Meeting Facilitator's Tip Sheet

Control the Process, the People, and the Productivity

Trude Diamond
Trude Diamond, Yahoo! Contributor Network
Nov 13, 2007 "Share your voice on Yahoo! websites. Start Here."

Plan - The facilitator's job is to help people think together. Prepare yourself with all the information you need to acquire and procedures you need to complete.
  1. Identify and communicate the meeting's objectives well in advance.

  3. Assemble all resources materials and ensure the availability of all participants.

  5. Communicate the time and place to all participants and other stakeholders.

  7. Ensure that every participant knows his/her role and responsibilities.
Establish and enforce the rules- The Rules Checklist:
  • Consensus, not compromise, is the goal.

  • Adopt the attitude "None of us is as smart as all of us."

  • Full participation is required. Turn off pages, cell phones, notebooks.

  • All participants have equal say. Check your ego at the door.

  • One conversation at a time. Everyone will have their say.

  • 5 minute rule - debate on one issue may not exceed 5 minutes. Follow-up on more complex issues occurs "off-line" and is reported to the group afterward.

  • No strong criticism - of people or the ideas or products they contribute.

  • Open items/issues are assigned with follow-up date and responsible person.

  • Issues not part of the session objectives may be placed in the parking lot.

  • Unresolved items/issues are elevated to the Executive Sponsor.

  • Time is important, restarts must be prompt.

Follow up and evaluate
  1. Obtain and then communicate the resolutions to all follow-up issues from the meeting.

  3. Evaluate the meeting's effectiveness - on the metrics you have identified, based on the feedback from the participants and stakeholders.

Now all you need is a coach to.
  • Help you get started.
  • Demonstrate the process.
  • Give supportive and creative feedback to your meeting (in person or on tape).

Peruse DiamondWrite.com for more useful tip sheets.

Published by Trude Diamond

Trude Katherine Diamond has been around and never been square. Laughs through, and often at, most of it. Trude addresses the joys and irritants of societal issues, makes people think beyond their comfort zon...  View profile

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