Are you considering hiring a meeting facilitator but not sure if you really need one? As a professional meeting facilitator in Seattle, I've developed a series of questions that I always ask potential clients.
You can ask yourself some of these same key questions and decide whether hiring a facilitator for your next meeting or retreat is an absolute must or a nice-to-have.
Table of Contents
Would you describe the meeting as “high-stakes”?
Your meeting could be high-stakes for several reasons and the higher the stakes, the more value a facilitator brings. Consider:
What happens if the meeting goals are not achieved? Are there significant negative consequences?
Is the topic itself high-stakes? Will the outcome be a significant change for staff? Are people emotionally invested in or already concerned about what is going to be discussed?
What is the value of the attendees' time? Is it a group of high-level leaders or board members? Have they traveled to get there? Is it over multiple days? Is this the only chance you have of bringing this group together this year?
You know when you’ve attended a bad meeting. Nothing was decided. The conversation bounced around to different topics that weren’t on the agenda. You’re pretty sure there will be a “meeting after the meeting.” You leave feeling drained and frustrated. A professional meeting facilitator can help.
What decisions need to be made in the meeting?
Consider how many decisions need to be made and the complexity involved. A professional meeting facilitator can create an agenda with activities that build on one another: alignment-building, visioning, brainstorming, affinity grouping, small group discussion, multi-voting, and more. Ask yourself:
Does everyone have the same background information going into the decision?
Are you brainstorming options and then deciding between them or do the options already exist?
Does everyone have equal power to make the decision? Is that clear to everyone?
Are people generally aligned or are there significant competing interests and priorities?
How will the decisions made affect people who aren’t in the meeting? Do the meeting participants need to design a communications plan or change management plan?
Are there relationship issues among the meeting attendees?
Sometimes the most difficult thing about a meeting isn’t the content; it’s how the attendees relate to each other. A facilitator can add relationship-building or alignment-building activities to the agenda and can resolve conflicts in the moment.
Do attendees get along well enough to listen to one another’s ideas without bias?
Are there political issues or power dynamics that are impacting relationships?
Are there touchy subjects or history among attendees that will impact people’s ability to participate?
Do you have concerns that not every voice will be heard?
You know how sometimes the person with the loudest voice or most power dominates the conversation in a meeting? A facilitator designs the agenda to maximize participation from each person, as well as encouraging balanced engagement throughout.
Does anyone feel uncomfortable speaking up in a group?
Is there a specific person that people would be uncomfortable speaking up in front of?
Does anyone participate significantly more than others?
What’s your ideal role in the meeting?
Chances are if you’re reading this, you’re a project leader or people leader. It may be important for you to have an opinion and to share it in the meeting. However, when you are facilitating and sharing your opinions simultaneously, people may be less likely to share their thoughts, especially if you’re their leader. A facilitator’s role is neutral so yours doesn’t have to be.
How to hire the right meeting facilitator for your team.
Shop around. Schedule a few informational chats. Most facilitators, myself included, will schedule a no-obligation intake call to learn about your facilitation project. If you’re looking for a meeting facilitator in the Seattle area, reach out today to see if I’m a fit.