Have you ever felt that your colleagues finds meetings boring? Or have you faced challenges in ensuring equal participation from everyone? To tackle this, you need to have meeting facilitation skills. First, let’s understand what facilitation skills and meeting facilitation skills are.
Facilitation skills are a set of skills that involve guiding a group or team towards achieving their goals, building collaboration, and ensuring effective communication.
"Effective meeting facilitation requires setting clear intentions and encouraging active participation because these actions help in streamlining the conversation, while inviting diverse viewpoints enhances the quality of decisions made."- Joe Davies, Founder & CEO, FATJOE.
Meeting facilitation is a branch of facilitation skills. Virtual meeting facilitation has always been crucial. Team leaders or facilitators must have strong meeting skills. They are key to guiding and managing meetings that proceed without disruptions. These skills help keep the meeting productive and on track. They also ensure that all participants make equal contributions.
By assigning a facilitator, you empower someone to lead the meeting effectively and ensure everyone's voice is heard.
What is one of the major challenges as a facilitator?
One of the significant challenges as a facilitator is handling disruptive behaviours. Disruptive behaviours, like dominating conversations, can harm group discussions. So can constant questioning and disengagement. They slow progress. Troubled team members cause issues for the facilitators and their colleagues. Facilitators must address these issues. They should do it in a calm manner and with careful thought. They must not embarrass the individual or disrupt the group. Sometimes, it is very important to be neutral while resolving conflicts.
Setting clear rules, encouraging everyone to participate, and redirecting the conversation can help. Managing such situations requires patience, adaptability, and good communication skills, including active listening skills, making them an important part of a facilitator’s role. Apart from the above skills, one of the unavoidable skills that has emerged in these times is emotional intelligence.
"Creating a friendly atmosphere is important because it leads to more productive discussions, and when participants feel heard, conflicts can turn into growth opportunities. Being respectful fosters open communication which is essential for effective meetings." - Justin Mauldin, Founder, Salient PR
Why does emotional intelligence play a key role in meeting facilitation skills?
Managing relationships is vital in organisations. It means understanding others’ emotions by putting yourself in their shoes. This allows you to act in a way that leads to the best solution.
Emotional intelligence helps facilitators create a positive environment. It builds trust and encourages participation. It also resolves conflicts and promotes empathy.
According to the World Economic Forum’s Future of Jobs Report 2020, emotional intelligence ranks 11th among the top 15 skills needed by 2025. Other research suggests that the demand for emotional skills will increase by 26% in the United States and by 22% in Europe by 2030.
Emotionally intelligent people are respectful to their teams, and respect is always a two-way street—it’s a give-and-take. When a leader respects the team, the team feels valued and heard, which is important for effective teamwork.
On one hand, this approach will make team members feel more comfortable, and they will be willing to open up and share. On the other hand, you should be cautious of troublemakers, as there is a high probability they may take advantage of the facilitator.
What should facilitators avoid while conducting the meetings
According to data provided by Business Insider, one-third of the roughly 11 million meetings held daily in the US are considered unproductive.
There are some common mistakes which must be avoided while facilitating the meetings.
1. Lacking preparation
If the preparation is not done properly, it can create confusion and waste other’s time. Always have a clear agenda, set goals, and gather needed materials before the meeting.
2. Poor listening skills
If the facilitator doesn’t communicate, it can cause miscommunication. Attendees may also feel undervalued.
3. Inability to communicate clearly
A knowledgeable facilitator who struggles to express ideas will confuse the users, leading to a poor outcome.
4. Not being a team player
Always remember that you are a part of the team, even if you are in a senior position. The absence of effective collaboration will lead to low productivity.
5. Poor time management
Long meetings or going over time will reduce attendees’ focus. They may even get irritated. So sticking to the agenda is very important.
6. Decisions based on perception
Do not make decisions without proper facts or evidence. They can harm the whole organisation.
7. Lack of an experienced facilitator
When a facilitator lacks the experience to effectively manage a meeting, invest in their development by providing relevant training.
"When everyone understands their role and feels heard, outcomes improve because the foundation is solid. A good facilitator listens actively and ensures all voices are included, leading to more comprehensive discussions." - Josh Ladick, Founder, GSA Focus
How you can make your meeting facilitation skills more effective
Some data suggests that managers spend 50% of their time in meetings, and 69% of those meetings are unproductive.
Meeting facilitation skills can be more effective by following the three steps below.
1. Before the meeting
Preparing for any meeting is essential. Start by gathering information from previous meetings and creating a clear agenda for what you want to accomplish. This will help keep the meeting focused and effective.
Make sure all necessary documents are in one place, like sending them all in a single email. This will prevent files from being scattered in different folders and make virtual meetings run more smoothly. It also helps the meeting finish on time, which is important because participants may have other commitments.
Be respectful of everyone’s schedule. Stick to the meeting time and only schedule last-minute meetings when absolutely necessary. This will make your meetings more organised and efficient. Also, remember to start the meeting on time.
2. During the meeting
Start the meeting with a friendly greeting. If needed, give a brief recap of the previous session. Sticking to the prepared agenda is important as this helps keep the audience engaged. Adding some humour can also make the meeting more enjoyable and lively.
Make sure all attendees feel valued and heard. Ask questions during the meeting to check if everyone actively listens and understands the agenda. When asking questions, spotlight one person at a time to avoid multiple people speaking over each other.
Finally, end the meeting on time. A good facilitator should make sure that the action points are taken from the meeting and assigned to the correct people. Thank everyone for their participation and provide details for the next meeting.
“A successful meeting starts with clear objectives because they maintain direction and clarity. When everyone knows the purpose, discussions stay relevant, increasing the likelihood of achieving the desired outcomes.” - Robert Portillo, Founder, Peel and Stick Wall Murals
3. After the meeting
Make sure you have a way to get feedback on your meetings. Pro tip: Ayda Insights can help you get meeting efficiency without sending out surveys. Additionally, share any meeting material, such as presentation slides (if not confidential), a recap, and action points.
Why mastering meeting facilitation matters
Effective meeting facilitation involves preparation, clear communication, and understanding of others. You can make meetings better by avoiding common mistakes and using the right strategies. This will make them more focused, productive, and engaging. With good facilitation skills, meetings can be a powerful tool. They can enhance teamwork and help achieve goals. They won’t be a waste of time.
"When we prioritize clear communication and active listening, it leads to more engaged meetings. Because people know their opinions matter, they become more open to sharing ideas. This results in a collaborative atmosphere, enhancing overall meeting success." - Yarden Morgan, Director of Growth, Lusha
About the authors
Darja is a Behavioural Scientist and Customer Success Manager. She holds a Master’s in Social Sciences from the University of Helsinki, specialising in business anthropology and organisational psychology. She is also working on service and product development.
Pooja specialises in developing content that enhances leadership skills and promotes effective team management. With a strong focus on personal growth and organisational success, she’s passionate about exploring strategies that empower leaders to inspire, motivate, and guide their teams toward achieving common goals.
