Facilitating Effective Meetings
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This document provides guidance on facilitating effective meetings. It discusses the roles of meeting facilitators and participants. Facilitators should manage the agenda and discussion, while participants should actively listen and take notes. The document also outlines best practices for meeting preparation, such as defining objectives, determining attendees, and developing an agenda. During meetings, facilitators should ask clear questions to guide discussion, observe non-verbal cues, and recap action items at the end. Parking lot techniques and breaks can help manage distractions. Overall, the document stresses the importance of preparation, active participation, and follow-through for successful meetings.
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Facilitating Effective Meetings
- 3. People don’t take the meeting seriously Meetings are too long People wander off topic No follow-through post-meeting People aren’t candid Important information is missing Meetings never get better 7 DEADLY SINS OF MEETINGS
- 4. Keeps track of the agenda and duration of individual items Manages the process and guides the discussion Takes notes or assigns a note-taker Exercises active listening The Role of the Meeting Facilitator +
- 5. Moves the group towards the objective Reads nonverbal cues and responds accordingly Uses a “parking lot” for tangents Defines, summarizes and assigns action items The Role of the Meeting Facilitator
- 6. Prepare for the meeting Assign and delegate if can’t attend Be on time Participate in the discussion The Role of the Meeting Participants +
- 7. Take notes (don’t rely on the notetaker) Exercise active listening Limit sidebar conversations or use written notes The Role of the Meeting Participants Help the facilitator when you can
- 9. MEETING PREPARATION Define the Objective
- 10. MEETING PREPARATION Define the Objective Develop the Agenda
- 11. MEETING PREPARATION Define the Objective Determine Attendees Develop the Agenda
- 12. MEETING PREPARATION Define the Objective Determine Attendees Develop the Agenda Schedule the Meeting
- 13. MEETING PREPARATION Define the Objective Determine Attendees Preparation before the day of the meeting Develop the Agenda Schedule the Meeting
- 14. MEETING PREPARATION Define the Objective Determine Attendees Preparation before the day of the meeting Develop the Agenda Preparation the day of the meeting Schedule the Meeting
- 15. DEFINE THE OBJECTIVE What is this meeting supposed to accomplish?
- 16. DEFINE THE OBJECTIVE Could this objective be handled without a meeting?
- 17. DEFINE THE OBJECTIVE What will make this a successful meeting?
- 19. Layout your plan for the meeting.
- 20. Develop the Agenda • Write your agenda in terms of the outcome • Determine owners for each agenda item (it may be you) TIP: Start your agenda with a brief recap of items finalized/ approved in the previous meeting.
- 21. Develop the Agenda • Establish times for each agenda item and overall meeting duration • For longer meetings, provide 10-15 minute breaks every 90 minutes • Include 5 minutes at the end to recap action items and next steps
- 23. DETERMINE ATTENDEES Who doesn’t need to attend? Mandatory vs. optional attendees
- 24. Designate a notetaker. Meeting notes can be used to update those who only need to be informed. DETERMINE ATTENDEES
- 26. SCHEDULING THE MEETING Choose your (day and) time wisely.
- 27. Scheduling the Meeting Think about the room you will need.
- 28. Scheduling the Meeting Book the room early if you have prep to do.
- 29. Scheduling the Meeting Put the objective, agenda and prep materials in the meeting request.
- 31. Preparation Before the Meeting Day Prep your … Team leads Key players Stakeholders
- 32. Preparation Before the Meeting Day Prep your … Team leads Key players Stakeholders
- 33. Preparation Before the Meeting Day Prep your … Presenters Team leads Key players Stakeholders
- 34. Preparation Before the Meeting Day Prep your … Presenters Team leads Key players Stakeholders
- 35. Preparation Before the Meeting Day Prep your … Presenters Reference materials (send them beforehand) Team leads Key players Stakeholders
- 36. Have a backup plan. Preparation Before the Meeting Day
- 37. (see “Parking Lot”) Plan for pads and easels if you’ll need them.
- 39. DAY OF THE MEETING PREPARATION Get to the room early
- 40. Prep for technical needs DAY OF THE MEETING PREPARATION
- 41. DAY OF THE MEETING PREPARATION Prep for food set-up
- 42. Put out the agenda and reference materials DAY OF THE MEETING PREPARATION
- 43. Get your “parking lot” ready DAY OF THE MEETING PREPARATION
- 45. Start on time Getting Started Inform the participants of desired outcomes Attendance check Review meeting objective with the participants
- 46. Start on time Getting Started Inform the participants of desired outcomes Attendance check Review meeting objective with the participants
- 47. Start on time Getting Started Inform the participants of desired outcomes Attendance check Review meeting objective with the participants
- 48. Start on time Getting Started Inform the participants of desired outcomes Attendance check Review meeting objective with the participants
- 49. Confirm who is the designated note-taker Confirm who is the meeting facilitator Getting Started Establish ground-rules Review agenda
- 50. Confirm who is the designated note-taker Confirm who is the meeting facilitator Getting Started Establish ground-rules Review agenda
- 51. Confirm who is the designated note-taker Confirm who is the meeting facilitator Getting Started Establish ground-rules Review agenda
- 52. Confirm who is the designated note-taker Confirm who is the meeting facilitator Getting Started Establish ground-rules Review agenda
- 55. FACILITATING DISCUSSION Use Questions to Facilitate Discussion
- 56. GOOD questions Facilitating Discussion Brief and to the point vs. BAD questions
- 57. GOOD questions Facilitating Discussion Brief and to the point Three questions packed into one vs. BAD questions
- 58. GOOD questions Facilitating Discussion Brief and to the point Three questions packed into one vs. BAD questions A real question
- 59. GOOD questions Facilitating Discussion Brief and to the point Three questions packed into one vs. BAD questions A real question A statement dressed as a question
- 60. GOOD questions Facilitating Discussion Brief and to the point Three questions packed into one vs. BAD questions A real question Clear language, easily understood A statement dressed as a question
- 61. GOOD questions Facilitating Discussion Brief and to the point Three questions packed into one vs. BAD questions A real question Clear language, easily understood Jargon, acronyms A statement dressed as a question
- 62. GOOD questions Facilitating Discussion Brief and to the point Three questions packed into one vs. BAD questions A real question Clarifying misunderstandings/ disagreements Clear language, easily understood Jargon, acronyms A statement dressed as a question
- 63. GOOD questions Facilitating Discussion Brief and to the point Three questions packed into one vs. BAD questions A real question Clarifying misunderstandings/ disagreements Clear language, easily understood Finding fault Jargon, acronyms A statement dressed as a question
- 64. Be encouraging when people contribute Facilitating Discussion
- 65. Be encouraging when people contribute Facilitating Discussion Observe non-verbal cues
- 66. Be encouraging when people contribute Facilitating Discussion Observe non-verbal cues Be aware of your participation – don’t dominate
- 67. Be encouraging when people contribute Facilitating Discussion Observe non-verbal cues Be aware of your participation – don’t dominate Do interrupt if a speaker is making a long statement with many points
- 68. Be encouraging when people contribute Facilitating Discussion Observe non-verbal cues Be aware of your participation – don’t dominate Do interrupt if a speaker is making a long statement with many points Shed light on differences of opinion
- 69. Facilitating Discussion Avoid jumping to a single solution; explore alternatives with the group
- 70. Facilitating Discussion Ask for agreement to confirm consensus
- 72. MANAGING DISTRACTIONS Use a “parking lot”
- 74. MANAGING DISTRACTIONS Diffuse anger by taking short breaks and/or revisiting the goal of the meeting
- 75. FINISHING UP Strive to end on time, but the last five minutes are the most important…
- 76. FINISHING UP Last five minutes: RECAP
- 77. FINISHING UP Last five minutes: RECAP Action items
- 78. Roles & responsibilities (be specific) FINISHING UP Last five minutes: RECAP
- 79. FINISHING UP Last five minutes: RECAP Due dates for action items (be specific)
- 80. Set date/time for next meeting (if needed/possible) FINISHING UP Last five minutes: RECAP
- 81. FINISHING UP Last five minutes: RECAP Request feedback on the meeting itself
- 82. CONFERENCE CALLS
- 83. CONFERENCE CALLS Ensure caller(s) can hear everyone in the room
- 84. CONFERENCE CALLS Remind caller(s) to identify themselves up front, and before they speak
- 85. CONFERENCE CALLS When speaking to callers, use their name(s)
- 86. CONFERENCE CALLS Remind callers to speak one at a time
- 87. In the spirit of meeting best practices… • Was this helpful? • What did we miss in terms of content? • Do you have any more questions? FEEDBACK