Links to resources and more here!</a> 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."> Links to resources and more here!</a> 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.">
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Facilitating Awesome Meetings

Lara Hogan
April 17, 2018
Business
37
5.1k

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.

Lara Hogan

April 17, 2018
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Transcript

  1. Facilitating Awesome
    Meetings
    larahogan.me/meeting-facilitation/

    View Slide

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

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

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  4. (I LOVE FACILITATING MEETINGS)

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

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  6. Facilitating ≠ leading.
    Separate those roles.

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  7. Facilitator
    Leader
    Both

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  8. facilitators

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

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  10. As a facilitator:
    Make meetings efficient.

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  11. Typical meeting objectives:
    ● Disseminate information
    ● Gain alignment/surface issues
    ● Make decisions

    View Slide

  12. MAKE MEETINGS EFFICIENT:
    ● progress
    ●

    View Slide

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

    View Slide

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

    View Slide

  15. MAKE MEETINGS EFFICIENT:
    ● progress
    ● decisions important
    content
    asynchronous
    synchronous

    View Slide

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

    View Slide

  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

    View Slide

  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

    View Slide

  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

    View Slide

  20. View Slide

  21. Objective Async Sync
    Disseminate
    information
    Gain alignment/
    surface issues
    Make decisions
    Decide on
    ~3 principles

    View Slide

  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

    View Slide

  23. ● homework assigned
    ● sharing
    ● make decisions/iterate

    View Slide

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

    View Slide

  25. 2/9/2021 Meeting Agenda
    •
    •
    •

    View Slide

  26. Sarah
    Max
    Ben
    WHO

    View Slide

  27. ● FYI:
    ● Discussion:
    ● Decision:

    View Slide

  28. FYI
    Discussion
    Decision
    WHO WHAT

    View Slide

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

    View Slide

  30. View Slide

  31. MAKE MEETINGS EFFICIENT:
    Intentionally choose
    attendees

    View Slide

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

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  33. For our working group, we need attendees who:
    ● personal preference
    ● influencing others

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

    View Slide

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

    View Slide

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

    View Slide

  37. Don’t just choose
    based on seniority

    View Slide

  38. For our working group, we need attendees who:
    ● personal preference
    ● influencing others
    ● communicators
    ● subject matter experts
    ● diverse

    View Slide

  39. As a facilitator:
    Make meetings fair.

    View Slide

  40. You’ll have to
    take charge.

    View Slide

  41. predictable

    View Slide

  42. MAKE MEETINGS FAIR:
    Introduce ground rules

    View Slide

  43. implicit
    explicit

    View Slide

  44. Example ground rules:
    ●

    View Slide

  45. Example ground rules:
    ●
    ●

    View Slide

  46. Example ground rules:
    ●
    ●
    ●

    View Slide

  47. Example ground rules:
    ●
    ●
    ●
    ●

    View Slide

  48. Example ground rules:
    ●
    ●
    ●
    ●
    ●

    View Slide

  49. Remote-inclusive behaviors
    ●
    ●
    ●

    View Slide

  50. MAKE MEETINGS FAIR:
    Balance steamrollers &
    silent participants

    View Slide

  51. start/pause
    poker chips
    hand signals

    View Slide

  52. steamrollers
    trying to get a word in
    1

    View Slide

  53. poker chips
    paper clips
    ●
    ●
    ●
    2

    View Slide

  54. hand signals
    3

    View Slide

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

    View Slide

  56. READ THE ROOM:
    Actively listen

    View Slide

  57. Level 1:

    View Slide

  58. Level 2:

    View Slide

  59. Level 3:

    View Slide

  60. silence

    View Slide

  61. READ THE ROOM:
    Routinely take
    temperature checks

    View Slide

  62. View Slide

  63. Acknowledge

    View Slide

  64. taking charge

    View Slide

  65. changing it up

    View Slide

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

    View Slide

  67. View Slide

  68. HOMEWORK:
    Add one new tool or technique
    to a recurring meeting.

    View Slide

  69. Meeting facilitation is a
    distinct leadership skill.

    View Slide