How to prepare for the Meeting

-Clarify the meeting's goals

-Set meeting time and date

-Identify the meeting site

-Check atendee availability

-Find a recorder ( if necessary )

-Identify resource people

-Identify any pre-work

-Notify attendees

-Decide what interventions you are likely to use

-Prepare any intervention materials you will need

-Finalise the agenda and create an evaluation form

-Organise your resources

-Write an introduction

-Prepare a list of attendees ( and biographies if necessary )

-Check on equipment, supplies, and other logistics

-Confirm site arrangements

-Confirm attendance

-Identify material and equipment needs

-Order supplies / equipment

-Arrange for signs and visual aids ( if necessary )

-Arrange for food / beverages

-Arrange for telephones, fax access, copying, and other business services, if necessary

-Arrange for transportation and parking permits.

-Inspect room for correct set-up, temperature and lighting

-Set up signs and arrange other materials

-Check equipment / supplies

-Check meals, beverages, and transportation

-Distribute agenda and list of attendees

How to determine your role as a facilitator

If the meeting involves only people from your company, then your role may be pre-defined. But if you're meeting with clients, then you may need to clarify which role the client expects you to play. In many cases, you will have noexplicit authority in the meeting but will be expected to take charge and act, in effect, as a "facilitator without a portfolio". In other cases, the client may officially designate you as the meeting faciliatator. In any case, determine what expectations the client has.

. Reach a shared understanding of the facilitative actions you will take.

Many people won't be aware of the actions facilitators can take during meetings, so be specific in agreeing on your role. Identify the potential actions you can take and the facilitation role you will assume :

Task Functions :

-Setting and monitoring the agenda and meeting goals

-Defining problems

-Establishing procedures

-Generating ideas

-Giving information (i.e., providing expert content )

-Identifying alternatives

-Synthesizing ideas

-Summarizing

-Checking for consensus

Maintenance Functions :

-Encouraging and balancing participation

-Reconciling disagreements

-Resolving conflicts

Gatekeeping

-Setting the right climate

-Coaching

-Building relationships.

How to Open the Meeting

.Distribute the list of attendees and make introductions.

If people are not acquianted, introduce them or ask them to ointroduce themselves. You may also want to use some climate-setting techniques.

.Distribute the agenda and discuss the meeting's purpose and goals.

Note how much time is available for this meeting and then allow time to review and discuss the agenda, including the purpose and goals ( or desired outcomes ) of the meeting. End the discussion by setting time frames for each major item on the agenda.

.If applicable, review the minutes from the last meeting.

.Set or review the ground rules for the meeting.

Proceed with the meeting if you have previously set the ground rules. Otherwise, take time now to establish ground rules.

.Initiate the discussion.

Go the first item on the agenda and open the discussion by asking an initiating type question :

The first item is costing. Who would like to begin?

The first item is costing. I believe the issue is lowering production costs. Any ideas ?

How to run the Middle of the Meeting

-Ensure that everyone is contributing. Call on people who aren't speaking up.

-Deal with disruptive behaviours.

-Silence side conversations.

.Monitor progress through the agenda and pace group members through it.

Keep one eye on the clock and the agenda time frames. When it's time to move on, suggest that the group do so. If people want or need to keep talking on this topic,

.Use interventions to stimulate thought or action.

Use brainstrming, nominal group technique, and other interventions to generate ideas, rank alternatives, and reach consensus.

.Check for consensus when appropriate.

Use the Fist of Five and other other techniques to check for and move groups to consensus.

.Balance your content and process contributions.

Remain neutral on content if your role is pure facilitator. If you have a content role, contributr wisely and avoid dominating the discussion.

How to Close the Meeting

-Summarize what has been covered during the meeting.

-Identify any items not covered or issues raised during the discussion that must be addressed later.

.Identify agenda items for the next meeting.

-Add items identified for discussion during the next meeting.

-Asign responsibility for creating the next meeting's draft agenda.

.Review key decisions and action steps/ assignments.

-Review the key decisions.

-Review the action steps.

-Gain each person's committment to the action steps.

.See if the recorder has any questions or needs clarification of any points.

.Evaluate the meeting.

-How do you feel about the meeting ?

-How were the pace and tone of the meeting ?

-How was the agenda ?

-How effective was the interaction among people ?

-Did you feel that your contributions were valued ?

-What might we do differently in future meetings ?

-How well did we stay on the subject ?

-How well did we respond to one another ? Communicate ? Resolve conflicts ? Reach consensus ?

-Was this meeting worth your time ?