FSFSs works best when the team members are jointly responsible for managing and developing the meeting. The facilitator controls the flow of the meeting, requesting clarification where necessary, and draws out quiet members while respectfully restraining those who are more outgoing. The facilitator does not insert personal opinions. The process observer quietly watches the meeting and helps guide it by providing non-verbal cues to the facilitator. The process observer may also request a break in the meeting or a change of roles if the meeting gets off-track.
Recorders register the group memory.
When participants see their ideas recorded, they relax. The group memory also enables group ownership of these ideas. If possible, two recorders or note takers are desirable. This map is organized much like a strawberry plant with runner plants spreading out in different directions. The other recorder transcribes the proceedings in greater detail using a conventional outline form.