How unfortunate when people dread attending a meeting.  A well-managed meeting makes efficient use of everyone’s time, allows for the creativity of people to share varying points of view and differing ideas, and generates definable outcomes.

Meetings also can be an enjoyable, pleasant means of social interaction if the right people are brought together. With proper planning and implementation, meetings can be a valuable component of a business day.

Here are a few ideas to help the meeting facilitator achieve a productive and well-managed meeting.

^{Facilitator Responsibilities}

-- Whoever called the meeting usually runs it, but if that person cannot do so, he or she must decide beforehand whether to cancel or appoint someone to facilitate the meeting who is familiar with the objectives.

-- The facilitator should have the skills to keep things on track, limit unnecessary discussion, and make clear assignments of specific tasks to members when no volunteers come forward.

An Effective Facilitator

-- Be punctual.  Begin meetings on time, end on time and don't waste time in the middle.

-- No interruptions.  Incoming phone calls should not be allowed unless an absolute emergency.  This will let everyone know about the importance of what's being discussed.

-- No titles or privileges at meetings - everyone is equal.

-- Always have a written agenda that establishes a clear set of goals and objectives for the meeting. This gives the meeting focus and helps everyone stay on-track.  Distribute the agenda at the beginning of the meeting.  It is the facilitator’s responsibility to follow the agenda.

-- Encourages input from all attendees, and directs the meeting in such a way that everyone is heard uninterrupted.  Participation is not optional and people who tend to talk too much need to be encouraged to listen.  Do not allow participants to discuss multiple issues at one time.

-- Talk openly about issues. Elicit the thoughts and feelings of every member.  Create an open, interactive atmosphere.

-- No defensiveness permitted.  Participants are not permitted to be attacking or self-protective. No complaint sessions are allowed.

-- Adapt your communication style to build rapport and trust with each participant.  Listen as carefully as you speak.

-- Encourage humor to offset the intensity of meetings.

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