Specific competencies are required to effectively run meetings
Team leaders should follow basic and essential meeting facilitation activities to ensure smooth running meetings
Team leaders can use various tools to promote effective facilitation
The appropriate leadership style is situational and depends on the team’s readiness (level of development), but…
The leader’s facilitation behaviors determines how effectively they will work with the team
Democratic behaviors are fostered by using specific tips
2. Team Leader's Meeting Facilitation Competencies
Distinguishes process methods from content methods
Manages relationship and prepares thoroughly
Uses time and space intentionally
Evokes participation and creativity
Honors the group and affirms its wisdom
Maintains objectivity
Reads the underlying dynamics of the group
Releases blocks to the process
Adapts to the changing situation
Assumes responsibility for the group journey
Produces powerful documentation
Demonstrates professionalism, self-confidence, and authenticity
Maintains personal integrity
3. Basic and Essential Meeting Facilitation Activities
Basic:
Organize and direct: Provide structure, encourage; participation; reflect back to the team; move the team forward
Essential:
Prepare the room/setting: Ensure that everyone can see each other; Distinguish the facilitator’s seat; Allow team members to freely choose seating; Adjust spacing/seating to meet needs - i.e., pull chairs into a circle
Begin the meeting: Make introductions (appropriate icebreakers); provide updates; agree on objectives, identify expectations, and address concerns; agree on agenda and allocate time; agree on process (by agenda item) and check for concerns; define roles
End the meeting: Review decisions and action plans; schedule next meeting and agenda; critique meeting
4. Best and Worst Meeting Facilitation Practices
Best Practices
Carefully assess needs
Work hard to stay neutral
Use a wide range of process tools
Creates an open and trusting atmosphere
Helps participants understand why they are there
Listen intently to fully understand
Use simple direct language
Work to make participants the center of attention
Worst Practices
Want to be the center of attention
Don’t check for team members’ concerns
Fail to listen
Often lose track of key ideas
Passive about process
Put people down
Defensive over minor process issues
Take poor notes which leads to poor decisions
Push ahead with irrelevant agenda
5. Tool for Effectively Facilitating a Meeting
Set meeting objectives
Follow an agenda
Set ground rules
Gain consensus
Use a parking lot (for items team members bring up that are not on the agenda)
Track/prioritize conversation
Use mirror technique for complex concepts (repeat message to check for accuracy; have team member restate/clarify)
Manage difficult personalities
6. Situational Leadership Styles
Styles are based on directive behaviors (focus on getting tasks done) and supportive behaviors (keeping people happy)
Appropriate style depends on team readiness which ranges low to high levels of development (competence/ commitment)
