Save your next meeting from chaos, frustration, and a single voice

"Acting without thinking is like shooting without aiming," B.C. Forbes.

That's why I started this #FacSnippet with a focus on building a facilitative mindset - to make things easier, to decide the moment to facilitate, to build confidence by creating good conditions etc.?

To show how this thinking is put into practice, I pick the following three typical meeting scenarios that involve chaos, frustration and a single voice, which needs to be facilitated.

1. Meetings end without actionable Items

Goal: Help the group leave the meeting with new insights or ideas so that they don't feel like the meeting was a waste of time or unproductive.

Approach: Summarize the meeting's discussion objectively, focusng on the facts and people's emotions. Then, ask guiding questions to determine what needs to happen next, by whom, and when.

For example, you can start by “we discussed updates on Project A. Mary shared some encouraging performance figures, and Alex expressed concerns about budget allocation,

• What decisions/ immediate next steps can we make before closing??
• What do we need to bring to the next meeting??
• What is the project timeline? When should we schedule our next meeting??
• Who will follow up after the meeting? Who can assist colleague A?”

In this situation, it's essential to bring the group back to the present and identify small steps to make progress towards the bigger goals.

2. Meetings that lack clear structure or get sidetracked

Goal: Help the group regain focus and align on a clear purpose for the meeting.

Approach: Observe the flow of conversation, intervene politely, and ask clarifying questions.

For instance, if the group has been engaging in small talk for an extended period without discussing the context, you can ask:

• Excuse me, could you please help me understand what we need to accomplish during this catchup?
• I understand we only have ten minutes left for this meeting. Should we also discuss _________, which could be helpful?

In this situation, it's important not to be afraid of interrupting, as your intention is to respect everyone's time and ensure the group stays on track. It shows that you care about the group's productivity.

3. Meetings with some voices left out

Goal: Ensure that all participants feel heard and included in the discussion.

Approach: Observe who is speaking and who is not, and encourage participation from those who are being left out.

For example, in the middle of an exciting discussion, you can ask:

• I noticed that we haven't heard from everyone yet. Samantha, What is your opinion on this matter?
• This is a good discussion. I want to hear Mary's perspective too.

In this situation, it's crucial to create a safe environment where everyone feels comfortable sharing their thoughts and ideas. Avoid judging the length or simplicity of input, and acknowledge contributions by saying thank you.

I hope you found these meeting scenarios helpful. Feel free to share your approaches for other situations. Facilitation is mostly learned through experience. #facilitation?#designthinking?#journey