How to Facilitate a Successful Meeting

We've all been there. In a department meeting at work or a small group gathering for a book club, maybe a homeowner's association meeting or a gathering of a local community organization. We have watched as the person in charge staggers and stumbles. An abrupt beginning followed by the twists and turns of participants whims ending with no real conclusion or decided future action. So, when it's your turn to take the reigns of leadership, how can you avoid similar pitfalls? There are a few simple keys to remember.

First, create an agenda. When you are facilitating a meeting an agenda is a simple way to communicate a meeting's direction. It would be great to deliver it ahead of time if possible. If that is not possible, at the outset of the meeting, just take a few moments to quickly go over it so there is no question about the material to be covered and the goals you want to achieve in the time you will be together. This not only provides people with appropriate structure, it gives them a necessary outline they can count on to guide them through the meeting.

Second, provide an icebreaker. A quick jumpstart that ties into the meeting's agenda helps to energize the group and kick the meeting off. It can be humorous, thought provoking, or provide a unique perspective you think interesting to share, but provide something to mark the beginning of the meeting's business. If you are in a business environment with access to video capabilities, a short film clip can be a great way to catch your audience's attention. If you are in a more informal setting a short story or group activity may lighten the mood and set the stage for discussion and sharing.

Third, create an atmosphere of trust and acceptance. Too often at work or in the comfort of your own living room, people in groups find it difficult to share their true thoughts for fear of rejection or the consequences of their honesty. Take the lead here and be vulnerable. If you are at work and will be leading a discussion about the pro's and con's of a potential supplier, offer your thoughts on the matter first, setting an appropriate example for the rest to be able to share. If you are in more of a social group, offer your insights into the book or social issue that is up for discussion. This will create the atmosphere needed for real progress or revelation. Remain humble, others will be bound to disagree, but that is the point, to bring out all thoughts and opinions. Just prepare to bring the discussion full circle to keep the meeting on track. Always bring them back to the agenda.

Finally, close the meeting cleanly. Wrap things up by asking for final thoughts, offering to table any new ideas or outstanding issues until a later date. If the group is small go around the room and ask if there are any final comments anyone wants to share. If the group is large, thank everyone for participating and promise to arrange another meeting to discuss any outstanding business or unresolved issues. Think on your feet and encourage those in attendance to apply anything they have learned by coming up with a concrete action plan.

Meetings and group gatherings can be a daunting experience for everyone involved. However, if you are given the opportunity to facilitate any type of meeting, these four tips will help you to organize it, jump start it, establish the appropriate atmosphere of trust, while closing it out in a way that will leave all feeling like their time was well spent and grateful for you as the facilitator.