Running a Meeting

The meeting allows you to combine the skills and expertise of the participants in order to achieve a specific goal. Your role as facilitator is to create favorable conditions for this objective to be achieved within a limited time.

Step 1: You prepare the meeting

You must

- define clearly objectives;

- prepare the plan;

- set the date, time and duration of the meeting;

- choose an appropriate place.

Finally, you run the notices by specifying a detailed agenda.

Indeed, a meeting can not be improvised. It is prepared in advance. The quality of preparation will affect the quality of the meeting so it does not reduce to a simple verbal exchange and be successful.

On the day, you must arrive in sufficient time to prepare the room and equipment. You obtain the necessary comfort for a good meeting.

Step 2: You start the meeting

You set the goal you must reach the end of the meeting.

Remember the agenda (that is to say the various topics to be discussed) and the duration of the meeting.

You assign a participant the task of taking notes. It is him who then prepare a report.

If participants do not know each other, make a quick round to make presentations and to trust those present.

Step 3: You control and regulate the meeting

This is a delicate and decisive role. You need to stimulate discussion and allow everyone to express themselves. Indeed, all participants must be able to contribute to the subject, and feel valued.

You follow the interventions and adjust the progress of the discussions.

Your role is to regulate the speaking time and avoid overflow. You must master with finesse the aggressive participants or who monopolize speaking.

Step 4: You close the meeting

The closing of the meeting allows you to synthesize the trade and make decisions. This is the time for you to get a group consensus.