In my last article, “Meetings, Meetings and More Meetings”, I shared with you strategies to set the stage for a more efficient and productive meeting. But, it doesn’t stop there. As the facilitator of the meeting, you have to guide the conversation to reach the intended outcome. You may have a few strong personalities in the room that want to take over the conversation and not respect the input of others. Try using these seven strategies to make everyone feel like a valued member of the team.
1. Break the ice. Many people come to a meeting thinking, I just want to get this over with. The group may be unfamiliar with each other and not be sure of what to expect. To ease the tension, include a few ice-breaking activities. A great one would be to have everyone share a fun fact about themselves. Take a few breaks during the meeting to allow time for social interaction. You can also plan a fun activity for after the meeting.
2. Facilitate the discussion. Everyone should be given a chance to contribute to the conversation. Ask questions that require more than just a simple yes or no answer. When seeking responses or input, you can ask for comments or go around the table. Ask to hear from those who haven’t spoken yet. Look for non-verbal cue like facial expressions and poster that may indicate someone is waiting to speak. One technique I like to use is to call the person by their name and ask if they had anything they would like to add.
3. Maintain Control. Don’t let one or two people hog the conversation. This will make others feel as if their input is not valued. If more discussion is needed, consider breaking up into smaller groups. Allow a specified amount of time for them to share their thoughts. Each small group can select one person to present the collective thoughts to the combined group.
4. Be Switzerland. During WWII the country of Switzerland remained neutral. The term “be like Switzerland” has come to mean to be neutral in an argument or a discussion just as Switzerland did during the war. As the facilitator of the meeting, do not take sides. Stay objective and do not offer your personal opinion. Attendees look for you to be the leader of the meeting and your opinion can influence them.
5. Summarize the key points with a closing statement. As discussed in the article, “First Impressions – Thanks For Visiting!” conduct a quick summary or review of key points and tasks and clarify all expectations. You want to make sure both you and your guest and clear as to what will happen next. You do not want any misunderstandings to occur. They may return home and be waiting for you to provide information. At the same time, you are waiting for them to provide you information.
6. Reality check. Everyone may not leave the meeting happy and pleased. If things didn’t turn out the way they wanted, they may look at you as being somehow responsible. Maybe funding was cut for their department or they may be losing personnel. Regardless of the reason, do not let the outcome of the meeting determine your success as a facilitator.
7. Follow-up. Send an email summarizing the main points of the meeting. Follow up on any items that were discussed and answer any questions they may have. Ask for feedback and address any valid concerns or comments. If additional meetings are needed set the date as soon as possible. This will allow participants to plan ahead and prepare any reports, etc. if needed.
Here’s an important bonus tip for you:
Smile. Your attitude and demeanor can and will impact the group. If you come into the meeting with a frown showing you don’t want to really be there, they will know it. Their negative feelings will be found valid and, if they came in with a positive mindset, you just drained that from them. Come to the meeting ready to shine and have a productive, high energy meeting.
By using these strategies, you can help everyone feel like they can contribute and are a part of the team. You will be gain their respect by keeping the meeting professional and managing any conflicts that may arise. Your focused effort will lead the group to stay on task, achieve the desired outcome and form a cohesive, valuable team. Remember, with a team – Together Everyone Achieves More.
If you would like information on organizational training that can assist you and/or your staff to reaching new heights, send me an email at cowens@infinitycoaching.net. Working together, you can achieve Leadership Mastery and raise the game to a whole new level.
Carolyn R. Owens has over 25 years of proven experience and serves as a Career Strategist, Leadership and Life Coach. She is the Chairwoman and CEO of Infinity Coaching, Inc. where they help you up-level your skills so you can up-level your income. Infinity Coaching, Inc. provides one-on-one and group coaching, organizational training, personality assessments and a signature program, the Infinity Coaching Inner Circle. Carolyn is certified to give both The Energy Leadership Index Assessment and Myers Briggs Type Indicator Assessment. You can find out more about both assessments and other products and services at https://infinitycoaching.net.
