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What are some ways team facilitators can keep meetings productive and efficient?

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As a team facilitator, you have a key role in ensuring that meetings are productive and efficient. Meetings can be a valuable way to exchange ideas, solve problems, and align on goals, but they can also be a source of frustration, confusion, and wasted time if not well planned and executed. Here are some ways you can keep meetings productive and efficient as a team facilitator.

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1 Define the purpose and agenda

Before you schedule a meeting, make sure you have a clear purpose and agenda for it. What are the main objectives and outcomes you want to achieve? What are the topics and questions you want to cover? How much time do you need for each item? Who are the relevant participants and stakeholders? Share the purpose and agenda with the invitees in advance and ask for their feedback and input. This way, you can set clear expectations, avoid unnecessary meetings, and prepare everyone for a meaningful discussion.

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2 Establish ground rules and roles

At the start of the meeting, review the purpose and agenda and establish some ground rules and roles for the participants. Ground rules are the norms and behaviors that everyone agrees to follow during the meeting, such as respecting each other's opinions, staying on topic, and limiting distractions. Roles are the responsibilities that each participant has during the meeting, such as facilitator, note-taker, timekeeper, or presenter. By setting ground rules and roles, you can create a positive and collaborative atmosphere, ensure accountability and participation, and prevent conflicts and misunderstandings.

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Paul Eder, PhD

I Lead You to New Insights | Strategy Consulting, Artificial Intelligence, & Data Innovation | Author of FIRESTARTERS
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Expert facilitators work with teams to establish ground rules. They elicit ideas through brainstorming. Then they work with members to build consensus and agreement around final rules.

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3 Use appropriate tools and techniques

Depending on the type and format of the meeting, you may need to use different tools and techniques to facilitate the discussion and decision making. For example, you can use online platforms, whiteboards, or sticky notes to capture and organize ideas, feedback, or votes. You can use polls, surveys, or quizzes to gather data, opinions, or preferences. You can use breakout rooms, icebreakers, or games to encourage interaction, engagement, or creativity. By using appropriate tools and techniques, you can enhance the communication, collaboration, and innovation of your team.

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Roberta Ianez Sousa

Coordena??o de Importa??o | Classifica??o Fiscal de Mercadorias | Gest?o de Projetos | Implementa??o de Novos Clientes | Estudo : Viabiliza??o para Redu??o de Custos Logísticos
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O uso de ferramentas apropriadas para o tipo de reuni?o é primordial. Para uma reuni?o de demonstra??o de resultado por exemplo, eu sugiro gráficos - nada muito elaborado...números que reflitam a realidade x métrica mensal x métrica ano. Para reuni?o de treinamento, videos rápidos que "prendam" aten??o do interlocutor, após uma breve introdu??o. E para uma reuni?o onde queremos angariar ideias, dinamicas : quadros brancos, post it, algum tipo de competi??o. A ferramentas e técnicas precisam acompanhar o propósito do negócio

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4 Manage the time and energy

Facilitating meetings can be a challenge, especially when it comes to managing the time and energy of the participants. To ensure that all important points are covered and that the meeting doesn't run over time or lose focus, start and end on time, follow the agenda, monitor the pace, take breaks, and summarize and close. Respect the schedule and availability of your participants so that they don't feel rushed or kept waiting. Stick to the topics and questions you have planned and adjust the speed and intensity of the discussion according to complexity, urgency, and mood. Give your participants some time to rest or chat with each other if needed. Finally, wrap up with a brief summary of main points, outcomes, actions, and thank everyone for their contribution and feedback.

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Asya Isakova

Organizational Psychologist | Co-founder Tech-Connect | Founder Hygge Work | Remote Leadership Expert
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Physical activity can enhance our thinking. I enjoy organizing facilitation sessions in inspiring locations, allowing for a refreshing walk during breaks. A little fresh air, a nature view or the cityscape brings back creativity. When preparing for a facilitation session, it's very useful to plan some breaks and incorporate free spaces into the schedule throughout the day.

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5 Solicit and provide feedback

After the meeting, solicit and provide feedback to the participants and yourself. Feedback is essential for learning, improving, and celebrating your meeting performance. You can ask the participants to rate the meeting, share their opinions, suggestions, or questions, or highlight their key takeaways, learnings, or achievements. You can also provide feedback to the participants, acknowledging their strengths, areas of improvement, or contributions. You can also reflect on your own facilitation skills, identifying what went well, what didn't, and what you can do better next time. By soliciting and providing feedback, you can measure the impact, value, and satisfaction of your meeting and plan for future improvements.

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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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What are some ways team facilitators can keep meetings productive and efficient?

1

2

3

4

5

6

1 Define the purpose and agenda

2 Establish ground rules and roles

3 Use appropriate tools and techniques

4 Manage the time and energy

5 Solicit and provide feedback

6 Here’s what else to consider

Team Facilitation

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What are some ways team facilitators can keep meetings productive and efficient?

1

2

3

4

5

6

1 Define the purpose and agenda

2 Establish ground rules and roles

3 Use appropriate tools and techniques

4 Manage the time and energy

5 Solicit and provide feedback

6 Here’s what else to consider

Team Facilitation

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