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Last updated on 2024年6月24日

What are the essential skills and tools for meeting facilitators?

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Meeting facilitation is a skill that can help you run effective, productive, and engaging meetings with your team, clients, or stakeholders. Whether you are leading a brainstorming session, a problem-solving workshop, or a status update, you need to have some essential skills and tools to make your meeting successful. In this article, we will explore what are the key skills and tools for meeting facilitators, and how you can use them to plan, prepare, and execute your meetings.

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Gene Rendino

Professor * Inventor * Mentor * Strategist

1 Clarify the purpose and goals

The first skill you need as a meeting facilitator is to clarify the purpose and goals of your meeting. Why are you having this meeting? What do you want to achieve? Who needs to be involved? How will you measure the results? These questions will help you define the scope, agenda, and outcomes of your meeting, and communicate them clearly to your participants. You can use a tool like a meeting roles and responsibilities matrix to assign tasks and expectations to each attendee, and ensure everyone knows their role and contribution.

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Michael Kaplan
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It's all in the planning. If you have a two day seminar, then you will need at least 6 days prep work. Sometimes that starts weeks ahead of the actual facilitation. Contacting subject matter experts that will be presenting during the facilitation. If slides or PowerPoint are being used by the subject matter experts, you must insist that they send you their presentations at least two days prior to the event.

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2 Create a positive and inclusive atmosphere

The second skill you need as a meeting facilitator is to create a positive and inclusive atmosphere for your meeting. You want to make sure that everyone feels welcome, respected, and valued, and that they can express their opinions and ideas freely and constructively. You can use a tool like a ground rules or a meeting contract to establish some norms and guidelines for your meeting, such as how to listen, speak, disagree, or ask questions. You can also use icebreakers, energizers, or check-ins to build rapport, trust, and engagement among your participants.

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Stefan Amport

Meeting Coach | Workshops für bessere Begegnungen im Arbeitsalltag | Freudvolle Produktivit?t | Leadership | Coach ICF & SCA
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Eine Produktive Atmosph?re zu schaffen ist meiner Ansicht nach essenziell für jede Gruppen-Zusammenarbeit. Dafür k?nnen z.B. Meeting Einstiege gew?hlt werden, die gleichzeitig auf verschiedenen Ebenen aktiviere: - Geistig im Thema ankommen - Erste Interaktion in der Gruppe - Produktives ankommen. (Etwas erarbeiten / vorbereiten / gestalten) - Technik Check

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3 Manage the time and the process

The third skill you need as a meeting facilitator is to manage the time and the process of your meeting. You want to make sure that your meeting stays on track, on topic, and on budget, and that you cover all the relevant points and actions. You can use a tool like a timer, a stopwatch, or a countdown app to monitor the time and remind your participants of the deadlines. You can also use a tool like a facilitation guide, a checklist, or a flowchart to plan and follow the steps and stages of your meeting process, such as opening, discussion, decision, closure, and follow-up.

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4 Encourage participation and collaboration

The fourth skill you need as a meeting facilitator is to encourage participation and collaboration among your participants. You want to make sure that everyone has a chance to share their input, feedback, and suggestions, and that they work together towards a common goal or solution. You can use a tool like a flipchart, a whiteboard, or a sticky notes app to capture and display the ideas and contributions of your participants, and to organize them into themes, categories, or priorities. You can also use a tool like a voting system, a dotmocracy, or a consensus method to facilitate the decision-making process and reach an agreement or action plan.

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5 Handle challenges and conflicts

The fifth skill you need as a meeting facilitator is to handle challenges and conflicts that may arise during your meeting. You want to be prepared for any potential issues or difficulties that may affect the flow, the quality, or the outcome of your meeting, such as technical glitches, distractions, misunderstandings, disagreements, or resistance. You can use a tool like a contingency plan, a backup device, or a support person to deal with any technical or logistical problems that may occur. You can also use a tool like a conflict resolution model, a mediation technique, or a de-escalation strategy to address any interpersonal or emotional conflicts that may emerge.

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Stefan Amport

Meeting Coach | Workshops für bessere Begegnungen im Arbeitsalltag | Freudvolle Produktivit?t | Leadership | Coach ICF & SCA
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Als Meeting Moderator sollte man offene Sinne für St?rungen in der Meeting Gruppe haben. Das kann sich beispielsweise wie folgt ?ussern: - Nicht optimale Produktivit?t - Ungleiche Beteiligung - Entscheidungen vor sich herschieben - Abschweifen von Themen - Unproduktives/st?rendes Verhalten - Verdeckte oder offene Konflikte Diese sollten in erster Linie offen angesprochen und so weit m?glich direkt angegangen werden.

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6 Evaluate and improve

The sixth skill you need as a meeting facilitator is to evaluate and improve your meeting performance and results. You want to learn from your experience and feedback, and identify what worked well, what didn't work well, and what can be improved for future meetings. You can use a tool like a survey, a questionnaire, or a feedback form to collect and analyze the opinions and satisfaction of your participants, and to measure the impact and effectiveness of your meeting. You can also use a tool like a reflection journal, a debrief session, or a peer review to assess and improve your own skills and competencies as a meeting facilitator.

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7 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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Gene Rendino

Professor * Inventor * Mentor * Strategist
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One of the most important skills for meeting facilitators is *listening*. Good facilitators can give meeting participants the opportunity to contribute, and hear what they actually say, without a lot of judgment or filtering. Great facilitators will also probe for understanding and clarity, asking questions and reflecting back what meeting participants say to confirm everyone is on the same page. If you can create space for people to contribute in meetings, and listen to them well, you will be on your way to being a successful meeting facilitator.

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What are the essential skills and tools for meeting facilitators?

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1 Clarify the purpose and goals

2 Create a positive and inclusive atmosphere

3 Manage the time and the process

4 Encourage participation and collaboration

5 Handle challenges and conflicts

6 Evaluate and improve

7 Here’s what else to consider

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