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Raise your hand if you’ve ever been part of boring meetings that really don’t lead to nowhere? Yep, we’ve all been there; painful meetings, long ones that at the end – it could’ve been an email, Karen! Having all those painful meetings in mind, at Holaspirit we’ve mastered the art of meeting facilitation – to the point, efficient, and painless. But this article is not about the many reasons as to why Holaspirit offers a great meeting module – which you should check out!
But seriously, we wish to share with you how we do meetings facilitation; what is effective and how to prep awesome meetings so everyone is included, has their moment to shine and how to follow-up. We’re giving you the lowdown with 10 tips on the matter – take notes, and off we go!
To kick off this meeting facilitation pro tips, you must know that a facilitator is needed – a person who will carry out the meeting, give it order, energy and so forth. Once you have identified who is the facilitator (let's imagine it’s you!), these pro tips could come in handy for your next meeting facilitation.
🎯 Preparation is everything
Tip #1
Define the purpose and objectives: Clearly state the purpose of the meeting and its desired outcomes, make the information clear and share it with participants beforehand. But also, define your meetings' recurrency: is it a tactical, a stand-up, a governance meeting?
Tip#2
Create an agenda: Develop a detailed agenda outlining the topics to be discussed, the time allocated for each item, and the person responsible. Distributing the agenda in advance is key so everyone is aware beforehand.
Below is an example of a meeting with a proper and solid agenda, a tool is a great source to keep this aligned and in order. In the image shown is the tool Holaspirit and its meetings module.
Tip#3
Invite the right participants: Ensure that only relevant collaborators are invited to the meeting to keep discussions focused and productive throughout.
Tip#4
Set ground rules: For a great meeting facilitation, establish basic guidelines for the meeting such as: no interruptions, sticking to the agenda, and respecting different opinions.
✍🏼 Article read: Are you doing remote meetings? Quick tips on how to do just that – effectively!
🚀 May the meeting commence
Tip#5
Start on time: Begin the meeting promptly to respect everyone’s time and set the tone to a proactive meeting facilitation.
Tip#6
Encourage participation: Create an inclusive environment by encouraging all participants to share their views. How? Use open-ended questions to prompt the discussion. Also, by asking everyone’s opinion on certain topics could initiate participation and give room for everyone to pitch in.
Tip#7
Stay on track & manage time: This is enormous on getting meeting facilitation right –keep the discussion focused on the agenda items. Pro tip: The facilitator must politely steer conversations back on track if they drift off-topic. Keeping only agenda-topics on deck.
Tip#8
Use visual aids: Employ tools to visualize what the idea is about, but also, to showcase progress. Slides, or even a kanban tool is key to know where you’re at for that specific topic.
Tip#9
Facilitate constructive dialogue: Mediate any disagreements by acknowledging differing viewpoints and finding common ground. For a productive meeting facilitation, a quick summary on key points and decisions can ensure clarity on a heated topic.
Pro tip: not knowing how to react in certain situations can be tricky for the facilitator, but also, for everyone involved in the meeting. Below, we’re sharing a white paper on how you can bring psychological safety to the meeting/group and enhance its safety so everyone can speak freely.
🏆 A recap is needed
Tip#10
Distribute minutes/report: Once the meeting has ended, a quick summary of the main key points with key actions to take is helpful, as it will clarify those involved what are the steps to partake in, and leaves the project/topic transparent.
🚴🏽Go the extra mile with your meeting facilitation
- Active listening: Demonstrate active listening by nodding, summarizing points, and asking clarifying questions.
- Be neutral: As a facilitator, remain neutral and refrain from imposing your own opinions on the group.
- Adaptability: Be flexible and ready to adapt the agenda if unexpected but important issues arise.
- Energy booster: Maintain a positive and energetic tone to keep participants engaged.
Meeting facilitation is not an easy task, and perhaps is not for everyone. It is key for those taking the role of a facilitator to prep in advance, making sure to use these helpful tips we’ve shared – and remember: energy is everything.
You don’t have a tool with easy-to-use meeting templates, reports and more? Take a peek into Holaspirit – a tool that offers great meeting templates and more.
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