Facilitating Awesome Meetings

245cee81a9c424266e5e401d844ea881?s=47 Lara Hogan
April 17, 2018

Facilitating Awesome Meetings

Links to resources and more here!

Meeting facilitation is a critical leadership skill that’s often overlooked. Excellent meeting facilitation means that the attendees know why they’re there, they get equal participation time, and your meeting’s goal or deliverable is achieved in a timely and productive way.

245cee81a9c424266e5e401d844ea881?s=128

Lara Hogan

April 17, 2018
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  1. Facilitating Awesome Meetings larahogan.me/meeting-facilitation/

  2. Think about the worst meetings you’ve been in.

  3. Think about the BEST meeting you’ve been in.

  4. (I LOVE FACILITATING MEETINGS)

  5. • • • Folks are happiest in meetings when:

  6. Facilitating ≠ leading. Separate those roles.

  7. Facilitator Leader Both

  8. facilitators

  9. AS A FACILITATOR: Optimize for efficiency. Optimize for fairness. Read

    the room.
  10. As a facilitator: Make meetings efficient.

  11. Typical meeting objectives: • Disseminate information • Gain alignment/surface issues

    • Make decisions
  12. MAKE MEETINGS EFFICIENT: • progress •

  13. MAKE MEETINGS EFFICIENT: • progress • decisions important content

  14. MAKE MEETINGS EFFICIENT: • progress • decisions important content asynchronous

  15. MAKE MEETINGS EFFICIENT: • progress • decisions important content asynchronous

    synchronous
  16. overestimate https://hbr.org/2015/04/no-that-meeting-could-not-have-been-an-email

  17. Objective Sync exam ples Disseminate information • Share context-heavy updates

    Gain alignment/ surface issues • Resolve open questions • Name blockers, assign owners Make decisions • Identify and make decisions
  18. Objective Make progress outside of the meeting Sy nc examples

    Disseminate information • Gather feedback • Gather more data • Share context-heavy updates Gain alignment/ surface issues • Brainstorm • Write talking points • Resolve open questions • Name blockers, assign owners Make decisions • Schedule deadlines, meetings, etc. • Identify and make decisions
  19. Objective Make progress outside of the meeting Make decisions, share

    context in the mtg Disseminate information • Gather feedback • Gather more data • Share context-heavy updates Gain alignment/ surface issues • Brainstorm • Write talking points • Resolve open questions • Name blockers, assign owners Make decisions • Schedule deadlines, meetings, etc. • Identify and make decisions
  20. None
  21. Objective Async Sync Disseminate information Gain alignment/ surface issues Make

    decisions Decide on ~3 principles
  22. Objective Async Sync Disseminate information Share language updates w/ teams

    Share ideas Gain alignment/ surface issues Gather feedback from teams Surface teams’ disagreements Make decisions Draft ideas
  23. • homework assigned • sharing • make decisions/iterate

  24. MAKE MEETINGS EFFICIENT: Who • What • How Long

  25. 2/9/2021 Meeting Agenda • • •

  26. Sarah Max Ben WHO

  27. • FYI: • Discussion: • Decision:

  28. FYI Discussion Decision WHO WHAT

  29. (2 min) (20 min) (2 min) WHO WHAT HOW LONG

  30. None
  31. MAKE MEETINGS EFFICIENT: Intentionally choose attendees

  32. For our working group, we need attendees who: • personal

    preference
  33. For our working group, we need attendees who: • personal

    preference • influencing others
  34. For our working group, we need attendees who: • personal

    preference • influencing others • communicators
  35. For our working group, we need attendees who: • personal

    preference • influencing others • communicators • subject matter experts
  36. For our working group, we need attendees who: • personal

    preference • influencing others • communicators • subject matter experts • diverse
  37. Don’t just choose based on seniority

  38. For our working group, we need attendees who: • personal

    preference • influencing others • communicators • subject matter experts • diverse
  39. As a facilitator: Make meetings fair.

  40. You’ll have to take charge.

  41. predictable

  42. MAKE MEETINGS FAIR: Introduce ground rules

  43. implicit explicit

  44. Example ground rules: •

  45. Example ground rules: • •

  46. Example ground rules: • • •

  47. Example ground rules: • • • •

  48. Example ground rules: • • • • •

  49. Remote-inclusive behaviors • • •

  50. MAKE MEETINGS FAIR: Balance steamrollers & silent participants

  51. start/pause poker chips hand signals

  52. steamrollers trying to get a word in 1

  53. poker chips paper clips • • • 2

  54. hand signals 3

  55. As a facilitator: Read the room and improvise.

  56. READ THE ROOM: Actively listen

  57. Level 1:

  58. Level 2:

  59. Level 3:

  60. silence

  61. READ THE ROOM: Routinely take temperature checks

  62. None
  63. Acknowledge

  64. taking charge

  65. changing it up

  66. IMPROVISE: Use a variety of tools to move the group

    towards its goal.
  67. None
  68. HOMEWORK: Add one new tool or technique to a recurring

    meeting.
  69. Meeting facilitation is a distinct leadership skill.