Meeting Facilitation

OVERVIEW

MWI facilitators provide professional and neutral facilitation services to corporations, academic institutions, other organizations to effectively run meetings, retreats and conferences that are expected to be contentious or complex. The use of a facilitator promotes well-organized, results-oriented meetings and ensures that parties are engaged and feel heard in the process.

SCOPE OF SERVICES / PROCESS EXPLAINED

Facilitation is a process that begins before the actual meeting. The facilitator works to clarify the agenda, identify who should be at the meeting, determine what meetings should take place in advance, how the meeting will run and what will be the expectations for outcome and follow-up to the meeting. The process is customized to each facilitation, but in general, it involves the following:

• The facilitator will have an initial discussion with the “leaders” who have the responsibility for the outcome of the meeting. He or she will work with the leaders to crystalize the goals for the meeting as well as what deliverables are expected. The facilitator will also present optional procedures to structure the process. In addition, there will be discussion of what groups, sub-groups and individuals should be included in the process. This may include both internal and external parties as well as a method to address those who may be necessary to the meeting but cannot be present.

• The facilitator will reach out to all or at least the major groups, sub-groups and individuals who are involved in the process to ask them what they want to accomplish, who else should be involved and what roadblocks they foresee.

• A check-in with the leaders will be held to summarize the recommended process going forward based on input from them and the groups, sub-groups and individuals. Through discussion with the leaders and follow-up, a final process for the meeting will be adopted, including who to attend, what procedures to utilize, a final agenda and specifics such as whether to utilize a flip chart or projected computer and what to have at the meeting including name tags, handouts, food, etc.

• At the meeting, the objective of the facilitator is to work with the participants to accomplish the previously determined goals, stay on time and on agenda while making sure that all participants have the opportunity to be heard. The facilitator will explain why the meeting is being held to the participants. He or she will continue to move the agenda forward and revise it if appropriate, while listening for decisions so that they can be presented for approval. He or she may use a combination of large and small groups to maximize participation. The facilitator will conduct a formal closing to the meeting, including a summary of progress and clarification of next steps and review. If appropriate, he or she will also examine improvements to the process with the participants.

• After the meeting, the deliverables previously agreed upon are provided which may include the flip charts or computer input, complete summary report of the meeting, list of action items, list of attendees, etc.

• A final follow-up will be conducted to make sure that expectations have been met and to discuss if any further services are required.

TYPES OF ENGAGEMENTS

SAMPLE ENGAGEMENTS

• A work team of approximately 15 people wanted to increase their efficiency while improving their communication and working relationships. Due to turnover and group mergers, the working relationships had become strained and the productivity of the group had been affected. The team leader had approached MWI to facilitate the session. The facilitator requested that an online survey be filled out by each participant to see what the entire group wanted to accomplish. The original goals were reinforced and additional goals were added. During the meeting, all team members participated and shared what was important to them and options for action. After a four-hour meeting, the group came up with a list of 12 specific action items to fulfill the identified objectives.

• A relatively new franchise operation wanted to improve the consistency of its brand and improve the communication between the franchisor and the franchisees. The facilitator worked with the Franchisor to identify the goals of the meeting and requested that an online survey be filled out by each participant to see what the entire group wanted to accomplish. There were significant differences between the goals of the Franchisor and the Franchisees. The facilitator worked with all parties to create an agenda that was representative of all significant issues. The facilitation was originally scheduled for one day and was expanded to 1 ½ days to accommodate the additional agenda items including developing a Code of Conduct and ways to re-establish and maintain trust. The group developed specific action items to improve the consistency of the brand, communication and trust, and created a Code of Conduct. The franchise has continued to expand into a total of 12 states since the facilitation.

• A non-profit organization wanted to develop its first strategic plan to increase the board size, donations, and the endowment, as well as develop joint ventures with fellow non-profit organizations. The facilitator met with the Executive Director to identify the goals for the meeting and then had a conference call with the Board of Directors. The facilitator requested that an online survey be filled out by staff members to see what ideas they had and what they wanted to accomplish. The goals of the Executive Director, Board of Directors and Staff were aligned. The facilitator presented an agenda to the Executive Director, who modified and approved it. The strategic planning meeting was scheduled for a full day with the Executive Director, Board of Directors and Staff. A follow-up session was planned in six months to meet with fellow organizations. During the planning meeting, sessions in both small and large groups focused on goals, strategies and tactics. The group successfully laid out specific tactics and the Executive Director took on the role of working out the details for each action item after the meeting. The plan was published and distributed six months later, just before the meeting with the fellow organizations.

For more information about MWI's Facilitation Services, please contact Tad Mayer at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. or call 800-894-8323.