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Ever been in a meeting that goes in circles or seems to go on forever?

A person falling asleep at their desk in front of their laptop.

Itโ€™s not the meetings that are the problem, but the way theyโ€™re organized and managed.

Use these 6 facilitation techniques to run an efficient meeting!

1. Clarify the Purpose of the Meeting

Talk to the main people involved before the meeting and have them agree on the reason for the meeting and what they want to achieve.

This facilitation technique helps everyone stay focused and make good use of their time. ๐Ÿ•’

A sketch of a question mark with a circle and lines around it.

For example, you can ask each person to share any key points they want to cover or specific information they need from the meeting. ๐Ÿ”‘

When people know exactly why theyโ€™re attending, they'll be better prepared for the meeting and more likely to contribute.

Did you know?

Creating a clear purpose can help improve focus and cut down on time wasted in meetings.

2. Set an Agenda and Ground Rules

Creating an agenda and ground rules are facilitation techniques to:

  • Keep meetings organized and respectful.

  • Ensure key topics are covered.

  • Prevent off-topic discussions.

People having a meeting and looking at a whiteboard with sticky notes on it. Photo by Jason Goodman on Unsplash

Create an agenda by:

  1. Listing topics related to the meeting. ๐Ÿ“

  2. Allocating a specific amount of time to discuss each topic. ๐Ÿ•’

  3. Sharing the agenda beforehand so attendees can prepare. ๐Ÿ“ง

During the meeting, follow the agenda and ground rules closely.

Quiz

Jamie is planning an agenda on improving their company's social media presence. Which of these topics should they include on the agenda? Select all that apply:

Did you know?

Virtual meetings are common now, but without a plan, they can waste time! Creating a virtual meeting agenda keeps discussions on track, lets people prepare, and helps everyone get the most out of the meeting.

3. Manage Time and Keep Discussions on Topic

Keeping track of time in meetings is a key facilitation technique to staying focused and helps make sure that everything gets covered.

Someone looking at their watch and shouting 'time!'

Itโ€™s important to stay on topic.This helps keep the meeting productive and ensures that everyoneโ€™s time is respected.

To manage time and keep discussions on topic:

  • Set a specific amount of time for each topic and stick to it . โฐ

  • Gently steer everyone back to the topic if discussions start to wander. ๐Ÿ”™

Watch the video below on a strategy called "parking lot" for tips on how to stop an unrelated topic from taking up too much meeting time.

Did you know?

Almost 80% of people think that meetings that start late are a waste of time, and 65% believe that not managing time well makes teams less productive. The first 10 minutes of a meeting often get lost in chit-chat and distractions.

On the flip side, meetings that start and end on time are seen as 40% more effective!

4. Encourage Discussions and Conversations

Create an open atmosphere where everyone feels comfortable sharing. Ask questions to spark discussion and invite quieter team members to contribute.

People talking during a meeting at a long boardroom table.

Some questions you can ask are:

  • Can you elaborate on that?

  • What are your thoughts on this?

  • Whatโ€™s your reasoning behind that suggestion?

  • How would this look in a real situation?

  • What would the process look like?

Facilitation techniques like turn-taking, sharing thoughts on sticky notes,and small group discussions can also help boost participation!

A meeting is effective when all voices are heard! ๐Ÿ‘‚

Quiz

Morgan wants to encourage quieter members to speak up. What strategies can Morgan try?

5. Handle Conflicts Calmly

When conflicts happen in a meeting, it's important to handle them calmly to encourage respect, open communication, and maintain focus.

Kendall Roy from Succession holding his hands out and saying, 'We're good.'

How do you do this?

  • Start by listening to everyoneโ€™s opinions and make sure they feel heard.๐Ÿ‘‚

  • Focus on solving the problem, not on who is right or wrong. ๐Ÿ”

  • Find common ground and look for areas where everyone agrees. ๐Ÿค

  • Once you know the issues, create a plan to fix them.๐Ÿ“

  • Remind everyone to use a positive and respectful tone.

  • Follow up to make sure ensure that everyone is on the same page. ๐Ÿ˜Š

Did you know?

Research shows that approximately 85% of employees encounter conflict at some level, and unresolved issues can lead to a 67% reduction in performance.

6. Summarize the Meeting

A quick summary of key points at the end of a meeting is an effective facilitation technique that helps:

  • Keep everyone on the same page about decisions made

  • Makes upcoming tasks clear

  • Tells everyone the next steps.

Michael Scott from The Office saying, 'I think that pretty much sums it up.' He holds a mug that reads: 'World's Best Boss'.

To summarize a meeting:

  • Go over the key points, decisions, and action items.

  • List who is responsible for each task.

  • Review any deadlines.

  • Share notes afterward for easy reference.

Take Action

By using these facilitation techniques, you can transform your meetings into productive, focused, and engaging sessions that drive real progress!

Two people giving each other a high five during a meeting.Photo by krakenimages on Unsplash

License:

This Byte has been authored by

DM

Desiree Mok

Educator

BEd

English

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