Facilitating Effective Meetings
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In-house presentation to assist meeting facilitators in organizing and running effective 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