Meetings are an essential part of any organisation. The success of a meeting largely depends on the facilitator's ability to keep the discussion focused, productive and efficient.

In this blog, we will discuss some tips to help you improve your skills as a meeting facilitator, including planning and preparation, setting ground rules, managing time effectively, active listening, conflict resolution and evaluating and reflecting on your performance.

What is a facilitator?

As a meeting facilitator, you are responsible for creating a positive and engaging environment that encourages participation, promotes collaboration and helps the group achieve its objectives. The facilitator's primary role is to manage the process of the meeting and create a comfortable forum for open and constructive communication.

The facilitator is responsible for:

• Establishing ground rules
• Keeping the discussion on track
• Time management
• Encouraging participation
• Ensuring that all viewpoints are heard

They also help the group to generate ideas, make decisions and reach a solution when necessary.

Meeting facilitator top tips

A competent meeting facilitator is an expert communicator, skilled in task management and problem-solving. They must remain a neutral party and not let their own perspective impact a meeting. The key focus of a facilitator is to guide the group to achieve its objectives by cultivating productivity and efficiency.

Plan and prepare

Before any meeting you’re facilitating, take the time to plan and prepare. Highlight the purpose of the meeting, set clear objectives, and create an agenda that outlines the topics to be discussed. Consider using a whiteboard or mobile whiteboard to communicate this information throughout the meeting so it is visible to all participants. This will ensure a more focused, productive, and efficient session. Also, make sure to communicate the agenda and any necessary materials to the attendees in advance.

Set ground rules

Establish clear ground rules for the meeting at the beginning to create a respectful and productive environment. These can be listed on a flipchart easel or whiteboard so that you can refer to them if needed. Encourage participation and ensure that everyone has an opportunity to speak. Also, make sure to enforce the rules throughout the meeting, particularly if any attendees are challenging them.

Manage time effectively

Stay on track and manage time effectively by keeping the discussion focused on the agenda topics. Keep an eye on the clock and adjust the pace of the meeting as needed to ensure that you cover all of the agenda items or schedule a follow-up session if this would be beneficial.

Listen actively

Practice active listening by paying attention to what is being said and showing that you understand. Clarify any misunderstandings and encourage participants to ask questions and provide feedback.

Handle conflict

Address any conflicts that arise in a respectful and constructive manner. Focus on the issues rather than the individuals involved and encourage open and honest communication. In this instance a facilitator takes on a mediation role, remaining impartial.

Evaluate and reflect

After the meeting, take the time to reflect on what went well and what could be improved. Encourage constructive feedback from participants to help you identify areas for improvement and to inform your approach to future meetings. You should also review the agenda outlined on your whiteboard at the beginning of the meeting and consider if all topics have been addressed.

What to avoid as a meeting facilitator

Being a meeting facilitator is no easy task, particularly in larger meetings when there are multiple voices that want to input. Below, we highlight actions to avoid as a meeting facilitator:

Expressing your own opinions or bias

The role of a facilitator is to remain neutral and unbiased. You should steer clear of expressing your own opinions.

Dominating the conversation

A facilitator should encourage open communication and collaboration among all participants, rather than dominating the conversation. Be mindful of speaking too much or interrupting others and ensure that all participants are engaged and have their say without being forceful.

Being confrontational

Remain calm and respectful even in challenging situations. As difficult as it may be, try to prevent being confrontational and extend this behaviour rule to all participants too.

Are you ready for a facilitator role?

Whether you want to improve your skills or take your first leap as a meeting facilitator, you have the framework to guide a meeting. You will be able to create an environment that is safe, respectful, and collaborative, encouraging all members to participate and contribute their unique perspectives.

Your goal is to help attendees achieve meeting objectives by:

• Keeping the discussion focused and productive
• Managing group dynamics
• Resolving any disagreements
• Adjusting the facilitation plan
• Listening and reacting effectively

You should also be able to adapt your communication style to suit the needs of the group and provide feedback and suggestions that help improve communication and collaboration. By using the facilitation techniques in this blog, you can help guide groups to overcome communication barriers and achieve success across all types of meetings.