Mountain Desert District - copyright John Rymers and Pat Washburn

Unitarian Universalist Association

THE ROLE OF THE PROCESS OBSERVER

Often when we are trying to conduct meetings or make decisions as a group, we get completely caught up in the content of the meeting. When this happens we can easily lose sight of the process and how we are treating one another. Having a process observer in the group can be helpful because it communicates that group process is also important and can affect how a group works together. Process observation can be used as a learning tool for a group.  Here are some things to keep in mind about the process observer role:

The process observer is the “fly on the wall” and does not take part in the content of the meeting.

The process observer can either observe overall aspects of the group functioning and/or may be asked to look for specific dynamics in the group or the facilitator. Some things to look for:

Are the ground rules being followed? (Are there ground rules?)

Is everybody getting an opportunity to participate?

Is the meeting staying on track?

Can you observe specific things that are going well and things that might be improved?

The process observer should be a person who does not have a strong investment in the content of that meeting.

The process observer can be a different person each meeting.

The process observer should be given time at some point in the meeting to give feedback. The process observer can also be empowered to comment on process throughout the meeting when something significant is observed. There is a risk that this can derail some good discussion or the flow of the meeting if not done properly.

The comments of the process observer are generally not meant for discussion or debate. It is merely feedback for the group. However, the comments can be used as a basis for making changes in the group process.

Process observers should be thoughtful, respectful, but truthful in the feedback to the group. Feedback should contain both positive and negative elements.  Learning is better facilitated when group members try to learn from the process comments and do not become defensive.