5 Thoughts on Facilitating Better Meetings

One of the items lacking from any of my school administrator preparation courses was how to facilitate an effective meeting, but I've since discovered that we as school leaders facilitate a lot of meetings for a lot of different purposes.

Rare are the days when I'm not facilitating some sort of meeting, and rarely do meetings happen that don't leave me reflecting on how I can do better next time.

When planned right and executed well great meetings can produce important results and generate innovative solutions to persistent problems; the facilitator's role is crucial but also different with each circumstance for meeting. How I prepare will determine if the outcomes match the purpose.

I've learned 5 things about facilitating better meetings this year; please read below.

Prepare like you want your teachers to prepare their classes

• good meetings require the same type of preparation as a good class
• prepare opening remarks beforehand so that you start the meeting off intentionally and don't gobble up too much time up front; use your words to establish the purpose and direction of the meeting
• adapt the principle of backward design to your next meeting
• start with what you want the meeting to produce and plan from there
• base your agenda on your objectives and intended outcomes; use every minute intentionally

NB: using backward design to plan my meetings has yielded great results. The meeting planner template linked above is something I put together adapted from Ubd lesson planning templates.

Facilitate like you want your teachers to facilitate their classes

• post and review the objectives, intended outcomes, and agenda before starting; leave it projected / posted throughout the meeting
• get everybody talking and sharing but always bring it back to the objectives
• settings where a small group listens to the leader talk about something aren't the same thing as meetings
• it can't be your meeting; it has to be everyone's meeting
• just as classes can't be completely teacher-centered, nor can meetings be completely leader-centered
• let them find your conclusions on their own

Communicate for purpose

• don't tell me about the problem; tell me about the solution and actions needed to get there
• don't be afraid to be honest 
• be clear - identify what you need people to hear and do beforehand
• prepare your questions as carefully as you prepare your statements

Identify and follow up on further action items

• establish at the beginning what actions are expected following
• don't make it just about the meeting; what's most important is what happens after the meeting
• meetings that don't produce or lead to anything didn't need to happen
• you'll know how good it was a couple of weeks later after the action items from it are reviewed

Don't get nervous; get prepared

Your response to your own difficulties or problems will go a long way in determining the outcome

— Eddie Evans (@ewevans3) April 22, 2014

• if you're expecting confrontation or hostility, then your best strategy is extra preparation
• visualize yourself responding to certain claims or talking points
• anticipate where the hostility may come from and plan for it
• nervousness is pointless; thinking and dreading is not the same as thinking and preparing
• don't dwell on it, but don't avoid it - be ready for whatever it is
• focus on what you can control; how someone else intends to behave is outside of your power