Realize that you have less time than planned
Realize that you have less time than planned
Free Facilitation Course: Simple tips for less terrible meetings
1. Setup roles and rules so that it feels like a game
1. Setup roles and rules so that it feels like a game
2. Define a time limit per topic to ensure you end up on time
2. Define a time limit per topic to ensure you end up on time
3. Use sticky notes to show where the discussion is
3. Use sticky notes to show where the discussion is
4. Create a parking space for new ideas and off topic elements
4. Create a parking space for new ideas and off topic elements
5. Use votes to not talk for hours about what's already obvious
5. Use votes to not talk for hours about what's already obvious
6. Make people work in smaller groups and then share the summary
6. Make people work in smaller groups and then share the summary
7. Separate the mindsets to make it less confusing
7. Separate the mindsets to make it less confusing
What you learned and how to make it stick
What you learned and how to make it stick
When you plan a meeting you have to do a bit of thinking in order to realize how much time you really have. To do this take into account the mandatory elements of every meeting:
Introduction: that's the time needed for people to arrive, greet each other, and for you to remind the key information. I usually plan 5 minutes for short meetings and up to 15 minutes for day-long workshops.
Break: if the meeting is longer than 2 hours people will need to go to the bathroom. They'll also lose focus if they don't have a few minutes to breath. I usually plan 15 minutes for breaks as not everyone can go to the bathroom at the same time, and the coffee machines are usually slow.
Cultural moment: if you are in a christian organization like the Salvation Army, there is usually a prayer time where we ask for God's inspiration. I usually count between 5 to 15 minutes for such cultural moments that reinforce the team identity. Obviously that cultural moment depends on the type of organization you are in.
Conclusion: that's the time needed to summarize the decisions, find a next date, and answer a last question. I usually plan 5 minutes for short meetings and up to 15 minutes for day-long workshops.