meeting facilitation best practices

“You're running the meeting? Oh, boy…”

These words still echo in my ears whenever I think back to my early days as a meeting facilitator. Back then, I saw facilitation as a simple matter of scheduling a room, setting up some chairs, and starting the discussion. How hard could it be?

As it turned out, quite hard indeed. I made countless mistakes, from allowing discussions to drift aimlessly to forgetting to plan for crucial aspects of the meeting. It wasn't until I started researching and practicing facilitation best practices that I began to truly master the art of leading meetings.

The Path to Improvement

Here are some of the key lessons I learned along the way, along with practical suggestions and potential traps to watch out for.

1. Define the Purpose

Before anything else, it's crucial to establish a clear purpose for your meeting. This not only sets the direction for the discussion but also helps you determine the right participants, agenda, and duration.

Trap: Failing to clearly communicate the purpose can lead to confusion and dissatisfaction among attendees. Make sure to outline the meeting's objectives and desired outcomes.

2. Choose the Right Format

Different meeting formats cater to different purposes and group sizes. For example, a brainstorming session might require a more relaxed, open format, while a decision-making meeting might benefit from a more structured approach.

Trap: Misusing formats can lead to inefficient discussions and poor decision-making. Understand the purpose and context of your meeting before selecting the appropriate format.

3. Prepare an Agenda

A well-crafted agenda serves as a roadmap for your meeting, ensuring that everything flows smoothly and efficiently. Include timed slots for each topic, along with a clear sequence of events.

Trap: Not allocating enough time for each topic can result in rushed discussions or incomplete coverage. On the other hand, excessive padding can lead to boredom and disengagement. Strike the right balance to keep your attendees engaged and informed.

4. Equip Yourself with Effective Communication Skills

As a facilitator, you play a crucial role in managing group dynamics and keeping the discussion on track. Practice active listening, encourage participation, and navigate conflicts with grace and diplomacy.

Trap: Poor communication can derail your meeting and damage relationships. Invest in developing your communication skills to ensure a smooth and productive session.

5. Monitor and Adapt

Meetings rarely proceed exactly as planned. Be prepared to adapt and make adjustments as needed. Keep an eye on Attendees' engagement, and be ready to pivot if necessary.

Trap: Stubbornly sticking to the agenda at all costs can result in a failed meeting. Be flexible and responsive to the needs of your group.

The Payoff

Applying these best practices has transformed the way I approach meeting facilitation. By defining purposes, choosing appropriate formats, preparing thorough agendas, and cultivating strong communication skills, I've been able to lead more effective and engaging meetings.

And the data backs this up. According to a recent study, meetings that follow best practices result in higher levels of participant satisfaction, better decision-making, and increased productivity.

So, if you're ready to take your meeting facilitation skills to the next level, remember: It's