Free Facilitation Course: Simple tips for less terrible meetings
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Introduction

Meet your coach
What you won't learn
The three big meeting problems we'll tackle
The seven tricks I'll teach you
When did I write this course?
1. Setup roles and rules so that it feels like a game

Introduction
Set the time keeper role or bad cop
Set the caring parent role or good cop
Set minimal rules and make people agree to them personally
Remember this
2. Define a time limit per topic to ensure you end up on time

Introduction
Realize that you have less time than planned
Set a buffer time
Set a visible timer for each topic
Remember this
3. Use sticky notes to show where the discussion is

Introduction
Put sticky notes on a wall and use them to build clarity
Use one sticky note per idea, group it and move it
Write in an easy to read way
Remember this
4. Create a parking space for new ideas and off topic elements

Introduction
Make the parking visible and tell the story
Have time? Review the parking at the end
In a rush? Add categories in your parking
Remember this
5. Use votes to not talk for hours about what's already obvious

Introduction
Give multiple dots to vote and make it fun
Use faith or another culturally relevant voting criteria
Use multiple rounds of votes for complex decisions
Remember this
6. Make people work in smaller groups and then share the summary

Introduction
Split for discussion and join for sharing
Make groups of no more than 4
Give a clear challenge, a clear timing and a clear end result
Remember this
7. Separate the mindsets to make it less confusing

Introduction
Separate coming up with ideas and deciding
Separate the criteria when deciding
Mark the separation of mindsets
Remember this
What you learned and how to make it stick

Introduction
Review the summary and the one thing to remember
Learn by teaching
Make a plan
End notes

Introduction
Thank you note
License

Realize that you have less time than planned

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.