My facilitation of meetings sucks (I’m told). Help!

I was given “constructive” feedback about the way I facilitate meetings – and while I know it is reasonable to get this kind of feedback, and it’s probably accurate, I am feeling frustrated. And now I have to facilitate another tricky meeting next week and there isn’t time to hone these skills. Please give me some practical help or guidelines.

It’s always a good thing to be given some constructive feedback. Better they tell you than talk behind your back, and that you go on making some common facilitation mistakes. Yes common – so many people make these mistakes.

Learning to lead group discussions ensures productive contributions, helps you manage group dynamics and then it becomes easy to achieve planned outcomes. Here are the five typical mistakes:

1. No clear plan
Make sure you have a clear goal, one that is shared with the group. Have a clear structure – which will depend on the goal of the meeting – such as decision-making, learning, problem solving.

2. Loose control
Don’t let go of control. Many facilitators allow the control to become too “loose”. Facilitation involves leadership, so show firm leadership at the start, and let go later. Summarise to move on and use transition techniques. Keep control.

3. Any discussion is good
No, it is NOT good! Understand group dynamics and focus on process, not content. Clarify your own role and manage the group process.

4. Uneven participation
Invite wider participation.  Use “gate-keeping” – opening and closing – to invite some quiet people into the discussion and control others that are monopolising or becoming overbearing. Use verbal and non-verbal signals.

5. No focus on results
Gain respect by managing time and achieving results. Announce “x” minutes left to go, or “we have 10 minutes to resolve… to choose…to select… to decide…” etc. Manage time strictly – there is nothing worse than going over the allotted time. People get frustrated, start leaving before the end and complain to each other. Avoid regression, push for specifics and use action plans – Who? What? When? Review date?    

TIPS:

Observe a skilled facilitator and make a note of what he/she does to manage different situations.

Seek feedback from your participants or one person at least. Don’t wait until someone complains or gives you feedback – go and ask. Ask BEFORE the meeting so they can provide some useful examples.

Use 360 degree feedback – there are some great tools out there for facilitation skills.

Click here to see the video Common Facilitiation Mistakes.

Eve Ash is co-producer, with Peter Quarry, of the best selling DVD COMMON FACILITATION MISTAKES – from the Take Away Training series. They have designed the Meeting Facilitation Indicator, a 360° online assessment tool. www.7dimensions.com.au

For more Eve Ash advice, click here.

Got a question for one of our Experts? Choose one that suits your area of inquiry and send it in to asktheexperts@smartcompany.com.au