Calling a group of people to a meeting is the easy part. Running the meeting is quite another. For a meeting to be effective and productive, it must be well organized, have clearly defined objectives, and follow a certain process. Otherwise, it can be considered to be a complete waste of time by the participants. In fact, a business meeting is intended to not only inform, but also to provide a platform for debating certain issues or problems in order to reach an agreement or solution. With uninterrupted time being an extreme commodity in the workplace, administrators and employees sometimes feel pressured to rush through meetings, and ultimately leave feeling that the overall experience was unproductive.
An efficiently run meeting has two key elements – a good facilitator and a clearly structured agenda. In fact, it has been proven that having well trained facilitators within the organization is one of the most cost effective ways to leverage the knowledge and skills of its employees. Therefore, the provision of facilitation training to your organization’s IT leaders should be a major component of their management training. The facilitators themselves will be the key determinants of how your organization makes decisions and drives its results.
Being a facilitator means not only guiding the meeting’s progress but managing the group dynamics and motivating people. A facilitator must ensure that the participants adhere to the agenda as well as manage any conflict that may arise during the process. By effectively coordinating these skills during each gathering, your organization will be well on its way to holding more productive meetings that will lead to the successful completion of its projects.