The Arena Newsletter
Issue 45 | November 18, 2021
“Specificity sharpens the gathering because people can see themselves in it.”
— Priya Parker
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.

Last month, we explored Part I of our series on meeting facilitation. Our last newsletter, Issue 44, addressed the steps you need to take before holding a meeting. This time, we're looking at best practices for during the meeting.

Set the Meeting Tone
The authority, clarity, and graciousness of your opening will determine the tone of the entire event.
  • Open with a cheerful welcome and thank you statement.
  • Reiterate the meeting’s PURPOSE, goals, and objectives.
  • Prime guests to participate.
  • Make introductions.
  • Articulate and agree to a code of conduct.
  • Introduce any hand signals planned for communicating without having to disrupt the meeting.
  • Set up a “Holding Tank,” a visual such as a whiteboard or flip-chart or digital space to record the valuable concepts and manage next steps at the end of the meeting.
  • Get a status update from teams on action items from previous meetings if applicable.
  • Review the agenda. 
  • Use selective icebreakers.

The Main Event 
Time to put all of your hard work to the test!
  • Start on time and manage time throughout the event.
  • Lead the meeting according to the agenda.
  • Set the context briefly as each topic is introduced.
  • Answer any questions related to the topic previously discussed.
  • Ask a participant to summarize the discussion before introducing the next topic. 
  • Keep participants engaged by actively listening, rephrasing, reflecting, and asking follow-up questions.
  • Balance participation, encourage productive behavior, and quickly redirect or shut down unproductive behavior.
Facilitation Materials
  • Name tags and black markers.
  • Whiteboard or flip-charts, thick markers, and erasers. Note: “Red” and “green” or “blue” and “yellow” colors are not helpful to people who are color deficient.
  • Screen and pointer.
  • Pens, sticky notes, and sticky dots.
  • Activity and games materials, and giveaways.
  • Printed materials and survey forms.
  • Speakerphone for remote participants with limited broadband.
  • Wi-fi password.
  • Snacks and beverages. 
  • Hand sanitizer.
  • Extra disposable face masks.

Digital Facilitation Tools*
  • Video Conferencing: Online, face-to-face, real-time, or audio-video interactive meeting fora. Fora may include screen and file sharing, breakaway sessions, instant messaging, informal chats, and recording features.
  • Communication: A workspace that helps teams connect, chat, and collaborate.
  • Presentations and Design Graphics: Bring your work to life with images, photos, graphics, or illustrations designed from scratch or a template.
  • Video Messaging: An instant, shareable, screen-recorded message used as an email alternative.
  • Surveys, Polls, and Data: Custom design forms or surveys to ask questions, collect information and analyze data.
  • Whiteboard and Sticky Notes: Whiteboard or sticky note collaboration workspaces.
  • Note Taking: Individual and team ideas stored in one location. Additional features may include downloading links, checklists, attachments, and audio.
  • File Storage and Document Sharing: Store files and documents in the cloud to quickly and securely access, edit, or share. Note: Remember to research the latest levels of security and privacy controls offered by each platform. 
  • Audience Engagement: Get real-time meeting feedback with questions and answers, polling, and quizzes.
  • Task and Project Management: Brainstorm, plan, organize, collaborate, manage, and celebrate teams.
  • Scheduling: Create a poll to survey participants on the best time to meet.
  • Combining Tools: Check the compatibility of apps and platforms within your video conference forum to make the most of your collaborative and communication efforts.

*Liimatainen, H. (2021, August 24). 25 digital FACILITATION tools for VIRTUAL Workshops & events. https://www.howspace.com/resources/digital-facilitation-tools#Video. &nbsp.
Together, these steps ensure the smooth, successful facilitation of a meeting or event. Our next newsletter in this series will dive into closing a meeting and post-meeting follow ups.
In the Arena
The Arena App has built-in task lists, including a list to “facilitate a meeting.” What’s so great about a built-in list? Choose, prepare, and facilitate with peace of mind!
#InTheArena #SeizeTheDay #Productivity