Inform the participants about the overall purpose of the meeting by explaining . Before inviting people to a meeting, establishing the meeting agenda first serves as the basis for successful meeting facilitation. Review the agenda to let people know what's up for discussion. 3. The role of the facilitator. Move the agenda forward or backward. Guide and control the meeting. Breath deeply as often as possible. Here's how you can facilitate a meeting that drives consensus, makes decisions, and leads to solutions. Agree with the group what behaviour is acceptable/not acceptable in the meeting (e.g. The start of a facilitated session is critical to the overall success of the session. Here are 10 meeting facilitation best practices and techniques that you can leverage when facilitating your next meeting: Be assertive, not aggressive. While you spend time deliberating on the issues to discuss, you can ask colleagues for suggestions. When you get the chance, be quiet and take a back seat (and take a moment to feel pride in your team and what you have just achieved). Structure conversations and apply appropriate group facilitation techniques to keep discussions effective. In practice, this means doing at least two things: some form of ice-breaker or check-in, and sharing ground rules. Meeting facilitator definition. Facilitating a meeting entails driving . 1. "Art, like love, moves the heart in unexpected directions.". The difference between running a meeting and facilitating a meeting. To facilitate meetings like a pro, start the meeting by informing the group what the gathering is about and how it will work. Click the agenda item number at the top of the screen for the item you wish to discuss. Utilize the U-shaped set-up for meetings where you want the participants to see each other and interact when needed. Here are helpful tips to facilitate a meeting effectively: 1. As my friend Cameron Herold would say.Meetings suck! Different organizations may have different expectations for facilitators. Be Comfortable with Crosstalk and Interruptions. 1. Confirmation bias - a tendency to seek or favour information that confirms our own beliefs, and a failure to notice that which does not. When your team is talking, sharing, exploring, collaborating - on topic but without your input - this is exactly where you want to be. "Be genuinely interested in everyone you meet and everyone you meet will be genuinely interested in you.". P.S. Participants leave feeling as though the time spent "could have been an email." But this maybe more of a problem of how a meeting is being facilitated rather than the meeting itself. Meeting facilitators may serve different roles at different organizations. The word facilitate comes from the Latin which means to 'make easy'. Create an interactive agenda. When you approach a meeting as a facilitator, you are a neutral . Create a meeting agenda. 2. Speak Fast and Efficiently. When you do so, the selected agenda item becomes the focus on everyone's screen. Contrast bias - valuing something in comparison to another. We recommend that your opening words cover four key points: inform, excite, empower and involve (IEEI). Meetings have a bad reputation. She can get everyone to share their voices amidst the various personalities, opinions, and sensitivities that exist . During The Meeting. !Most meetings suck because people don't know how to run them well. Here's the link again: Click here to download your free meeting agenda template and meeting minutes template There's a difference between hosting and facilitating a meeting. "Every true love and friendship is a story of . Put a pause on the conversation to address the situation rather than continue to let the "unexpected elephant" lurk on the field unannounced. Make no mistake: facilitating a meeting well is difficult. It is good practice to make the agenda for the meeting available to . Know your role and own it. Foster participation and get people to come up with ideas, thoughts and perspectives that add value. Training : practicing using the knowledge. Make sure your agenda meets the time allotted for the meeting. In a way, in fact, to run a meeting effectively calls upon you to act the way a skilled athletic coach does, watching the action, calling plays, and encouraging good performance. Setting the right tone for the meeting is important. You get to decide when and for how long the group will talk about each agenda topic, as well as who talks. Identify the meeting's outline. 2. Review the objectives. 3. You may take a top-down approach to meetings by speaking the whole time, giving out directives, and quickly checking off items from the agenda. Other biases including those based on race, age, gender, background . There's somebody that's paying attention to how fast the meeting's going or how slow . There are a lot of fundamentals to . Make no mistake: facilitating a meeting well is difficult. Have all your questions and props prepared ahead of time. Lessons in How to Facilitate a Meeting from the 2020 Presidential Debates. Put on your facilitator-as-referee hat, blow the whistle and call for a timeout. Let the other people in the group be the stars of the show. Visualize the meeting going well and that you are very grounded, calm, and clear. It requires care, vigilance, flexibility, resilience, humility, and humor. A facilitator's job is to help the group reach the best outcome possible. The middle third of the process is to run the meetings efficiently. My lesson from this idea of momentum meetings is that a really great facilitator is also a momentum manager. Here are the steps you can take if you're responsible for facilitating a meeting: 1. If you follow those "how to facilitate a meeting" steps with every single meeting that you run, you will have fewer meetings, you'll have better meetings, and you and your team will live happily every after.-Hassan . Sure, some people will miss the meeting and use the notes to catch up. Other times, a facilitator may only need to set up the meeting and oversee it. I believe that there are three elements to successfully facilitating a meeting - whether it is in person or online: The elements are: The Agenda. However, too much time can also result in an endless cycle of "well what about..". Yes, enjoyable. Help people collectively move through a process. Provide supplies for those attending the meeting. In a way, to run a meeting effectively calls someone to act the way a skilled athletic coach does, watching the action, calling plays, and encouraging good performance. Conformity bias - where people's views are swayed by the views of others. Understand your role. Trevor Bentley, defines facilitation as: "The provision of opportunities, resources, encouragement and support for the group to succeed in achieving its objectives and to do this through enabling the group to take control and responsibility for the way they proceed.". The discussion. Set meeting ground rules. Coaching : encouraging individual (s) to use the knowledge. Teaching : giving you knowledge to use. Enable Group Involvement. A skilled facilitator adapts to the needs of each particular team and meeting. It requires care, vigilance, flexibility, resilience, humility, and humor. Understand your role. Create a safe space; Frame the meeting with clarity; Support everyone's full presence and participation. They provide important context. If you are a meeting facilitator, you and your fellow facilitators can: Start the meeting. These quotes about meeting someone unexpectedly captures how these can be some of the best relationships we have in life. Outline the Rules From the Beginning of the Meeting. A skilled facilitator can make a meeting feel thoughtful, cohesive, participatory, and even enjoyable. Your agenda should be a set of topics that you can realistically hope to cover in the time available. Set up chairs in a circle with you in the center for meetings intended as open and participatory. 1. Hosts typically set the agenda, start the meeting, and ask questions to keep the meeting moving. During the meeting, remind yourself (as above) that you are a good facilitator and you have done the best you can to prepare everyone. Every facilitator has a different style, and every group has different dynamics. Embrace the facilitator's role of managing time, encouraging participation, and asking juicy questions. 4. Method 2: Find a Note-Taker for the Discussion. Facilitating a Meeting. Team members also gain clarity on when it's appropriate for them to speak or jump in, and what exactly is expected of them both in the meeting . The great advantage to having a meeting facilitator is that team members are freed up to focus on the important things, ie, the content of the meeting, rather than its structure, flow, or organization. In a way, in fact, to run a meeting effectively calls upon you to act the way a skilled athletic coach does, watching the action, calling plays . Identify the subjects you want to discuss beforehand. Structure your agenda such that there are opportunities for different people to lead parts of the discussion. Recording the notes of a meeting is important for our future selves. The point is as a facilitator, to create some change; to smooth the process of to smooth the progression of a client meeting some sort of goals. Be willing to suspend your own agenda. avoiding jargon, asking questions if you don't understand, trying to understand someone . Record decisions and action items. 1. First impressions count. Use parking lots. Here are seven tips that can help you lead an effective meeting. Here are the top 10 rules I've learned and honed after 25 years of facilitating meetings: Start the meeting well. This is a great time for the meeting facilitator to set the tone and gauge energy in the room too! You also decide how the group will discuss each topic. Some employees may be responsible for facilitating a meeting as well as participating in it. Tell the group you're sensing or hearing an important topic continuing to surface that you want to acknowledge and . Get all individuals in the room to feel like they are in a group with a shared interest. Eleven years of my early career were spent with a master teacher drilling us on what worked and what didn't . Consulting : suggesting new knowledge may work better. And the outcome. The opening sets the tone, pace and expectation for the rest of the meeting. In my experience, the real value comes when you need to refer to the notes a year from now. If you're new to this role, try talking with management or others who have facilitated meetings in the past about these expectations. Discuss the agenda outline: meeting duration . Make sure people know how the meeting works: explain the time frame, subject, aims of meeting, the process for making decisions, the responsibilities of the facilitator. When you run a meeting, you're often preoccupied with delegation. Make sure you allow ample time for group involvement and that you don't try to solve too many problems in a short time period. Facilitating a meeting requires care, vigilance, flexibility, resilience, humility, and humor. Facilitation : moving the knowledge. Speak Up Frequently. We've covered the agenda in previous lessons. 2. The role of the facilitator is to ease the process for reaching the desired outcome.
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