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Facilitating Meetings

Facilitating Meetings. Don Laackman for IBH and Career Services May 14, 2009. Agenda. Why facilitate? Facilitation methodology Concluding thoughts. Why Facilitate?. Good meeting facilitation maximizes the collective human capital in the room and achieves greater results

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Facilitating Meetings

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  1. Facilitating Meetings Don Laackman for IBH and Career Services May 14, 2009

  2. Agenda • Why facilitate? • Facilitation methodology • Concluding thoughts

  3. Why Facilitate? • Good meeting facilitation maximizes the collective human capital in the room and achieves greater results • A little bit of planning can • Go a long way toward meeting objectives • Make people feel better about their participation • Help you win friends and influence people Def: facilitate -- 1. a. trans. To render easier the performance of (an action), the attainment of (a result); to afford facilities for, promote, help forward (an action or process). Oxford English Dictionary

  4. Facilitation Methodology • Setting up the meeting • Introducing the meeting • Conducting the meeting • Closing the meeting and follow-up

  5. Setting Up the Meeting • What is the purpose of the meeting? • Make decisions • Educate • Plan for follow-on actions • Depending on the purpose, think about prep and agendas (static vs. dynamic) • Distribute background material if necessary • Be clear on logistics (time, place, dress code, food)

  6. Introducing the Meeting • Roles • Facilitator vs. Boss • Participant’s roles – spectators, contributors, collaborators • Rules for the meeting • Time contracts • Responsibility and authority of the facilitator • How decisions are made (boss vs. majority rule) “Ninety percent of the world’s problems are caused by role confusion” - Don Laackman

  7. Conducting the Meeting • Remember who is in charge • Remember the goals • Gently, but forcefully, guide the meeting • Honor your time contract • Call time-outs • The “one conversation” rule • How to make everyone feel heard • How to cut someone off

  8. Closing the Meeting and Follow-ups • Summarize the meeting results • Re-cap who is doing what • Discuss how the meeting results will be communicated • Thank the participants • Off-line, solicit feedback on your performance • Follow-up with an email, blog entry or some other type of record of the meeting

  9. Concluding Thoughts • Good facilitators listen well, are respectful, and push the agenda forward • Well-facilitated meetings let people know their ideas were heard and respected • Think carefully about when you should play the facilitation role – and when you do, don’t go half in • Facilitation helps a team achieve more and uses time more productively

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