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Facilitation Skills  

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Logistics[1]

Steps for Planning and Holding Meetings with Results

Before the Meeting

  • Develop Objectives
    • Clearly identify why you are meeting and what you hope to accomplish
    • Be specific, concrete, positive, realistic and practical
  • Identify Participants
    • Decide who should attend (e.g., full committee, subcommittee, selected people)
    • Decide appropriate number
  •  Determine Scheduling
    • Decide how much time is needed to accomplish the objectives
    • Accommodate the schedule of the expected participants
    • Decide best time and day
    • Assure that there is enough time before the meeting to complete pre-work or pre-decisions
  • Provide a Productive Physical Environment
    • Reserve appropriate size room(s)
    • Determine seating arrangement
    • Identify other furniture needs (e.g., registration table, supply table)
    • Sufficient lighting
    • Adjustable temperature
    • Meet special needs
    • Be sure room is available for early set up

Tools for Teaching

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2. Teaching and Presentation Skills

3. Tips for Programs

  • Equipment and Supplies
    • Reserve and/or bring necessary equipment (e.g., overhead, PowerPoint projector, laptop, flip charts, hands-on materials)
    • Determine if you need access to a copier and/or fax during the meeting
    • Prepare/obtain handouts and other materials for participants
    • Bring supply kit (see "Managing Materials at Your Meeting")
    • Make name tags (large print) or name tents (double sided)
  • Identify Clear Roles
    • Identify the roles that will be necessary
    • Chair (board president, meeting leader)
    • Facilitator (is prepared, starts/ends on time, good sense of humor, flexible, encourages participation, positive, protects ideas, does not evaluate, keeps the focus, neutral party)
    • Recorder (has flip chart or other medium, takes minutes, records accurately)
    • Timekeeper (watches the time and follows the agenda)
    • Participants (listen and participate as indicated on meeting agenda)
    • Ask in advance if people are willing to serve in key roles
     
  • Pre-meeting Materials to Send to Participants
    • Letter, memo, e-mail or invitation
      • Why meeting
      • Participant expectation (e.g., what type of meeting, their role)
      • Logistics (e.g., where, when, parking)
      • Map and directions
      • When and how to RSVP
      • How to dress
      • Special needs (e.g., food, ADA
    • Agenda
    • Pre-meeting reading or assignments
  •  Food
    • Arrange for meals, breaks, and/or snacks (healthy and not so healthy)
    • Accommodate special dietary needs
  • Develop an Agenda with Standard Parts (see Meeting Agenda Form)
  • Ask participant's for input
  • Include the following:
    • Time, place and length of meeting
    • Welcome and introductions
    • Purpose of meeting and objectives
    • Icebreaker/team activity
    • Housekeeping items
    • Estimate time for each topic on the agenda and tag each one indicating if the item requires:
      • Information exchange
      • Discussion
      • Action
    • Name of person responsible for each topic
    • Closing
      • Summary
      • Review of action items
      • Future assignments
      • Next meeting date, time and place
      • Evaluation
      • Positive ending

       

[1] Adapted with permission from Soil and Water Conservation District Outreach: A Handbook for Program Development, Implementation and Evaluation . Ohio Department of Natural Resources, Division of Soil and Water Conservation, 2003.