How many times have you left a meeting feeling it was a waste of time? The issue of back-to-back meetings is rampant in companies today, often exacerbated by remote or hybrid work environments. This inefficiency slows down decision-making and hampers project progress, despite the increasing pace of the business world.
In this post, we’ll explore what a facilitator is, their roles, and the value they add.
According to the dictionary, a facilitator is someone who makes an action or process easy or easier. In the context of meetings or workshops, a facilitator enhances efficiency, helping participants achieve the objectives set out in the agenda. In the corporate world, facilitators are often associated with collective intelligence workshops. After all, what is a meeting if not a space for collective intelligence to flourish?
Before the meeting, a facilitator can offer suggestions on structure and duration to maximize efficiency. This requires creativity and depends on the participants and logistical conditions. As an advisor, I’ve had to:
This list is by no means exhaustive!
During the meeting, a facilitator monitors the time and agenda, ensuring the meeting starts and ends on time and all topics are covered. This might seem mundane, but it allows participants to focus on discussions without worrying about running late. Additionally, a facilitator’s pressure on time and agenda helps participants stay focused on the objective and avoid distractions. In this role, I’ve received some of the most unexpected and positive feedback. For instance, after facilitating a remote workshop with about 20 global participants aligning on standard definitions and action plans, one participant emailed me saying, “I thought this workshop would be another waste of time, but it was one of the most efficient meetings I’ve ever attended in this company.”
We’ve all been in meetings where someone dominates the conversation, often believing (sometimes rightly) that speaking the most or loudest will sway others. A facilitator ensures everyone has a chance to speak. They establish ground rules at the beginning and ensure they’re followed. I’ve often had to politely ask someone to yield the floor to another participant or invite a quieter person to share their opinion. The goal is to create a safe space conducive to productive discussions that drive the workshop’s objectives forward.
The impact of a facilitator is often underestimated. Their role is akin to oil in an engine—its importance becomes clear when it’s missing or of poor quality. I often tell participants that if they feel I haven’t done anything, it means I’ve done my job well. Facilitating and contributing to a discussion simultaneously is challenging, akin to a conductor playing an instrument while leading an orchestra.
In summary, having someone in a key meeting who focuses on the “how” rather than the “what” significantly increases the chances of an efficient meeting that achieves its objectives. While a facilitator ensures the process is smooth, the ultimate success depends on the participants.
