The student will be performing or preparing for the following job activity:
- Meeting Facilitator – Their main duties will include facilitating meetings needed to make decisions in the project process
The student will be provided with the following job aids and class materials:
- Reference Guide – A complete reference providing process, roles, and job aids to explain key facilitation tools with examples
- Facilitator Skill Facilitation Guide / RACI – A page describing facilitation processes, process steps, and the roles needed for each process.
- Agenda Builder Template – A working template used to record key decisions make during the development of a meeting: Purpose Statement, Meeting Process, and Audience Preparation
- Agenda Template – A typical meeting agenda that works in concert with the Agenda Builder Template.
Prior to the course, the student should have:
- Reviewed the meeting facilitation roles and determine if there are any questions about them
- Choose a meeting that they are currently working on
Students should bring to class:
- A prepared agenda for their meeting
Purpose: To be able to demonstrate how to efficiently plan and deliver a meeting that achieves its intended meeting purpose every time.
Objective: Following this session students will be able to:
- Describe meeting facilitation roles
- Prepare Process:
- Define a meeting purpose statement
- Define items and processes to conduct a meeting
- Determine the audience and prepare them for a meeting
- Welcome Process:
- State the meeting purpose
- Set effective meeting ground rules
- Ready a team to achieve the meeting purpose
- Conduct Process:
- Better manage the meeting
- Handle meeting dysfunction
- Keep the meeting participants energized
- Follow up Process:
- Close and follow up a meeting to assure the purpose was attained
Employing these new skills will result in:
- A higher level of meeting purpose achievement
- Less time spent in meetings
- Better agenda and meeting participant preparation
- Clarity of meeting purpose
- A reduction in meeting conflicts and dysfunctions
The course outline is as follows:
- Overview
- Facilitation Roles
- Facilitation Process Overview
- Challenges
- Prepare Process –
- Define Meeting Purpose
- Define Meeting Process
- Determine & Prepare Audience
- Welcome Process –
- Open Meeting
- Align Meeting Participants
- Establish Ground Rules
- Conduct Process –
- Facilitate Meeting
- Managing the Group
- Assign Follow – up
- Follow up Process –
- Close Meeting
- Publish Meeting Notes
- Verify Follow–up
- Confirm Purpose Attainment
- Recap
- Review Challenges
- Course Feedback
