How Facilitation Skills Improve Meeting Productivity

Meetings take up a significant amount of time for employees in small and large organizations alike. At some point, employees at every level of the organization will have to attend a meeting with other employees to obtain information, participate in a brainstorming session, or for a number of other reasons. Yet when employees are in these meetings, they are costing the company money. If these meetings are unproductive, they will cost companies even more money because additional meetings will have to be held down the road. In order to have a good meeting, one needs:

  • Goals that are thoroughly explained and understood
  • A defined strategy for reaching these goals
  • Employees committed to arriving to the meeting prepared and ready to participate
  • A feeling among participants that their thoughts and ideas are valued

When a meeting lacks the qualities outlined above, it will be unsuccessful and the company will need to hold additional meetings. One way to ensure that these qualities are present is by putting an individual with facilitation skills in charge of the meeting. Since many organizations do not provide meetings training for employees, they usually end up having to hire someone from outside the organization to properly plan and run the organizational gathering. Hiring an individual with facilitation skills will prove beneficial before, during, and after the meeting.

Before the Meeting

The hired facilitator begins by meeting with organizational leaders in order to gain background information including specifics about the company, its industry, its goals, and its employees. This individual will also make sure to ask about the purpose of the meeting so that he or she can set goals for what the gathering should accomplish. This is the time when organizational leaders should inform the individual with facilitation skills about all known personality conflicts within the organization, so he or she can address these during the gathering. Once preliminary research is complete, he or she will type up a summary of this information and distribute it to participants before the meeting begins.

During the Meeting

Facilitators effectively oversee the meeting and make sure that all organizational goals for the meeting are met thanks to knowledge acquired through meeting training. He or she encourages member participation by asking questions to spur discussion and by helping shy employees to come out of their shells. Once everyone has had a chance to speak, the facilitator will use facilitation skills to help the group reach a consensus on which every team member has agreed.

Following the Meeting

When an individual with facilitation skills is put in charge, the meeting will be run so smoothly that fewer meetings are necessary in the future. In fact, the facilitator will ask members of each department whether they understand their role in reaching the organization’s objectives. By giving everyone a chance to ask questions before work begins, the organization is able to keep everyone on the same page.

Once an organization is ready to hire an individual with facilitation skills, it should check an online database of facilitators. Ideally, the company should find a facilitator who has completed meetings training.