Some people think meetings are evil, mostly because of the difficulty in getting people to stay on task—particularly when large groups are involved. While a skilled facilitator can guide people to meet in a productive way, not all organizations have access to trained professionals.
Under these circumstances a meeting participant can apply a stealth approach by borrowing tricks from the facilitation trade. Some of the more common techniques are stated below.
- Ask for a round of introductions. Not only does this let people know who is in the room, but it also gets everyone talking and on an equal footing. Equally important, this is a subtle way to let everyone know their opinion matters.
- Offer to take notes. The note taker can hold a powerful position. When
needed, recap what has happened as a way to get people back on track. Summarizing
with phrases such as "What I’ve heard is . . ."
or "It seems as if we are saying . . ."
is also a diplomatic way to point out problems. - Provide an organizing framework. Starting with definitive goals, an agenda, and a process will keep people on the same page. Presenting the major ideas on a flip chart throughout the meeting is another way to accomplish this goal and is also a way to incorporate different learning styles.
- Ask questions that will lead the group in a clearer direction. Tone is
very important here. Asking clarifying questions, such as the ones listed
below, should be done with a gentle tone of voice.
- What are we trying to accomplish?
- What’s the goal of this effort?
- Who is the target audience?
- What do we need to do to move to the next step?
- Combat spinning or getting off track. The stealth facilitator can say, "We’re raising some important issues, but I’m worried we aren’t going to finish our main task today." Another technique is to offer a parking lot, a visible place where important but off-topic subjects can be written down to be dealt with another day.
- Interrupt someone who is monopolizing the conversation. To give quiet participants a chance to be heard, statements such as "I don’t think we’ve heard from everybody" can be effective, particularly when coming from the person who is leading the meeting.
- In an argument, restate what you hear both sides saying. Suggest a break if needed.
Effective facilitation, whether it occurs through a trained facilitator, the meeting leader, or a talented member of the audience, can turn a meeting wasteland into a productive tool.
To acquire meeting-facilitation and related skills, attend the Navigating in Rough Seas: Public Issues and Conflict Management class provided by the National Oceanic and Atmospheric Administration Coastal Services Center. To bring this class to your organization, visit www.csc.noaa.gov/training/.
