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Become A Great Facilitator: Actions For Facilitating High-Output Meetings · Enhance.training

• 0:00
  SPEAKER_00: Facilitating high output meetings is one of the most important tools a manager has to increase team motivation, culture, and performance.
• 0:09
  SPEAKER_00: Most managers spend a lot of time in meetings, so getting the most out of those meetings for you, your team members, and other attendees is vital to influencing the direction and performance of your team.
• 0:22
  SPEAKER_00: Bosses assume the higher the team performance, the higher the manager's performance and reward you accordingly.
• 0:29
  SPEAKER_00: The more senior you get, the more meetings you will attend.
• 0:33
  SPEAKER_00: When I was a board director of a large company, I was in four to six hours of meetings every single day.
• 0:39
  SPEAKER_00: I use many of those meetings to keep my 35 staff performing and delivering results.
• 0:45
  SPEAKER_00: A consistent top appraisal grade, 54 team initiatives and objectives delivered in 12 months, best team prizes, and a 24 million cash improvement demonstrates the power of facilitating high output meetings.
• 1:00
  SPEAKER_00: To improve the output and value created when you facilitate groups at work, we are covering firstly define the purpose of every meeting well in advance.
• 1:09
  SPEAKER_00: Secondly, five important sections to create structure when you facilitate groups at work.
• 1:15
  SPEAKER_00: Thirdly, how to set meeting goals and context in two minutes.
• 1:20
  SPEAKER_00: Fourth, six techniques for how to be a good facilitator in a meeting.
• 1:24
  SPEAKER_00: Fifth, when facilitating meetings, how to use decision-making shortcuts.
• 1:29
  SPEAKER_00: Sixth, how to manage the dominant and quiet voices in the room.
• 1:33
  SPEAKER_00: Seventh, capturing decisions, actions and their owners when you facilitate teams at work.
• 1:38
  SPEAKER_00: And eighth, how to deliver a strong close in under a minute.
• 1:43
  SPEAKER_00: You can use these facilitation skills for regular meetings, when facilitating workshops, facilitating team problem solving sessions.
• 1:51
  SPEAKER_00: In any situation where you need to get a group to take action.
• 1:56
  SPEAKER_00: Before you even organize a meeting, think through the attendees and the purpose of the meeting and communicate this clearly.
• 2:04
  SPEAKER_00: So firstly, define the purpose of every meeting well in advance.
• 2:09
  SPEAKER_00: Who hasn't been to a meeting that you leave thinking, why did I go to that?
• 2:14
  SPEAKER_00: There are so many meetings that don't achieve very much.
• 2:17
  SPEAKER_00: To ensure that you are facilitating high output meetings, take these actions.
• 2:23
  SPEAKER_00: Firstly, decide what is the purpose of the meeting, you know, information sharing, planning, problem solving or decision making.
• 2:30
  SPEAKER_00: The purpose should be clear, specific, and outcome-based.
• 2:34
  SPEAKER_00: Aim to write the purpose down in one sentence.
• 2:38
  SPEAKER_00: Secondly, think carefully about who should join the meeting.
• 2:42
  SPEAKER_00: It very often less is more.
• 2:44
  SPEAKER_00: If the individual isn't likely to contribute during the meeting, don't invite them.
• 2:49
  SPEAKER_00: Third, communicate the purpose of the meeting at least a day before the meeting to those attending and tell stakeholders not attending the meeting minutes will be circulated.
• 3:00
  SPEAKER_00: Those attending should be clear on the purpose of the meeting and be ready to contribute, debate, build solutions and make decisions.
• 3:08
  SPEAKER_00: This is essential for effective meeting facilitation.
• 3:12
  SPEAKER_00: Clear purpose alone can cut the meeting time down by 20 to 40%.
• 3:18
  SPEAKER_00: When you facilitate meetings, ensure the meeting purpose feeds into the activities, projects and decisions needed to increase team performance and beat team targets.
• 3:29
  SPEAKER_00: My name is Jess Coles, and if you're new to this podcast, Enhanced.training provides resources, courses, and coaching for you to build management expertise and confidence to lead any team to their best performance.
• 3:42
  SPEAKER_00: Take a look in the podcast description for links to all the resources available to make it easier for you to increase the performance of your team.
• 3:50
  SPEAKER_00: These resources will help you overcome specific problems, like the impact your worst team member creates, to increase your impact and influence at work.
• 3:59
  SPEAKER_00: Alternatively, visit us at enhance.training and select resources from the menu.
• 4:05
  SPEAKER_00: Secondly, five important sections to create structure when you facilitate groups at work.
• 4:12
  SPEAKER_00: No matter how bright, motivated and responsible the attendees are, without a clear structure the meeting will drift and not be very productive.
• 4:21
  SPEAKER_00: You don't need every minute planned.
• 4:24
  SPEAKER_00: You do need to create a structure when you facilitate groups at work.
• 4:28
  SPEAKER_00: The purpose of the meeting will influence the structure.
• 4:32
  SPEAKER_00: First, start the meeting by redefining the purpose of the meeting and communicating at least one clear goal for the group to achieve by the end of the meeting.
• 4:42
  SPEAKER_00: Secondly, take the group through the context of the meeting.
• 4:47
  SPEAKER_00: Third, use the body of the meeting to achieve your goals.
• 4:51
  SPEAKER_00: This might be debate, ideation, generating options, solution building, planning or decision making.
• 4:57
  SPEAKER_00: Create a clear time period for each section and stick closely to that time period.
• 5:03
  SPEAKER_00: Fourth, capture all the decisions, actions and solutions from the meeting with timescales and owners for each.
• 5:10
  SPEAKER_00: And fifth, close the meeting with a clear summary of outcomes and actions.
• 5:15
  SPEAKER_00: To facilitate group problem solving, facilitate meetings or to facilitate workshops.
• 5:20
  SPEAKER_00: In fact, to facilitate teams at work generally and do it well, create a clear structure for the meeting and communicate this structure from the start.
• 5:30
  SPEAKER_00: Third, how to set meeting goals and context in two minutes.
• 5:35
  SPEAKER_00: The first few minutes of any meeting sets the tone, direction and expectations for the meeting.
• 5:40
  SPEAKER_00: People decide whether this meeting will be focused and worthwhile or another waste of time.
• 5:47
  SPEAKER_00: First, reconfirm the purpose of the meeting in one clear, concise sentence.
• 5:52
  SPEAKER_00: This is 30 seconds max.
• 5:55
  SPEAKER_00: Then communicate your clearly defined goal or goals for the meeting.
• 6:00
  SPEAKER_00: Don't have more than three goals and prioritize the goals if you have more than one.
• 6:05
  SPEAKER_00: This is the next 30 seconds max.
• 6:07
  SPEAKER_00: Then use the next minute to set out the context and background for the purpose and goals.
• 6:13
  SPEAKER_00: Explain what has changed, what is at stake, what constraints there are and what has already been decided.
• 6:21
  SPEAKER_00: Explain the why behind the goals and how it fits into the bigger picture.
• 6:25
  SPEAKER_00: Keep this concise and fairly factual.
• 6:28
  SPEAKER_00: That is the first two minutes of each meeting.
• 6:32
  SPEAKER_00: Fourth, here are six techniques for how to be a good facilitator in a meeting.
• 6:37
  SPEAKER_00: Great facilitation when facilitating group discussions is setting the group on the direction that you want or getting them focused on the problem that you need to solve.
• 6:46
  SPEAKER_00: You are guiding the group to achieve the desired outcome and focusing the group on their strengths, experience and know-how so they get to that goal.
• 6:56
  SPEAKER_00: Using great group facilitation skills is using the group to solve the problem, not solving the problem yourself.
• 7:03
  SPEAKER_00: You don't personally have to know very much on the subject to create great outcomes from a knowledgeable group.
• 7:10
  SPEAKER_00: To be a great facilitator, you do have to keep the group on track and focused on the activities needed to achieve the goal of the meeting, which is not always very easy.
• 7:21
  SPEAKER_00: You need confidence, authority, and to be good at managing the different personalities and power plays in the room.
• 7:28
  SPEAKER_00: Firstly, most importantly, keep the group focused on achieving the goal of the meeting.
• 7:33
  SPEAKER_00: People will drift.
• 7:35
  SPEAKER_00: Drifting is natural and expected.
• 7:38
  SPEAKER_00: Use short, neutral phrases or questions like, you know, that is an interesting point.
• 7:43
  SPEAKER_00: Can we bring the discussion back towards achieving our meeting's goal?
• 7:47
  SPEAKER_00: Or how does this help get us to the goal we need to achieve?
• 7:52
  SPEAKER_00: Or remember our outcome is X, let's stay focused on that.
• 7:58
  SPEAKER_00: Secondly, time box everything and say the time out loud.
• 8:02
  SPEAKER_00: Time pressure sharpens focus.
• 8:04
  SPEAKER_00: People naturally focus their contributions to the most important bits when they know the clock is running.
• 8:11
  SPEAKER_00: For example, we've got five minutes left to make this decision.
• 8:15
  SPEAKER_00: Or two minutes left on this item, let's move towards a conclusion.
• 8:20
  SPEAKER_00: Third, use a parking space to manage the tangents.
• 8:24
  SPEAKER_00: This lets you acknowledge the point without derailing the meeting.
• 8:28
  SPEAKER_00: A space to park points keeps people feeling heard and keeps the meeting moving towards the goal.
• 8:34
  SPEAKER_00: Fourth, summarize frequently to create clarity or reset discussions.
• 8:40
  SPEAKER_00: Summarize creates a break, cuts through the noise, and refocuses the group instantly.
• 8:46
  SPEAKER_00: Fifth, ask concise, to the point clarifying questions to keep the group focused.
• 8:51
  SPEAKER_00: Here's some examples.
• 8:53
  SPEAKER_00: What problem are we actually trying to solve here?
• 8:56
  SPEAKER_00: What decision do we need to make right now?
• 8:59
  SPEAKER_00: What's the simplest next step?
• 9:03
  SPEAKER_00: Sixth, keep decisions explicit and final.
• 9:07
  SPEAKER_00: Nothing derails a team's focus like reopening decisions.
• 9:11
  SPEAKER_00: Write the decision down where everyone can see it and move the team towards the next decision.
• 9:16
  SPEAKER_00: To become a great facilitator, use each of these meeting facilitation tips during each meeting you hold.
• 9:24
  SPEAKER_00: Fifth, when you facilitate meetings, use decision-making shortcuts.
• 9:28
  SPEAKER_00: When you have several decisions to make in a meeting, here are some really useful actions to keep the team focused and taking each decision one at a time.
• 9:37
  SPEAKER_00: Firstly, start by naming all the decisions that you need to make as a group.
• 9:53
  SPEAKER_00: This approach creates a roadmap and prevents the group from merging the discussions and decisions together, getting confused or going off track.
• 10:01
  SPEAKER_00: Secondly, identify the key decision maker for each item.
• 10:05
  SPEAKER_00: State explicitly who decides, who provides the input and who needs to be informed.
• 10:12
  SPEAKER_00: This can literally cut decision making time in half when facilitating a group.
• 10:17
  SPEAKER_00: Thirdly, frame the decision needed in a sentence which prevents the group from drifting, exploring unrelated issues, etc.
• 10:25
  SPEAKER_00: For example, you could state the decision we're making is which financing option to choose to enable us to expand into Germany.
• 10:34
  SPEAKER_00: Or the decision is whether we prioritise customer A or B for the stock we have remaining.
• 10:40
  SPEAKER_00: Actively limit the discussion to what actually matters when you facilitate group discussions.
• 10:47
  SPEAKER_00: Fourth, use quick comparison tools.
• 10:50
  SPEAKER_00: You could ask the group to you know, firstly, capture the top two to three pros and cons of each option.
• 10:56
  SPEAKER_00: Or you could ask them to discuss the must-haves, should have's and could haves, then eliminate any option that doesn't meet the must-haves.
• 11:05
  SPEAKER_00: Or thirdly, you could use a two by two matrix of impact vs effort or time frame versus resources or cost versus ease of implementation.
• 11:13
  SPEAKER_00: Focus on whatever the key trade-offs are.
• 11:16
  SPEAKER_00: Help the group achieve clarity around the context of the decision, the options and the restrictions as quickly as possible.
• 11:24
  SPEAKER_00: This will help them make better decisions faster.
• 11:27
  SPEAKER_00: These are all great and practical actions for how to facilitate group discussions to arrive at a better decision faster.
• 11:34
  SPEAKER_00: Please use them.
• 11:37
  SPEAKER_00: Sixth, when facilitating high output meetings, manage the dominant and quiet voices in the room.
• 11:43
  SPEAKER_00: Managing dominant and quiet voices is one of the most important and most overlooked facilitation skills.
• 11:50
  SPEAKER_00: When you get this right, the quality of thinking improves, decisions get better, and the whole meeting feels more balanced and productive.
• 11:58
  SPEAKER_00: Here are seven tips to manage the dominant and quiet voices in the room.
• 12:03
  SPEAKER_00: Firstly, set expectations up front.
• 12:05
  SPEAKER_00: Tell the group that you want to hear from a range of perspectives or get input from everyone.
• 12:10
  SPEAKER_00: This gives you permission to intervene later without causing issues or annoying.
• 12:15
  SPEAKER_00: Secondly, use structured turns to prevent domination, i.e.
• 12:20
  SPEAKER_00: one by one give every person a set amount of time to speak before opening up the discussion.
• 12:26
  SPEAKER_00: Third, intervene early with dominant voices.
• 12:32
  SPEAKER_00: Or hold that thought, I want to bring in a few more ideas from the others.
• 12:37
  SPEAKER_00: Fourth, invite the quieter voices to contribute by creating low pressure openings.
• 12:46
  SPEAKER_00: Or I'd love to hear from someone who hasn't spoken yet.
• 12:51
  SPEAKER_00: Fifth, use written methods.
• 12:53
  SPEAKER_00: For example, everyone jot down on post-it notes their top three ideas and top three concerns.
• 13:00
  SPEAKER_00: Sixth, break the group into pairs or trios and set each group a specific goal.
• 13:06
  SPEAKER_00: Seventh, redirect when the conversation gets hijacked.
• 13:10
  SPEAKER_00: Say something like, I want to bring us back to the question we're trying to answer.
• 13:14
  SPEAKER_00: Keep the outspoken from dominating and encourage the quieter voices when you facilitate groups at work.
• 13:21
  SPEAKER_00: Seventh, capturing decisions, actions, and their owners when you facilitate teams at work.
• 13:28
  SPEAKER_00: Capturing what has been agreed and who is going to do the next actions are one of the most important parts of the meeting.
• 13:35
  SPEAKER_00: This turns a great discussion into action and outcomes after the meeting has finished.
• 13:41
  SPEAKER_00: Capture firstly the decisions made and what the next steps are to implement those decisions.
• 13:47
  SPEAKER_00: Secondly, who is doing what actions by when.
• 13:51
  SPEAKER_00: Thirdly, who has made commitments or taken responsibility for making the next step happen.
• 13:57
  SPEAKER_00: And fourth, the time frames agreed for all of these.
• 14:00
  SPEAKER_00: Make sure what you capture is specific and as detailed as needed so anyone who is not in the meeting will understand what has been agreed and who is taking which actions next.
• 14:11
  SPEAKER_00: Everyone should be clear on how the group will know if and when the actions have been completed.
• 14:18
  SPEAKER_00: Send out written confirmation of these points to the group attending and any other stakeholders who were not in the meeting.
• 14:25
  SPEAKER_00: Eighth, how to deliver a strong close in under a minute.
• 14:30
  SPEAKER_00: A good close can save hours of wasted time later.
• 14:34
  SPEAKER_00: In the last minute, recap to the group, the goals of the meeting and whether this was achieved.
• 14:40
  SPEAKER_00: Secondly, the decisions made.
• 14:42
  SPEAKER_00: Third, the actions and the next steps agreed, who will do them and by when.
• 14:46
  SPEAKER_00: Fourth, ask those with actions to report any blockers or barriers to you or the group as soon as they become apparent.
• 14:54
  SPEAKER_00: Fifth, finally ask, is there anything which is unclear before we leave?
• 14:59
  SPEAKER_00: Thank everyone for attending and their contributions and then close the meeting.
• 15:04
  SPEAKER_00: In summary, when you follow these steps and actions, you'll be facilitating really productive high-output meetings which should be used to increase individual and team performance.
• 15:16
  SPEAKER_00: Everyone's time is precious and no one has enough time.
• 15:19
  SPEAKER_00: The more productively you use your time and your team's time, the more coordinated, the more help you provide, and the clearer your goals, the better team performance will become.
• 15:31
  SPEAKER_00: Take a look in the podcast description for links to all the resources available to make it easier for you to increase the performance of your team.
• 15:39
  SPEAKER_00: These resources will help you overcome specific problems, like the impact your worst team member creates, to increase your impact and influence at work.
• 15:48
  SPEAKER_00: Alternatively, visit us at enhanced.training and select resources from the menu.
• 15:53
  SPEAKER_00: If you have any questions on the Time Strap Manager's guide to facilitating high output meetings, please email me at support at enhance.
• 16:05
  SPEAKER_00: Thanks very much for listening, and I look forward to speaking to you again soon.