5 Tips For Facilitating Great Meetings

Prep work:

• Why are we meeting?

• What is the goal of the meeting?

• Length of time needed for the meeting

• What information should everyone know upfront?

• Who should be a part of the meeting and why?

• Appoint a facilitator - this is the person that runs the meeting

• Include a decider - this is person that makes the decisions

• Include any subject matter experts - the people that know the information to make decisions

• Round out the team - others who can contribute to the goal of the meeting

5 tips for facilitating great meetings:

1. Be comfortable with silence

   First, it allows people time to think and process information before speaking. This leads to more thoughtful contributions and better problem-solving. Second, it gives people who are introverted or less vocal time to gather their thoughts and contribute. Finally, it allows people to process non-verbal cues and body language. Silence is also a great tool for a meeting facilitator, as it can be used to prompt people to speak or signal that it's time to move on to the next topic.

2. Ask open-ended questions

   Open-ended questions are fantastic for meetings because they encourage people to provide thoughtful, in-depth responses. It shows that you're genuinely interested in hearing people's ideas and perspectives. They also tend to spark more discussion and creative thinking.

3. Focus on learning, not complaining

   This encourages constructive dialogue and positive outcomes. When people complain, they usually focus on what's wrong or what they don't like. This can lead to defensiveness and unproductive discussions. However, when people focus on learning, they can have a more open-minded and solution-oriented approach. For example, instead of saying "This is terrible, and we shouldn't do it," they might say "Here's what I think could be improved." It's a subtle shift, but it can make a big difference in the tone and outcome of a meeting.

4. Create a good balance between listening and doing

   This allows people to both gain new insights and make progress. If a meeting is only focused on learning, people might feel like they're spinning their wheels and not getting anything done. On the other hand, if the meeting is only focused on doing, people might not have the time or space to reflect and learn from each other. 

5. Manage the team’s energy

   This is critical because it can impact the team's productivity and morale. If the team's energy is low, people might feel disengaged or unmotivated. This can lead to wasted time and unproductive meetings. However, if the team's energy is high, people are more likely to be engaged and motivated. They'll be more likely to participate and contribute ideas. Plus, they'll walk away from the meeting feeling energized and ready to take action. That's why it's important for meeting leaders to be aware of the team's energy level and find ways to boost it when needed.

BONUS: check in with everyone to see how they are feeling and to make sure there’s clarity on next steps.  As the facilitator, don’t forget to ask for feedback on yourself or ask how you can make meetings more valuable.

What if people don’t participate in the meeting or contribute to the agenda?

Find a good time to ask people individually what would make it easier for them to participate.  Maybe they need more time, maybe they feel they don’t need to be in the meeting.  Ask other team members what they think may be the root cause of this.

As someone who is passionate about helping organizations realize their full potential and gain more time through meaningful work, I am here to help you.  Contact me if you need assistance with running efficient meetings or aligning your team’s purpose.