How to organise and facilitate meetings effectively


Advice and tips on how to organise meetings which fulfil their purpose efficiently.

Submitted by Steven. on October 13, 2006

One thing central to any functional group is regular meetings. In a healthy organisation almost all decisions will be made at these meetings and there will be a sufficient level of discussion to ensure all those attending have a good idea of the activity and arguments in the different struggles the organisation is involved in. Meetings might also have some time given over to education.

Before the meeting
Make sure everyone knows the time and place
A new group or one engaged in a lot of activity should meet at least once a week, at the same time and day. It helps to establish a consistent meeting day, time and location, as soon as possible so people can make it a habit. If they have to search for you or keep track of an ever-changing meeting time, they're far more likely to forget or not to bother. You'll want a space that's private enough for you to have strong disagreements in and where only the members of the group will be while you are using it. This could mean a private room in a quiet pub that would be glad for the additional customers on quiet nights!

Develop an agenda
An agenda gives people time to plan, to think over things that will be discussed, to do assignments and bring necessary information and materials. It doesn't have to be set in stone - you can always add and adjust as needed, even during the meeting.

The agenda can be printed and distributed, either in advance or at the meeting. Or, it can be written on a chalkboard or whiteboard where everyone can see it. This helps keep people on topic and lets them know what will be covered and when. If its known who is chairing the meeting in advance it may be a good idea for that person to start the meeting with a suggested agenda.

An agenda should include all of the following items that apply to your group:
1. Additions and approval of the agenda,
2. Reading, corrections, and approval of the previous meeting's minutes,
3. Announcements and correspondence to be dealt with,
4. Treasurer's report,
5. Committee reports,
6. Unfinished business (issues left over from previous meetings),
7. New business.
If there is any disagreement over the order of the agenda then this should be quickly discussed and voted on at the start of the meeting. If the chair thinks there is a lot to get through it may make sense to set a maximum amount of time that can be spent discussing particular topics right at the start of the meeting.

Make sure the room is open and set up properly
Have you ever arrived at a meeting only to find the door locked, and everyone had to stand around waiting while the facilitator scrambled to find the key? Or have you ever been in a meeting where there weren't enough chairs, and each time a latecomer arrived, they had to interrupt and search for one and move it in? Not especially effective ways of inspiring confidence and credibility or getting things done efficiently, are they? Try and arrange the room so that everyone sits in a circle and make sure you are seated where you can see everyone.

During the meeting
Start as you mean to continue
Make sure you start on time. This is especially important for newcomers, who can get a bit put-off by the meeting start time being increasingly pushed back while people chat or wander around. First thing to do is make sure everyone knows who everyone else is. As clich├ęd as it may be - have a 'go-round' and get people to say their names and maybe a bit of other info about themselves. Next up make sure someone has volunteered to facilitate the meeting (who will have the agenda, and make sure the meeting flows smoothly) and someone else is taking decent notes of the meeting. Its important that the same people don't end up doing these tasks every meeting, perhaps the best way to tackle this is to have a list of everyone willing to chair and each week take the next person on the list.

Minute taking
Someone should be responsible every week for keeping minutes of the meeting and preparing these to be read at or distributed before the next meeting. Minutes need not be very detailed (you don't need to write down what everyone says). They should aim to include:
1. Who attended the meeting,
2. Topics discussed,
3. Decisions reached for each topic,
4. Who has volunteered to do what,
5. Items to be discussed at next meeting (and when that will be). Read more on taking minutes

Encourage group discussion to get all points of view
Turn questions back to the group for their input. Ask people to comment on something just said. Compliment people on their ideas and thank them for their input. Ask open-ended questions. You may need to ask the more quiet people for their thoughts, and tactfully interrupt the longwinded ones to move the discussion along. Encourage people who just want to agree with a previous speaker to say "ditto" rather than taking the time to repeat her/his point.

Stay on top of things
It's part of your job as facilitator to manage the traffic and help the discussion move along. If several people are trying to talk at once, ask them to take turns. It helps to have a pen and paper to hand for when things get busy- jot down people's names in the order they raised their hands. It can be a good idea to let people who have not spoken yet to skip the queue and put them at the top of your list. Make sure everyone gets their turn and things keep moving - you might have to start asking some people to keep it short! Often a discussion can become dominated by a couple of speakers, try and avoid this situation by inviting the rest of the people to contribute (going round in a circle and asking for people's views can help).

If the discussion is getting off-topic (i.e. it strays from the agenda), point this out and redirect it back on course. If someone is getting hostile, argumentative, or needlessly negative, tactfully intervene and try to turn the discussion in a more constructive direction. If necessary, ask the group to agree to a time limit on a discussion that might take too long. You might want to agree to limit each speaker's time, or say that no one can speak a second time until everyone has spoken once.

If the group is spinning its wheels and people are only repeating themselves, restate and summarise the issues and ask if people are near ready to make a decision on the subject. If it just doesn't seem that the group can make a good decision right now, suggest tabling the matter until another time. You may want to ask someone to bring back more information, or form a committee to work on the issue.

Don't use your position as facilitator to impose your personal ideas and opinions on the group
If you have strong feelings on a particular issue, you may want to step aside and let someone else facilitate that discussion. At the very least, keep your own comments to a minimum, try to let others speak first, and identify them as your personal beliefs, outside of your role as facilitator. Avoid criticising the ideas of others - your position gives your comments undue extra weight.

Non-verbals are important, too
Be attentive to people who are speaking - look at them, lean forward, smile, nod. Make eye contact with people who may need encouragement to speak. Pay attention - people who are less confident about speaking will often indicate that they want to speak in minor way (e.g. briefly half put up their hand). A good chair will spot this and encourage them to speak

Don't be afraid of silence
It's a very useful tool. It gives people a chance to consider and collect their thoughts. It may encourage someone to voice a comment they've been thinking about but hesitant to say.

Guide the discussion toward closure
Restate people's comments to make sure everyone understands their point. Ask for clarification. Summarise what has been accomplished or agreed and what is left to resolve. Suggest when it's time to wrap up and make decisions or take action.

Decision making
Arguments about how best to reach decisions are fundamental to anarchism. You may wish to leave time for discussion in the hope of being able to reach consensus, only then moving to a vote, or you may wish to go straight to the vote. If time permits it may make sense to postpone making a contentious decision to the next meeting to give people a chance to think things over (and calm down!). Read more on decision making

Take time at the end of the meeting to process
Reflect on what went well and what people appreciate about others' input and actions. Check out assumptions. Encourage people to share any lingering concerns or things that just don't sit right.

End on time
Nothing makes people dread and avoid meetings more than knowing they're likely to go on and on and consume far more of their time than they want to give. Set a time to end the meeting at the very beginning and stick to it!

After the meeting

Make sure the minutes will be written up, organised and then distributed among those who attended within a reasonable time scale.

Follow up with people.
Thank them for their input. Make sure they understand assignments and have what they need to do them.

Now you're done you can start getting ready for the next meeting! 2005
This text is adapted from work by Mary McGhee and The Struggle Site.