 2:7).

We believe that God calls to International Ministries not in isolation, but together with those with whom we are privileged to share the mission of Jesus Christ, both around the world and across the United States and Puerto Rico. We believe the Spirit of God will call IM into God's future as we listen to the voices of fellow servants of Christ with whom we share this present moment. As the African proverb tell us: "If you want to go fast, go alone. If you want to go far, go with others." In the service of Christ's mission in the world, IM wants to go far.

The eternal God's saving, redeeming purposes in mission remain constant: to bless all the families of the earth, to bring the nations to the obedience of faith, to gather up all creation under the Lordship of Jesus Christ (Genesis 12, Romans 16, Ephesians 1). In every age and context, the Lord pursues these purposes with amazing flexibility and creativity. IM seeks the renewal of its mission vision in order to respond faithfully to our creative, flexible, faithful Lord.

Trajectory of Responding to the Call

In 1998-1999, IM used a very similar discernment process to develop the vision known as Go Global. Originally framed as a vision for ten years, Go Global needed to be adjusted and adapted twice to respond to the tumultuous experiences of 2000-2010. But the core principles of Go Global have continued to be an effective guide for IM's work to this day.

Because our experience confirms the lasting value of careful listening, IM is dedicating significant time and energy to the Responding to the Call discernment process. We expect the core vision elements that God gives IM through this process will guide us longer than the specific goals and objectives that will be articulated for the period from 2015 to 2020.

IM will engage in spiritual discernment conversations with stakeholders (partners in mission throughout the American Baptist movement and around the world) during 2014 and early 2015. The fruit of these conversations will be studied, prayed over, and reflected upon by a Discernment Team, itself composed of people from across the spectrum of stakeholders. The Discernment Team will present its work—a fresh articulation of vision and goals for the work of IM for 2015-2020—to IM's Board of Directors in June 2015.

Deliverables

The deliverables at the end of this process will include:

  • A shared statement of vision, priorities, goals, and operational plan for the work of IM for 2015-2020
  • Deepened mission relationships throughout the entire partnership network in which God has placed IM for the sake of Christ's mission.
  • The release of fresh energies into the transforming work of Jesus Christ in our world.

Key Constituencies

Responding to the Call is designed to be a highly consultative process that engages multiple constituencies, including:

  • leaders of American Baptist regional and national mission bodies;
  • pastors, mission leaders and mission supporters in local congregations throughout the U.S. and Puerto Rico;
  • leaders of partner conventions, agencies and ministries all around the world;
  • the Directors of IM;
  • all those who dedicate their lives and energies to the work God does through IM, whether as employees or as volunteers.

Stakeholder voices will be sought through interviews with individuals and groups, web-based surveys, and three summit gatherings scheduled for July 2014 at the Green Lake Conference Center: July 15-17, All Staff Gathering; July 19-21, International Partner Consultation; July 24, World Mission Conference. An interview guide and instructions are also available on the IM website, so that any group can organize their own informal meeting and make a contribution toResponding to the Call.

The Discernment Team will receive the results of all these conversations and, through much prayer and reflection, will articulate the fresh vision for mission that God gives to IM through this process.

Calendar of Key Events

  • Advisory and Implementation Team Meetings: January and April, 2014
  • Interviews at Emerge/Orientation to AB Life: January 2014
  • ABC region interviews: Spring 2014
  • Online survey participation: April - August 2014
  • First Discernment Team Meeting: May 20-21, 2014
  • Green Lake Summits with stakeholder groups: July 2014
  • Second Discernment Team Meeting: September 16-17, 2014
  • ABC region interviews: Fall 2014
  • Third Discernment Team Meeting: January 20-21, 2015
  • ABC region interviews: Spring 2015
  • Fourth Discernment Team Meeting: April 21-22, 2015
  • IM Board of Directors inaugurates new vision and priorities: June 2015
  • IM Directors & staff complete the operationalization of new plan: March 2016

Appreciative Inquiry Overview

What is Appreciative Inquiry?

Responding to the Call is built around appreciative inquiry, an approach to organization change that has been used successfully in small and large change projects with hundreds of organizations worldwide.

Appreciative inquiry is based on the simple idea that organizations move in the direction of what they ask questions about. For example, when groups study human problems and conflicts, they often find that both the number and severity of these problems grow. In the same way, when groups study high human ideals and achievements—such as peak experiences, best practices, and noble accomplishments—these phenomena, too, tend to flourish. Thus, appreciative inquiry distinguishes itself from other change methodologies by deliberately asking positive questions to ignite constructive dialogue and inspired action within organizations.

The positive and hopeful approach of AI is particularly well suited to an organization like IM that seeks to be faithful to the call of God. In the first place, AI fits well with Paul's invitation to the Philippian believers: "Whatever is true, whatever is honorable, whatever is just, whatever is pure, whatever is pleasing, whatever is commendable, if there is any excellence and if there is anything worthy of praise, think about these things" (Philippians 4:8). In the second place, the AI commitment to include all voices fits well with the recognition that followers of Jesus belong to one another and depend upon mutual exercise of the gifts that God distributes among all members of the Body of Christ.

How is Appreciative Inquiry Used?

As a method of organizational intervention, appreciative inquiry differs from traditional problem-solving approaches. The basic assumption of problem-solving methodologies is that people and organizations are fundamentally “broken” and need to be fixed. The process usually involves: (1) identifying the key problems; (2) analyzing the root causes; (3) searching for possible solutions; and (4) developing an action plan.

In contrast, the underlying assumption of appreciative inquiry is that people and organizations are by nature full of assets, capabilities, resources, and strengths that are just waiting to be located, affirmed, stretched, and encouraged. The steps include: (1) discovering and valuing; (2) envisioning; (3) designing through dialogue; and (4) co-constructing the future. In other words, the appreciative inquiry 4-D model includes discovery, dream, design, and destiny.