How to Run a Meeting. Before During After Before During After.
Post on 05-Jan-2016
How to Run a Meeting
How to Run a MeetingFacilitators Guide
Hi, my name is _____and I am going to be guiding you through this short presentation on how to run a meeting.1BeforeDuringAfterFacilitators Guide
We are going to briefly cover a few things to do before, during and after a meeting to help make it a success.2BeforeDuringAfterFacilitators Guide
Lets start with BEFORE the meeting.3Send out Reminders!Call, text, emailInclude time, location, agendaLet them know their presence is important!
Coming to our meeting?
One of the most important things to do before your meeting is to send out reminders!
Call, text, or emailand be sure to include the time, location and, if possible, the agenda, or at least the meeting purpose.
Also, and this is critical, be sure to let people know their presence at the meeting is important. Often times people will not show up because they dont think they matter, or that anyone will notice!
4Think about the RoomIf possible, arrange chairs in a circle
Another thing to think about before the meeting is the room itself.
For starters, consider the arrangement of the chairs. If the size of your meeting allows it, consider arranging your chairs in a circle. It creates a move intimate and engaging environment when people can face each other, and see everyone else in the room. If you have too many members attending to make a circle feasible, consider the circle arrangement for break-out sessions.
5Think about the RoomConsider adding plants, flowers, music
Another thing to consider are the room aesthetics. Do what you can to make it a nice environmentplants, flowers, and even softly playing music can make a huge difference.
We all take cues from our environment, whether we know it or not, and a thoughtful, warm environment helps promote thoughtful, warm engagement and interaction!
6Think about the RoomPost the agenda
Next, be sure to post the agenda where everyone can see it. People like to know whats coming. It helps them relax and be present.
7Think about the RoomHave quote relevant to topic
Another idea to help create a nice environment is to have a quote, saying or picture posted on the wall, that relates to the meeting topic. Its a subtle way to help people get in the right mindset for the meeting ahead.
8Think about the RoomProvide food
Lastly, if you can, have some snacks. Feeding people is always a great way to make them feel welcome, and to keep them coming back! Seriously, even M&Ms or a little something always helps!
Ok, those are just a few ideas of what you can do BEFORE a meeting to help make it a success. Now lets look at what we can do DURING a meeting.
Okay, now lets cover a few things you can do DURING a meeting to help make it a success.10The Three RsRelationshipRealityResponseFacilitators Guide
One suggestion to structure your meeting around what is called the 3 Rs: relationship, reality and response.
Studies have shown that meetings that include these three elements leave people feeling good about how they just spent their time,
Lets look at each R individually and give it a little more content.
11The Three Rs: RelationshipFacilitators Guide
Lets start with relationship. Im going to suggest just a few things you can do to help build relationships within your chapter. There are many more things you can do, of course. These are just a couple of suggestions
12The Three Rs: RelationshipNew member welcome: The power of touchFacilitators Guide
First off, you want to pay special attention to anyone whos coming to a meeting for the first time. You want to make sure they feel comfortable and welcomed.
As anyone who has ever been a waiter or waitress knows, touching a customer on the shoulder yields a greater tip. Why? Because its a friendly, warm gesture that makes us feel good.
You can use that same strategy with new members by greeting them with small, appropriate physical contacta handshake, a touch on the shoulder. Youll be amazed at the difference it makes in how a person experiences their first FG meeting! You can even have your very own FeelGood high five or hand shake. Have fun with it!
13The Three Rs: RelationshipGet people talking!Facilitators Guide
Another strategy for building relationship and helping people feel comfortable and part of the team is to get them talking as soon as possible.
14The Three Rs: RelationshipGet people talking!Suggestion: 3 rounds of introductionsFacilitators Guide
A great way to do this is to use the technique of three rounds of introductionseach round going just a little deeper than the last.
Heres an example:
15The Three Rs: RelationshipGet people talking!Suggestion: 3 rounds of introductions (example):Round 1: Introduce selfname, major, where fromFacilitators Guide
Round 1: Go around the circle and have everyone Introduce themself: their name, major, where their from, maybe their favorite food or color.
16The Three Rs: RelationshipGet people talking!Suggestion: 3 rounds of introductions (example):Round 1: Introduce selfname, major, where fromRound 2: What brought you to this meeting?Facilitators Guide
Now go around a second time, asking a question thats just a little more personal, and also informative for you as a facilitator*:
What brought you to this meeting? Why did you come?
*This is a great way to learn more about the motivation of the people joining you (especially new people)did they come because someone invited them? Because they were curious? Because they are passionate about hunger? Knowing what motivated people to come helps give you an idea of the best place to start the conversation.17The Three Rs: RelationshipGet people talking!Suggestion: 3 rounds of introductions (example):Round 1: Introduce selfname, major, where fromRound 2: What brought you to this meeting?Round 3: If the world were free from hunger, how would life be different?Facilitators Guide
Finally, go around one more time, with a question that connects people to the mission of FeelGood and why we are here:
If the world were free from hunger, how would life be different?
There are of course endless other questions you could ask, so feel free to experiment and come up with different ideas. Just remember the technique is to start simple, and then slowly ask more substantive questions. 18The Three Rs: RelationshipReview your chapter agreementsExample:Maintain a good attitudeListen respectfullyDont dominateResolve conflictsFacilitators Guide
Once people have been welcomed and introduced, and youve had an exercise to get to know each other a little better, take a moment to review your chapters agreements.
And if you dont have chapter agreements, this would be a good thing to create together!
Agreements help remind us of the kind of chapter culture we want to create, and what we expect from each other. It can go a long way to minimizing unproductive group dynamics.
Here are some example agreements: (read)
Yours may be similar or very different. The important thing is to have them!
19The Three Rs: RealityReconnecting to our mission and the reality of global hungerHunger JourneysTed talks and other videosReadingsFacilitators Guide
Ok, weve talked about Relationship, now lets talk about the Reality part of the meeting.
The goal is to reconnect with WHY we are herethe deep purpose of our work. Specifically, its a time to reconnect with the reality of global hunger.
It could be revisiting the statistics of global hunger, the impact of poverty on women and children, how hunger is perpetuated by obsolete cultural values, and how hunger is deeply interconnected with health, education, environment, and other issues.
The Journeys available to you through the FeelGood website are a great resource for the Reality portion of your meeting . So are TED talks, articles, and other materials.
Check FGW, or reach out to other chapters for ideas if you get stuck. And be sure to share what YOU find as well!
20The Three Rs: ResponseReview your chapters action and learning goals from the VCADeli opsExpanding the DialogueBecoming changemakersFacilitators Guide
Finally, the third part, response.
This is where you want to start executing on your Vision, Commitment and Action roadmaps that you created at the beginning of the year.
Having spent a little time on Relationship and Reality first, you will find the Response component will have lots of inspiration and energy behind it!
[A lot of chapters use this response time to get ready for their deli days- either working on marketing campaigns, or organizing supply pick ups, work shifts, etc.]
21Other ConsiderationsStart and end on time
If you cover the three Rs. Youll be in good shape.
Here are just few other considerations that help make your meeting really stand out.
One, start and end on time. If you respect peoples time, they will appreciate it and be more likely to come back.22Other ConsiderationsReview the agenda, and follow it
Two, review the agenda with with people, and follow it.
People want to know where you are taking them. You can change the agenda in the moment if you need to, but be sure you acknowledge it and get everyones consent.
23Other ConsiderationsHave hand-outs? Dont distribute while facilitator is talking. People dont really listen when things are being handed out.
Have hand outs? It seems common sense, but so often at meetings people hand out papers or other items while others are talking. Its very distracting, and not respectful of the person talking.
If you have hand-outs, ask people to pause the conversation until its distributed.
Also, as soon as you hand something out, people will want to look at it. So dont hand it out until you are ready to make the handout the focus of the conversation.
24Other ConsiderationsMake it fun!How many times did you laugh?
Four, make it fun! One metric for how fun your meetings are is how many times people laughed. If people are not laughing in your meetings and having a good time, think of ways you can lighten things up.25Other ConsiderationsBring the meeting to a clear closedont let it dribble.Articulate action itemsSet date for next meetingThank everyone for coming!
Finally, when it is time to end the meeting, end it.dont let it sort of dribble to a close.
Be clear about the next steps and agreed to action items.
Remind everyone of the next scheduled meeting.
Most important of all, thank them for coming and for contributing. Reinforce the message that they are vitally important to the success of the mission to end global hunger. Without them, it wont happen!
So, what about after the meeting?27AfterSend everyone a thank you email with notes and actions from the last meeting
Here are two critical things to do after.
One, send everyone a thank you email, ideally with notes and action items from the last meeting.28AfterSomeone not show up? Call/text/email and let them know they were missed!
We missed you!!!Facilitators Guide
Two, if someone you expected to show up didnt, be sure to touch base with them and let them know they were missed. Do that, and you can be pretty assured they will come the next time!
29Tips for FacilitationFacilitators Guide
In closing, lets go over just a couple tips for facilitation.
30Tips for FacilitationBe yourself!Facilitators Guide
The most important thing is to just be yourself. You dont need to be ms. or mr. master facilitator. Its not a role you need to take on and play. Just relax, be real, do your best.
Do that, and everyone will be on your side and give you consent.
31Tips for FacilitationBe yourself!Keep things on track, but be flexibleFacilitators Guide
Keep things on track, but be flexible!
People will look to you to follow the agenda and not let the meeting get bogged down.
At the same time, theyll be looking to see that you are flexible and can respond in the moment.
Its a bit of a dance, and they best way to learn is to do it. Dont worry, keep at it and you will naturally get better.
32Tips for FacilitationBe yourself!Keep things on track, but be flexibleListen wellencourage questions and exploration Facilitators Guide
Listening is your most important skill!
Often were so busy thinking about what we are going to say that we dont hear whats being said by others.
As a facilitator, one of your roles is to draw people out, to encourage questions and explorationsto take an interesting idea and help the team develop it.
33Tips for FacilitationBe yourself!Keep things on track, but be flexibleListen wellencourage questions and exploration Note who is not speaking and invite participationFacilitators Guide
Another part of being a facilitator is noticing who is not speaking.
Its a fact of life that some people are more verbally dominant than othersthey are comfortable speaking in a group, while others are not.
But the quiet ones will often speak if they are asked. Be aware of creating a space for them to participate. Give them an opportunity and invite them to join and express their thoughts.
34Tips for FacilitationBe yourself!Keep things on track, but be flexibleListen wellencourage questions and exploration Note who is not speaking and invite participationLet the group helpFacilitators Guide
Finally, dont feel like you have to carry the load alone.
If you ever get stuck or are uncertain how to proceed, ask the group for help!
Asking for help enhances, not diminishes, your leadership.
35And now you knowHow to Run a Meeting!Facilitators Guide
Okay, that pretty much wraps it up. I hope you found some of the ideas and suggestions presented here helpful.36