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How can you use meeting facilitation evaluations to improve your team's performance?

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Meeting facilitation is a skill that can help you lead productive, engaging, and collaborative sessions with your team. However, how do you know if you are doing a good job as a facilitator? How can you get feedback from your participants and use it to improve your performance? One way to answer these questions is to use meeting facilitation evaluations, which are tools that allow you to collect and analyze data on your facilitation process and outcomes. In this article, we will explain what meeting facilitation evaluations are, why they are important, and how you can use them to enhance your team's performance.

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Rajdeep D.
Maria Skvortsova

Agile coach (ICP-ACC) | PSM | Delivery manager | Facilitator (ICP-ATF) | Creative learning

1 What are meeting facilitation evaluations?

Meeting facilitation evaluations are surveys, questionnaires, or forms that you use to gather information from your meeting participants about your facilitation skills, methods, and results. They can be done before, during, or after the meeting, depending on your purpose and goals. For example, you can use a pre-meeting evaluation to assess the needs and expectations of your participants, a mid-meeting evaluation to check the progress and satisfaction of your participants, and a post-meeting evaluation to measure the impact and outcomes of your meeting.

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Rajdeep D.
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Meeting facilitation evaluations can enhance team performance by providing actionable feedback on facilitation effectiveness, communication, and productivity. Analyzing feedback allows identification of strengths and areas for improvement, aiding in refining facilitation techniques. Implementing changes based on evaluations fosters better engagement, collaboration, and decision-making within meetings. Additionally, it encourages continuous learning and development for both facilitators and team members, leading to increased efficiency and satisfaction. Regularly soliciting and incorporating feedback demonstrates a commitment to improvement and empowers the team to contribute to a more productive meeting culture.

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Thomas Russell FRSA

Founder of Inky Thinking | Facilitator | Author | Trustee | Mentor | Official Neuland Reseller UK
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Be clear on WHAT you are evaluating. For example, are you evaluating the degree to which the meeting achieved its outcomes, or you maybe seeking an evaluation of your skill as a facilitator? Seeking feedback on your own facilitation is very different from feedback on the success of the meeting.

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2 Why are meeting facilitation evaluations important?

Meeting facilitation evaluations are important for a number of reasons. They can help you identify your strengths and weaknesses as a facilitator, adjust your facilitation style, techniques and strategies to suit the needs of your participants, monitor the effectiveness and efficiency of your meeting process, evaluate the quality and relevance of your meeting content, demonstrate your accountability and credibility as a facilitator, and celebrate your achievements. Evaluations are essential for ensuring that you are meeting your objectives, delivering on expectations, and recognizing the contributions of your participants.

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3 How can you use meeting facilitation evaluations to improve your team's performance?

Meeting facilitation evaluations can help you improve your team's performance by providing data and insights to inform future actions and decisions. You can use the feedback to plan and design better meetings that are more in line with your team's needs, goals, and interests. Additionally, it can be used to enhance communication and collaboration skills, identify and address any issues or challenges, motivate and inspire team members, and celebrate and reward their achievements. Ultimately, this feedback can help you build stronger relationships with your team members, address any issues or challenges, foster a culture of continuous learning and improvement, and acknowledge their growth.

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4 How can you create and conduct effective meeting facilitation evaluations?

To create and conduct effective meeting facilitation evaluations, you need to follow some best practices that can ensure the quality and validity of your data and feedback. It is important to define your purpose and goals for the evaluation, choosing the appropriate type and timing of the evaluation, designing relevant, clear, concise, and easy to answer questions, using a mix of quantitative and qualitative methods, using a reliable platform to administer and collect data and feedback, analyzing and interpreting data objectively and systematically, sharing results with your team and stakeholders, and creating an action plan for improvement. Doing all these steps can help you get the most out of your meeting facilitation evaluations.

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Maria Skvortsova

Agile coach (ICP-ACC) | PSM | Delivery manager | Facilitator (ICP-ATF) | Creative learning
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In facilitation evaluations, people often overestimate themselves, perhaps because they are hesitant to express their thoughts openly. Therefore, it is wise to approach such ratings with caution, interpreting any below-average ratings as significantly lower. In addition, I advocate a simplified and simple process for assessing the quality of meetings, such as using a feedback form or questionnaire, to be completed immediately after the session. Capturing immediate reactions ensures that feedback reflects genuine emotions and attitudes, providing the presenter with more valuable information.

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5 How can you overcome the challenges of meeting facilitation evaluations?

Conducting meeting facilitation evaluations can be difficult, especially when you face common barriers or obstacles that may influence the quality and usefulness of your data and feedback. For example, a lack of time or resources to create and conduct the evaluation and analyze the results. To overcome this challenge, prioritize the most important aspects of your facilitation for evaluation and use simple and efficient tools and methods to collect and analyze data and feedback. Additionally, a low response rate or participation from meeting participants or stakeholders can be addressed by communicating the purpose and benefits of the evaluation to them, as well as making it easy to complete and submit. To avoid biased or inaccurate data or feedback from participants or stakeholders, ensure anonymity and confidentiality, as well as use multiple sources and methods to verify and triangulate data. Finally, if you or your team members are resistant or defensive to accept or act on data or feedback, create a safe environment for feedback and learning, and involve everyone in the evaluation process and action plan for improvement.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Chioma Nnaji, MPH, MEd

Master Facilitator | Equity & Engagement Strategist | Anti-Racist, Justice-Worker ?? I help social impact orgs maximize their work by facilitating effective strategies in engaging communities and leveraging partnerships.
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Meeting facilitation evaluations should one way in which you ate gaining feedback and assessing effectiveness. It is best to include multiple strategies to minimize bias, gain diverse perspectives and identify the most salient insights. Other strategies can be self-evaluation and team debriefs where members provide feedback to each other.

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How can you use meeting facilitation evaluations to improve your team's performance?

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1 What are meeting facilitation evaluations?

2 Why are meeting facilitation evaluations important?

3 How can you use meeting facilitation evaluations to improve your team's performance?

4 How can you create and conduct effective meeting facilitation evaluations?

5 How can you overcome the challenges of meeting facilitation evaluations?

6 Here’s what else to consider

Facilitation

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How can you use meeting facilitation evaluations to improve your team's performance?

1

2

3

4

5

6

1 What are meeting facilitation evaluations?

2 Why are meeting facilitation evaluations important?

3 How can you use meeting facilitation evaluations to improve your team's performance?

4 How can you create and conduct effective meeting facilitation evaluations?

5 How can you overcome the challenges of meeting facilitation evaluations?

6 Here’s what else to consider

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