How to start, lead and terminate groups

I. Home work

• preparation ensure the level of success of group encounter
• prepare based on what are the purpose/goals of group
• what possible ways can the general goals be achieved
• what are the characteristics of members
• what resources are needed
• what should the agenda be for first meeting
• when the group first meets, should an ice breaker exercise be used?
• how should chairs be arranged? refreshments provided? what do members expect you to do
• check the group members and their characteristics ie sex, age, ethnic background, education etc
• understanding self and members in general
• how well I, a leader can make the group feel comfortable and accepted as leader 

After the first meeting has occurred, its good to review how things went compared to the plan laid.  some questions which would help to review this include :

• have the goals been clarified to members 
• are we making adequate progress in accomplishing goals
•  if not what obstacles are slowing down the group in meeting the goals
• have we selected adequate courses of action to reach the goal
• what items should be in agenda for next meeting?
• will successful completion of activities help us accomplish in achieving the goals
• is each member interested and motivated in achieving or working towards accomplishing the goal
• if they are disinterested, whats the reason and what could stimulate their interests

II. Session planning

planning a session is very essential to keep in pace with moving towards group goals. it is essential to identify specific goals for each session which should be in line with helping to achieve the overall goal og the group. some suggestions include :

• select relevant content
• use examples to support points or opinion, like statistics, reports, news etc
• present materials in a logical order
• plan the time
• be flexible with the agenda
• be creative in handling : use different pace in presenting, use different medium to present whi ch will involve, engage or interests the group, give breaks, include discussion, invite guest speaker, conduct games etc

III. Relaxing before a meeting

effective group leaders reduce anxiety before leading a group using relaxation techniques.  practice in leading groups will gain confidence as well.

IV. cues on entering the meeting room

• be punctual - as a leader you set an example to the group
• make sure things are arranged before members arrive
• seated before everyone comes helps leader with some time to observe members and their mood and reaction, interest, knowing more about the population involved
• notice cues to join with the group by observing or capturing their interests and other cues they give verbally and non verbally, directly or indirectly 

V. Seating arrangements

• seating arrangement is very important and influences a lot of aspects in the group process like group cohesion, morale etc
• seating arrangement should be in such a way where the leader can have eye contact with every member in the group, also between each other group members. 
• a circle is ideal for various aspects such as openness and cohesion
• tables act as a a subtle barrier to communication. therapy groups seldom use tables. 
• the shape of the table influences the communication between group members too
• encourage members to get to know each other since each gets comfortable with a particular person and may form friends and may not want to sit with someone else from next session on. 

VI. Introductions

• both leader and members introduction is very important and sometimes this process itself acts as an ice breaker
• the leader must express oneself along with his credentials in a non arrogant manner, so the group does not experience superiority rather expertise
• deliver the message in an appropriate way either fun or serious, formal or informal
• learn members name as quickly as possible
• name tags help, but to know each and every member helps leader to better know and communicate
• members appreciate being called by name and the feeling that the leader is giving attention to them helps in cohesion
• ice breaker for members introduction should be helpful
• members can state their expectations of group in this stage so its easy for the leader to do the necessary clarifications

VII. Role clarification

• the roles that leaders assume in a group varies from situation to situation
• clarify roles of leaders and members
• discuss on role expectation and get members opinions
• members tend to participate more when they are allowed to contribute more and feel as a part of the group psychologically
• jot down each members responsibility and the leaders as well and how this helps in achieving the common group goal
• the leader should explain clearly when the expectations cannot be met, being humle about skills and credentials helps in groups acceptance of leader's opinions
• be prepared to explain reasoning behind things you do as a leader

VIII. Agenda

all group members should have opportunity to suggest agendas. if possible sommunicate the agendas several days before the meeting so the members will have chance to go through and discuss when they come for the meeting. so during the meeting the members have chance to discuss deletions, additions, corrections appropriate and vote and decide on the agenda

IX. Additional guidelines for leading a group

• leadership is a shared responsibility, every member of the group should get a chance to lead the group however not in a controlling manner
• use decision making process that are best suited for the issues facing the group
• create a cooperative group atmosphere rather a competitive group atmosphere
• view controversy and conflict as natural and desirable for resolving issues and furthering discussion
• use a problem solving approach rather a win lose approach
• give attention to how you end the session. a few minutes before the meeting is scheduled to end, or when it seems that the group is exhausted  conclude with a brief summary the key points made in the meeting. this leaves them with a sense of achievement  

X. Terminating a group

This is a process of separating from the group and from the members. Separation typically involves mixed feelings that vary in intensity according to number of factors. the greater the members emotional cloness and investment in the group the greater the feeling of loss. there are several types of termination:

• Termination of a successful group- this refers to the group which has accomplished its goals. this generates a sweetness sorrow feeling among members. they are delighted with their accomplishment which increase their self confidence and self esteem. in such groups formal terminations may begin one or more meetings before the final one. and the date of the last meeting should be discussed and agreed well in advance. before termination could occur the group should evaluate the progress, plan for continued work, emotional reactions to termination can be handled, members can plan on special events or social gathering. the worker must be efficient in handling "good bye" issues which should not over take the positive aspects of the group. the worker should recognize and emphasize on the member achievement and group goal achievement and skills they have learned and accomplished.
• termination of an unsuccessful group - this is the group in which goals are largely unmet. this involves feelings of anger, frustration, scapegoating, blaming and apathy. terminating unsuccessful group is as important as terminating successful group. this gives more input about where the problem is if given proper evaluation and scrutiny. the worker must be prepared to handle chaos and criticisms and respond in a positive way also realistic way. 
• dropping out - this is a single member termination where the group still goes on. there could be variety of reasons behind drop out. the leader should learn the reason that will not only help the member but also the group or another member in the group. this issue has to be handled in a way where it should not affect other members or discourage them in investing in group. the leader should work on this issue and try to help the member to resolve issues and get back in. whenever a member drops out the leader should discuss or inform the positive contributions made by the member to the group. thank for positive contribution. also inform the group of  the reason for leaving so there is less chance of rumor and gossip and misunderstanding. 
• transfer of a member - this involves a planned arrangement between group leader and the member for a variety of reasons. the member being transformed should clearly understand the reasons for transfer and its more helpful if they volunteer to explain themselves to the group. this gives chance for the group members to wish the person well and to gain a sense of closure.
• Departure of the leader - this termination is most difficult from worker point of view and the groups point of view. emotional reactions can be intense and adequate time to work through them may not be available. members who feel vulnerable and depend on you may feel devastated. some may feel anger, some feel its because of what they did or said, some personalize. also the worker has to work through guilt. its better to help the members or encourage them to express feelings. the new leader should be introduced and the transition should be as smooth as possible

Reference :

http://www.monroecollege.edu/academicresources/ebooks/0840033931_lores_p01_ch02.pdf (important link)
http://www.slideshare.net/BimalAntony/group-work-process-23990034

The practice of Social work by Charles Zastrow pg 132

http://www.sagepub.com/crispandturner2/downloads/How%20to%20Succeed%20in%20Group%20Work.pdf

http://learningcommons.ubc.ca/student-toolkits-2/working-in-groups/group-process/