Suggested Length: One Day

How to Facilitate and Manage Team Meetings

We are gathered here today …

• Types of meetings
• When is a meeting the best approach?
• What effective meetings have that others don’t

What to do before the meeting to ensure its success

• Determining if the meeting is really needed
• Defining the purpose and expected outcomes for the meeting
• Matching the meeting logistics to the needs of the group
• Preparing a checklist of items needed for the group meeting
• Developing a list of thought-provoking questions to ask
• Ingredients of a well-planned meeting agenda
• What and when to communicate with your group prior to the meeting

Guidelines that help the group work towards the meeting goals

• Identifying the charter for the group and the meeting
• Establishing group meeting roles, responsibilities, and ground rules
• Determining how to keep track of and record the discussion
• Finding the balance between meeting goals and individual needs
• Getting agreement on important terms
• Adopting an objective, problem-solving approach
• Considerations for the long-term concerns of the group

During the meeting

• The benefits of starting and ending on time
• Addressing group members’ social needs
• Taking care of administrative details
• Time saving tips for better meetings
• Techniques for increasing participation and involvement
• When to use subgroups and task groups
• Monitoring meeting progress and taking appropriate action
• Applying quality management tools to solve problems
• Making sure all the important points are covered
• What to do when conflict arises
• Critical elements in closing the meeting
• Deciding on action steps, follow-up, and future meetings
• Evaluating what the meeting accomplished
• Closing on a positive note

Effective techniques for facilitating the meeting

• Knowing the role of the meeting facilitator
• Core competencies of an effective facilitator
• Getting started on a positive note: introductions and warm up
• Using questions effectively to stimulate discussion
• Observing group processes and keeping group dynamics positive
• Things that effective facilitators say to help the group
• How to guide the group towards collaboration and consensus
• Reducing tensions and exploring differences within the group
• Helping the group stay on-task and on-target

Handling typical meeting problems

• What to do when the meeting doesn’t go as planned
• Dealing with problems about meeting formats, logistics, and structure
• How to handle problems with challenging individuals
• When the unexpected occurs