Planning for Highly Effective Meetings

Facilitation:

Each CCoT should have a chosen facilitator (and co-facilitator, if desired). A facilitator is someone who guides the team, keeps them focused, and is aware of the group dynamics. A facilitator does not dictate or make sole decisions. The facilitator should understand the work of the team and be willing and able to be open, compassionate, and willing to initiate discussion of sensitive topics. They should be able to listen and ask guiding questions to enable the team members to participate and feel they are valid members. The facilitator recognizes when disagreements arise and when reflection and breaks may be necessary to keep the team focused. They are always aware of the norms of the team and guides the team to stick to the norms.

Every facilitator has a different style, and every group has different dynamics. A skilled facilitator adapts to the needs of each particular team and meeting. The facilitator should acknowledge that some members may not be comfortable speaking in larger groups. To get everyone involved, consider breaking into smaller groups for discussions, utilizing one person from each group to report what the group discussed. It is important that everyone is able to share their voice amidst the various personalities, opinions, and sensitivities that exist in any group.

The following tools can be used by the facilitator to gather input and feedback from your CCoT team. These tools can assist in planning for the year and help determine the best way to include all members. The tools work hand in hand and should be used in conjunction with one another.

• • Sample Google Form for Member Input

  • Sample Presentation Template for Sharing Input