Using meeting facilitation techniques makes it possible to make meetings as effective and enjoyable as possible for all participants. It helps people feel valued and empowered to participate fully in discussions, make decisions and air concerns.

Choosing the right facilitation technique depends on several factors, such as the nature of the meeting and the preferences of the people who will attend it. For example, you might want to introduce a group exercise to get the whole team involved.

You might also decide to use a whiteboard as a visual aid for the discussion. A whiteboard can help people focus on the issues at hand and provide an opportunity for others to raise questions and add their thoughts. It’s important that you don’t use a whiteboard to “overwhelm” the group, though.

If you’re going to use a whiteboard, it’s best to have an initial discussion about what the board will contain so that everyone is clear on what is being written down. This can be done at the start of the meeting or beforehand, depending on the situation.

Developing the agenda is another important task that a facilitator must take responsibility for, especially when it comes to long and complex meetings. Having a clear agenda will keep the meeting on track and ensure that the goals are being met.

This can be done by creating a list of all the items that will be discussed in the meeting, ideally in advance of it so that participants can plan their time accordingly. Having the agenda ready for the meeting will also give participants something to look forward to and keep them engaged and focused.

Breaks are another key part of a longer meeting, as they allow people to rest their brains and refresh themselves. They can also be used to switch topics and come back with renewed energy.

When all the agenda items have been covered, it is important to summarise the results so that all parties can agree that they’ve achieved their objectives. This will also provide closure and satisfaction to those who participated in the meeting.

You can also introduce a vote system in the meeting to let all parties share their opinions and to encourage the sharing of ideas. This can be particularly useful in a brainstorming session, as it allows each person to have a say on the outcome of the discussion.

Carving out space for quiet people

It’s vital to recognise that everyone in the room has their own views and needs, so it’s important to give them the space to express their opinions. Quiet people often have more to contribute than the loud ones, so it’s important that you try and draw them into the conversation as much as possible.

Observation and response

If you notice that someone is not contributing to the conversation, ask them why they are not participating in the discussion. This can be a good indicator of where the conversation should go next or how to change the way it’s being conducted.