3. People don’t take the meeting seriously
Meetings are too long
People wander off topic
No follow-through post-meeting
People aren’t candid
Important information is missing
Meetings never get better
7 DEADLY SINS OF MEETINGS
4. Keeps track of the
agenda and duration
of individual items
Manages the
process and guides
the discussion
Takes notes or assigns
a note-taker
Exercises active listening
The Role of the
Meeting
Facilitator
+
5. Moves the group
towards the objective
Reads nonverbal cues
and responds
accordingly
Uses a “parking lot”
for tangents
Defines, summarizes
and assigns action
items
The Role of the
Meeting
Facilitator
6. Prepare for the meeting
Assign and delegate if
can’t attend
Be on time
Participate in the
discussion
The Role of the
Meeting
Participants
+
7. Take notes (don’t rely
on the notetaker)
Exercise active listening
Limit sidebar conversations
or use written notes
The Role of the
Meeting
Participants
Help the facilitator
when you can
13. MEETING PREPARATION
Define the Objective
Determine Attendees
Preparation before the day of the meeting
Develop the Agenda
Schedule the Meeting
14. MEETING PREPARATION
Define the Objective
Determine Attendees
Preparation before the day of the meeting
Develop the Agenda
Preparation the day of the meeting
Schedule the Meeting
20. Develop the Agenda
• Write your agenda in
terms of the outcome
• Determine owners
for each agenda item
(it may be you)
TIP: Start your agenda with
a brief recap of items finalized/
approved in the previous meeting.
21. Develop the Agenda
• Establish times for each
agenda item and overall
meeting duration
• For longer meetings,
provide 10-15 minute
breaks every 90 minutes
• Include 5 minutes at the end to
recap action items and next steps
60. GOOD
questions
Facilitating Discussion
Brief and to the point Three questions
packed into one
vs. BAD
questions
A real question
Clear language,
easily understood
A statement dressed
as a question
61. GOOD
questions
Facilitating Discussion
Brief and to the point Three questions
packed into one
vs. BAD
questions
A real question
Clear language,
easily understood
Jargon, acronyms
A statement dressed
as a question
62. GOOD
questions
Facilitating Discussion
Brief and to the point Three questions
packed into one
vs. BAD
questions
A real question
Clarifying
misunderstandings/
disagreements
Clear language,
easily understood
Jargon, acronyms
A statement dressed
as a question
63. GOOD
questions
Facilitating Discussion
Brief and to the point Three questions
packed into one
vs. BAD
questions
A real question
Clarifying
misunderstandings/
disagreements
Clear language,
easily understood
Finding fault
Jargon, acronyms
A statement dressed
as a question
67. Be encouraging
when people
contribute
Facilitating Discussion
Observe
non-verbal cues
Be aware of your
participation – don’t dominate
Do interrupt if a speaker is making a
long statement with many points
68. Be encouraging
when people
contribute
Facilitating Discussion
Observe
non-verbal cues
Be aware of your
participation – don’t dominate
Do interrupt if a speaker is making a
long statement with many points
Shed light on
differences of opinion