Sofema Online looks at best practices in meeting facilitation.

Introduction

Well-facilitated meetings are far more productive than meetings that carry on in a relatively uncontrolled manner.

It should be clear that people will be more motivated and engage more willingly in group dialogue when they can see a clear connection to what’s in it for them.

Understand that the role of a facilitator is not to be an expert but rather to create an environment where people can freely engage with the meeting objectives.

As a Facilitator, you Should Prepare for the Meeting - Although the ideal discussion is intended to be open & spontaneous, you need to nevertheless prepare for your role.

Consider Best Practices to add to your Facilitation Skills

a) An essential role of the facilitator is to ensure that the group is able to focus on the objective, and for this to happen in the best way, some ground rules must be established. Examples include:

○ Group logistics, meetings times, food, etc.
○ Clearly communicate how much time you have for questions or discussion and what you are looking for from this time. 
○ Attendee expectations, if appropriate
○ Who will lead the discussions (separate from the facilitator)?
○ How to handle conflict (Time Out-Parking)
○ Confidentiality expectations

b) Note: The facilitator should focus on the questions & not the answers!

○ The primary role of the facilitator is to help the group move forward rather than to convey knowledge (that’s training).
○ Therefore, try to focus on asking questions that focus on creating an environment where genuine dialogue can emerge.

c) Try to ask as many open-ended questions as possible, for example, how, why and please share in your opinion what needs to be done, etc.

d) Encourage relationship building by asking questions that facilitate this. For example, what do you most hope to gain from participation in this group?

e) Invite participation, particularly from the “more quiet” attendees (But not to insist or force in any way)

f) Try not to place a burden on people to contribute, but rather to create an environment whereby they feel comfortable doing so. 

g) If possible, avoid putting people on the spot to contribute; understand that they will when they feel comfortable, so focus on making them feel comfortable.

Summary

Try to keep the discussion focused on the key issues & maintain a clear agenda regarding both the discussions and desired outcomes.

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