Wednesday, July 17, 2013

Facilitating a Meeting

This is a problem I've run into in the past, and sense I will run into again in the near future. 

How do you properly facilitate (1) a Leadership Meeting and (2) a Group/General Meeting. 

When you are a part of a group or are leading a group, usually you aren't doing it alone. Even if you're the CEO of a company, you'll still have a group of people in high-up positions along side you contributing to  ideas/goals and how to best implement them. Therefore there are 2 kinds of meetings to facilitate: Internal Planning Meetings Among Fellow Leaders and Meetings held to address general members or an audience of participants.

So here are some good general tips I came up with to help manage these 2 types of meetings:

(1) Internal Planning Meetings Among Fellow Leaders

-Create an Agenda that leaves room for notes and action items 
-Have a bell or ringing-noise-making device on hand so that when people inevitably go off topic you can get their attention refocused on the original topic
-If people want to continue pursuing the off-topic subject, set aside time for a separate meeting to address the new subject raised
-Make sure each person is clear on their role/what they have to contribute
-Make sure people are clear on why they are there and why they should participate
-Pair people up into groups of 2 so that they can co-headline projects and keep each other accountable 
-Make sure the time/agenda allows for conversation and room for discussion 
-Make sure there is a general note taker as well as individuals noting the information that directly relates to them 
-Make sure no one leaves the room with knowing what Action Items they are responsible for, when those items are due, and when the next meeting is

(2) Large Group/General Meeting held to address general members or an audience of participants

-Create a less-stringent Agenda that focuses on highlighting the main points of the meeting
-Keep your points brief and direct
-Make your intentions for the meeting clear and easy-to-follow
-Explain why members should be there and should be participating 
-Try to find a way to get members to interact directly during the meeting
-Have a bell or ringing-noise-making device on hand so that when people inevitably go off topic you can get their attention refocused on the original topic
-Make sure no one leaves the room without knowing what Action Items are requested of them, how and when they are to implement them, and when the next meeting or event is

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