Description: Meeting Facilitation concerns itself with all the tasks needed to run a productive and impartial meeting. Facilitation serves the needs of any group that is meeting with a common purpose, whether it be making a decision, solving a problem, or simply exchanging ideas and information. It is important to note that the facilitators do not lead the group, but instead help keep the meeting moving and on track.
Below are some sample tasks and responsibilities that fall in the facilitators responsibilities.
- Prior to a meeting, facilitators:
- Find out the purpose and goal of the meeting
- Establish who is required to attend, and who is optional;
- Draw up a draft agenda;
- Share the agenda with potential attendees, changing it as necessary;
- Ensure everyone gets fully briefed for the meeting and that everyone knows the purpose and potential consequences of the meeting
- During the meeting, facilitators:
- Monitor the agenda;
- Keep time;
- Encourage participation from all attendees;
- Help participants understand different points of view;
- Foster solutions that incorporate diverse points of view;
- Manage participant behavior;
- Record decisions/agreements made between participants. They may also note unresolved issues for later debate.
- Following the meeting facilitators:
- The facilitator writes up and publishes the results of the meeting to everyone concerned including those who could not attend;
- Setup any follow on meetings that need to occur.