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Facilitating Awesome Meetings

Lara Hogan
April 17, 2018

Facilitating Awesome Meetings

Links to resources and more here!

Meeting facilitation is a critical leadership skill that’s often overlooked. Excellent meeting facilitation means that the attendees know why they’re there, they get equal participation time, and your meeting’s goal or deliverable is achieved in a timely and productive way.

Lara Hogan

April 17, 2018
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  1. Facilitating Awesome
    Meetings
    larahogan.me/meeting-facilitation/

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  2. Think about the worst
    meetings you’ve been in.

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  3. Think about the BEST
    meeting you’ve been in.

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  4. (I LOVE FACILITATING MEETINGS)

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  5. Folks are happiest
    in meetings when:

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  6. Facilitating ≠ leading.
    Separate those roles.

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  7. Facilitator
    Leader
    Both

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  8. facilitators

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  9. AS A FACILITATOR:
    Optimize for efficiency.
    Optimize for fairness.
    Read the room.

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  10. As a facilitator:
    Make meetings efficient.

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  11. Typical meeting objectives:
    ● Disseminate information
    ● Gain alignment/surface issues
    ● Make decisions

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  12. MAKE MEETINGS EFFICIENT:
    ● progress

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  13. MAKE MEETINGS EFFICIENT:
    ● progress
    ● decisions important
    content

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  14. MAKE MEETINGS EFFICIENT:
    ● progress
    ● decisions important
    content
    asynchronous

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  15. MAKE MEETINGS EFFICIENT:
    ● progress
    ● decisions important
    content
    asynchronous
    synchronous

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  16. overestimate
    https://hbr.org/2015/04/no-that-meeting-could-not-have-been-an-email

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  17. Objective
    Sync exam
    ples
    Disseminate
    information
    ● Share context-heavy
    updates
    Gain alignment/
    surface issues
    ● Resolve open questions
    ● Name blockers, assign
    owners
    Make decisions
    ● Identify and make
    decisions

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  18. Objective
    Make progress
    outside of the meeting
    Sy
    nc examples
    Disseminate
    information
    ● Gather feedback
    ● Gather more data
    ● Share context-heavy
    updates
    Gain alignment/
    surface issues
    ● Brainstorm
    ● Write talking points
    ● Resolve open questions
    ● Name blockers, assign
    owners
    Make decisions
    ● Schedule deadlines,
    meetings, etc.
    ● Identify and make
    decisions

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  19. Objective
    Make progress
    outside of the meeting
    Make decisions,
    share context in the mtg
    Disseminate
    information
    ● Gather feedback
    ● Gather more data
    ● Share context-heavy
    updates
    Gain alignment/
    surface issues
    ● Brainstorm
    ● Write talking points
    ● Resolve open questions
    ● Name blockers, assign
    owners
    Make decisions
    ● Schedule deadlines,
    meetings, etc.
    ● Identify and make
    decisions

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  20. Objective Async Sync
    Disseminate
    information
    Gain alignment/
    surface issues
    Make decisions
    Decide on
    ~3 principles

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  21. Objective Async Sync
    Disseminate
    information
    Share language
    updates w/ teams
    Share ideas
    Gain alignment/
    surface issues
    Gather feedback
    from teams
    Surface teams’
    disagreements
    Make decisions Draft ideas

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  22. ● homework assigned
    ● sharing
    ● make decisions/iterate

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  23. MAKE MEETINGS EFFICIENT:
    Who • What • How Long

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  24. 2/9/2021 Meeting Agenda



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  25. Sarah
    Max
    Ben
    WHO

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  26. ● FYI:
    ● Discussion:
    ● Decision:

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  27. FYI
    Discussion
    Decision
    WHO WHAT

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  28. (2 min)
    (20 min)
    (2 min)
    WHO WHAT HOW LONG

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  29. MAKE MEETINGS EFFICIENT:
    Intentionally choose
    attendees

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  30. For our working group, we need attendees who:
    ● personal preference

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  31. For our working group, we need attendees who:
    ● personal preference
    ● influencing others

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  32. For our working group, we need attendees who:
    ● personal preference
    ● influencing others
    ● communicators

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  33. For our working group, we need attendees who:
    ● personal preference
    ● influencing others
    ● communicators
    ● subject matter experts

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  34. For our working group, we need attendees who:
    ● personal preference
    ● influencing others
    ● communicators
    ● subject matter experts
    ● diverse

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  35. Don’t just choose
    based on seniority

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  36. For our working group, we need attendees who:
    ● personal preference
    ● influencing others
    ● communicators
    ● subject matter experts
    ● diverse

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  37. As a facilitator:
    Make meetings fair.

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  38. You’ll have to
    take charge.

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  39. MAKE MEETINGS FAIR:
    Introduce ground rules

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  40. implicit
    explicit

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  41. Example ground rules:

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  42. Example ground rules:


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  43. Example ground rules:



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  44. Example ground rules:




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  45. Example ground rules:





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  46. Remote-inclusive behaviors



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  47. MAKE MEETINGS FAIR:
    Balance steamrollers &
    silent participants

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  48. start/pause
    poker chips
    hand signals

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  49. steamrollers
    trying to get a word in
    1

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  50. poker chips
    paper clips



    2

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  51. hand signals
    3

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  52. As a facilitator:
    Read the room
    and improvise.

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  53. READ THE ROOM:
    Actively listen

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  54. READ THE ROOM:
    Routinely take
    temperature checks

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  55. taking charge

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  56. changing it up

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  57. IMPROVISE:
    Use a variety of tools
    to move the group
    towards its goal.

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  58. HOMEWORK:
    Add one new tool or technique
    to a recurring meeting.

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  59. Meeting facilitation is a
    distinct leadership skill.

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