Here are a few more guidelines to help you facilitate an engaging and impactful meeting:
Encouraging group discussion will help you cover all points of view and ideas. This will create better quality decisions as well as highly motivated participants; they will feel that attending your meetings is worthwhile. When participants see their impact on the decision making process, ideas, and activities, commitment to the plan improves. If one or two people monopolize your meeting, the quality of the plans you produce will suffer.
Keep Track of Key Items
Have someone other than the chair or facilitator record key decisions and action items. It is not necessary to record every detail, but make sure you capture the key points, and reiterate them when appropriate.
Meeting Follow Up
Within 24 hours circulate a brief report on decisions, individual responsibilities, next steps, next meeting dates, and so on. Quick action reinforces the importance of meeting and reduces errors of memory. Finally, follow up to see that the actions are being taken. If you do not follow up, all your effort may be wasted.
Almost everything about running a successful meeting involves being deliberate in what you do and say. Flip charts work well, because when you write something down, participants will disagree if you misrepresented their intentions. Verbally reiterating a participant’s point, or summarizing the conversation also works well. Give your participants every opportunity to speak up if they disagree. It is better to have disagreement happen during the meeting rather than after its finished.
One More Facilitation Tip
Many people say that speakers tend to rely on PowerPoint as a crutch, and that “good” speakers should be able to get on without. That may be true for speakers, but having a PowerPoint to give you cues, and guide your participants through your agenda can be an invaluable tool for facilitating a meeting.
Take the main items of your agenda and create a slide for each, and fill in the sub points as they make sense. Having this visual helper up on a screen throughout your meetings is a great way to let participants know where you are at in your process – and they usually appreciate the reference.
What are some other ways association professionals can further strengthen facilitation skills?