Meeting Facilitation
- Before you plan to call a meeting, ask yourself this important question. “Do we need to meet, or is there a more efficient way to accomplish our goal ?”
- If a meeting is worth calling, an agenda is a must. The agenda signifies the importance of the meeting and lends structure and organization throughout the meeting.
- Send the agenda to participants prior to the meeting, allowing them enough time to focus their thoughts and do any advance preparation prior to the meeting.
- Arrange the facility according to the type of meeting. If discussion is required. Plan to have participants face one another.
- Begin and end meetings on time. Doing so conveys you value the participants time and intend to use it efficiently.
- In your opening statements. Clearly state the desired outcome for the meeting.
- Encourage participation. If you sense that there may be disagreement, even if nothing is said, have the confidence to call directly on individuals. For example, “Susan, I am feeling that you have some thoughts about this issue. Would you have them with us ?”
- Keep the discussion focused. If needed, remind participants about the goal for the meeting and redirect comments that do not relate to the current discussion.
- Make every effort to come to agreement by consensus, not voting. Periodically check in with participants to see if they can support decisions under consideration.
- Summarize progress and review responsibilities at the end of the meeting. Don’t end until participants are sure about the next steps and their individual responsibilities.
