There is an old but relatively famous set of videos by John Cleese and others called 'Meetings Bloody Meetings' in which John is brought to trial for hosting meetings that actually serve very little purpose. We have all been in those types of meetings! Last week, I had the occasion to facilitate two meeting of collaborative planning tables that were rated positively by the participants for design and impact. It isn't rocket science, but it is critical, to spend time considering the context, outcomes, flow and design of the meeting when putting an agenda together.
Here are some tips to consider:
Who is attending: How many people will be at the meeting? What is their knowledge of the topic? How connected are they to each other? Do they meet together often or is this a one time event.
- Tip: Always build time in the agenda for a meet and greet, this can take place at the tables if it is a large group, in an ice breaker exercise, or in a pair-share question format. Connecting people to each other and building trust is an important part of collaborative work so build it into the agenda.
Meeting/Participant Outcomes: Consider developing 3 to 5 participant or meeting outcomes. This helps set the stage and can also help frame the agenda.
- Tip: Put the participant or meeting outcomes on the agenda and review them with the group. This will let the group know why they are there and what you hope to accomplish together.
Mix the Media: Build into the meeting different formats - presentation, large group dialogue, small group discussion, cross table feedback. No one can spend a whole day listening to the 'sage from the stage' so different formats keep the participants engaged throughout.
- Tip: Providing flip chart paper and post it notes can help groups capture their ideas in real time and allows for a good record of the meeting discussion.
End with Action: One of my favourite tools is 'Top 3" where I ask participants to identify the top three steps that need to be completed in the next three months to move the collaborative work forward. The Top 3 exercise is really practical and gives everyone a sense of forward motion and action.
- Tip: Be sure to revisit the Top 3 list at the beginning of the next meeting and report progress. Eveyone will be pleased that progress is being made.
Do you have great meeting facilitation tips? Share them with us.
Let's hope your next meeting is productive!