Facilitators are not authority figures or resource people. The role of the facilitator is to make sure the group accomplishes its goals in a democratic fashion. It is generally best for the facilitator to remain neutral in specific discussions.
- Call the meeting to order on time. Review the agenda and the goal of the meeting. If appropriate and if time allows, ask participants to introduce themselves.
- Introduce each agenda item and call on those making presentations. Go through the entire agenda item by item.
- Keep the discussion on the topic but encourage participants to express themselves. Encourage the expression of various points of view. Call attention to disagreements. When handled openly, different opinions can yield creative solutions. Ask people to speak for themselves and to be specific. Steer them away from statements such as “Some people think…” and “What he is trying to say is . . . .”
- Make sure the discussion doesn’t get stuck on a specific item. If the group doesn’t have enough information, cut off discussion and choose someone to follow up with more information or a recommendation at a future meeting. If discussion wanders off the topic, remind the group of the agenda item and the objective for the discussion.
- Make sure that everyone has a chance to speak and that one or two people don’t monopolize the discussion. Occasionally, check in with those who are being quiet and ask their opinions. Encourage open discussion that allows for disagreement but doesn’t tolerate personal attacks.
- Handle any voting needed. Before a vote is taken, clearly state the motion or proposal. Call for a show of hands. If the vote is close, ask someone to verify the vote by counting hands or ballots.
- If the meeting is taking longer than anticipated, decide as a group how to proceed—to either extend the meeting or reschedule some agenda items for the next meeting.
- Conclude the meeting on a note of achievement. Remind participants of actions taken, decisions made, and follow-up needed. Ask participants to evaluate the meeting. Even simple suggestions about what went well and what could be improved will enhance your next meeting.
- Schedule the next meeting and remind participants of its date, time, and location.
- End the meeting on time or as close to on time as possible.
Preventing Disruptive Behavior
- Get general agreement on the agenda before beginning the meeting.
- Set ground rules for behavior (no interruptions, everyone gets a chance to participate, speakers will be concise, follow time limits, etc.)
- If someone’s comments are off track, remind everyone of the goals of the meeting: “That’s an interesting point, but today we’re discussing…”
- If someone dominates the discussion, explain the importance of full group participation and call on others for comments.
- Take short breaks, if needed, to relieve tension.
- For problems or issues that can’t be resolved on the spot, set up committees rather than using the full group’s time.
—-portions adapted from “Facilitating Meetings” by Gayle Haberman (unpublished handout)