Facilitation for results
With some meetings, the stakes can be high. Examples are: a review with JV partners when relations have soured; a strategy and planning workshop under a new team leader; an Executive “retreat” against a background of a declining business; a teambuilding session involving key staff; an organisation’s first management conference for many years.
These sorts of events must be well facilitated, effectively controlled, and deliver results. It is here that an external consultant can help. The examples cited above are all situations in which we have worked with clients.
Experience suggests that for these meetings to be successful, work needs to be done at three separate stages:
Stage One: Before
Amongst the issues to consider are:
- Defining the objectives, for instance, asking questions such as, ‘what will success look like?’ and ‘what do we want people to do differently as a result of attending?’
- Participant “pre-work”. The quality of debate improves when participants consider issues beforehand. They can be asked to prepare responses to important questions or topics
- Consultant interviews. A summary of participant concerns could be presented at the event to kick start discussion
- Developing the agenda for prior distribution, perhaps having “tested” it beforehand with some attendees
Stage Two: During
- The sponsors of the meeting should always open the proceedings, setting out their aims and objectives
- The external facilitator must: ask questions for clarification; record discussion points, issues and actions on flipcharts; periodically summarise progress; generally help with the process; and keep the meeting on track
- Facilitators may also: present a summary of issues arising from the pre-work; and provide appropriate models and data and/or describe relevant practices from elsewhere
- Often the final task at a meeting is to agree the messages to be transmitted ‘back home’
Stage Three: After
- A short communication is often sent to those organisation members concerned about the outcomes (otherwise the rumour mill can run riot)
- A more detailed note should be forwarded to the attendees. It should summarise what was discussed, what was agreed, and who will do what and by when
- Finally, there needs to be follow up to ensure that the agreed actions are implemented
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