Have you ever thought, “That event was a good use of my time” as you left a business meeting, workshop, or conference? While you were likely there because of the subject matter, consider how the event was managed: if you felt welcome, satisfied that you contributed or learned relevant information, engaged in stimulating conversations, or walked away energized, then credit the facilitator. Masterful facilitation is essential to guiding and directing group discussions especially if complex content and differing interests and opinions are involved.
In theory, business gatherings are supposed to be productive: a time to discuss, debate, or take in pertinent and thought-provoking information; to collaborate actively and creatively; and to plan and move an idea or project forward. Yet, many people describe the time spent in meetings as ineffectual and useless. The answers to why this happens often point back to the meeting leader or facilitator: The facilitator carries the responsibility for “making the meeting matter.”
Facilitators coordinate and orchestrate all the moving parts of any meeting. Diplomacy, problem-solving, team management, communication, and decision-making skills are essential to provide successful meeting outcomes. When done well, facilitators use a skillful combination of science, art, and attention to ease the process and help fulfill a meeting’s intended purpose.
Before the Meeting
Define the purpose. This critical FIRST step is frequently overlooked and sometimes confused with setting an agenda. To begin, answer the following:
- WHY is it necessary to bring people together?
- WHAT does this meeting need to accomplish?
- HOW will it be different for us at the conclusion of the meeting?
Frequently the culprit behind the misuse of time and energy is a poorly defined purpose for the meeting.
Design an Agenda
Take control of the meeting before it even begins with thorough planning and preparation.
- Decide the topics that need to be covered based on the meeting purpose.
- Think creatively about “how” topics should be discussed to form a series of lively conversations.
- Intersperse group participation techniques to tap into participants’ expertise and to use as icebreakers or energizers.
- Allot time for a recap, questions & answers, and managing deliverables.
- Create a practical, focused timeline and stick to it.
Decide Meeting Logistics
The following decisions will be dependent on the size and type of the meeting.
- Type of meeting. In-person, virtual, hybrid?
- Time. Check principal participants’ availability and schedules. Also, check time zones of remote participants.
- Place. Does the location have the appropriate seating, work areas, lighting, and tech resources necessary for the participants’ comfort, or is an off-site location needed?
- Support staff. Assign a timekeeper, scribe (captures participants’ contributions on a whiteboard or flip charts), rapporteur (records meeting minutes), and producer (manages the technology). Asking different participants to fill varying roles draws people in to invest in the success of the meeting.
- Support materials and digital facilitation tools.
- Meeting pre-work. Should the participants read any background reports or materials to come to the meeting prepared and ready to work?
Craft an Invitation
- Make a guest list of the right people to attend this particular meeting, including any necessary Subject Matter Experts.
- Send all necessary logistical information.
- Persuade the invitees to attend.
- Learn presenters' and participants' names, with proper spelling, pronunciation, and preferred pronouns.
These are the first steps to evaluating the facilitation of a meeting or event. Our next newsletter will dive into the factors to consider during the meeting.
