Fun way to remember how to plan a meeting anywhere anytime and look prepared. There are too many meetings and many meeting leaders don't have time to be 100% prepared. This tool will give you a quick consistent method to facilitate every meeting.

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Kathryn Frazier, Facilitator
Improving Meeting Effectiveness
An Easy Template for
Meeting Success

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PROCESS
Actions and tools
that help a team
get its work done.
TASK
The work the
team is trying
to get done.
TEAM
Understanding
Team
Dynamics.
Meeting Facilitation Model

3. S.P.A.C.E.R SAYS… “I Can Quickly Organize Your
Meetings”
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4. What is S. P. A. C. E. R.
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5. Safety is Everyone’s Responsibility
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Always Begin Each Meeting, At All Levels, With Safety
• Business leader shares or solicits a meaningful safety rule,
tip, or concern
• Facilitator/Meeting leader shares site emergency
information:
 Emergency signals
 Emergency phone numbers
 Exit locations, routes
 Assembly points
• Facilitator/Meeting leader shares an example of safety.
Or
The Habit of Safety First sends the Right Message

6. Every Meeting Needs an
AGENDA
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Always
Publish an
Agenda
Before Each
Meeting
Purpose
of the
Meeting
Major Points
to Achieve in
the Meeting
Times for Each
Topic of Meeting
Who is
Responsible for
Each Topic of
Meeting
Always Start On Time and End On Time

7. Purpose
 Communicate the
Purpose of the meeting in
the Agenda and at the
beginning of the meeting.
 Give a clear statement
about:
 Why we are getting
together.
 What we are here to
accomplish.
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8. Sample Code of Conduct
Area of Concern Potential Code of Conduct
Statement
Time Management Listen for Understanding
One Conversation at a Time
No Cell Phones or Beepers
Participation Everyone Participates
Appoint Some Co-Facilitators Time Keepers, Team Process-
Check Gate Keeper – Scribe
Challenging the Mindset Always Include a One-Minute
Item on Change – Look to the
Future not the Past
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9. Clearly Define Meeting Expectations
Leader and
Participants Expect the
same Outcome from
the Meeting
Each Participant
Expresses Their
Expectation for the
Meeting
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Collect a List of Expectations From the Team on
Flip Chart for Team Review at End of Meeting

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Roles and Responsibilities
Assign Meeting Roles at Start of Meeting to Ensure:
 Efficient Meeting
 Shared Meeting Responsibilities
 Manage Group Dynamics
 Ground Rules for Meeting
Select:
• Meeting Leader
• Time Keeper
• Engage Members
• Flip Chart Writer
 Parking Lot
 Issues or
Opportunities
List

11. S. P. A. C. E. R.
Ensuring Meeting Effectiveness
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Spacer’s Final Tip:
Agenda, agenda, agenda, agenda