Running a great meeting takes a lot of things: planning, a solid agenda, the right space, supplies, and people. But even with the best plan in place, you may need a few facilitation tricks up your sleeve to keep your meeting on track. Here are a few of my favorites!
One Word Check-In
The one word check in can be used to take the temp in the room. I learned this trick from the IU Alumni Association. They used it as a way to check in with people at the start of a meeting by saying, “Describe in one word how you’re feeling.” As you go around the room, each person shares their word. In just a matter of seconds, you know the state of mind of people as they settle into your meeting. You can then adjust your tone or approach based on the energy of the room.
The first time IUAA shared this, we also decided to ask for one word again at the end of the meeting. “How are you feeling now?” In this way, we quickly got a sense of how the meeting shifted the mood and outlook. Instant feedback. How cool is that?
The Parking Lot
A parking lot is a place to set aside tangential ideas and considerations that can’t be adequately addressed in the present moment. This one has been part of my toolkit for so long, I can’t recall where I first learned it, but probably from my former colleague June at the Indiana Nonprofit Resource Network.
For this technique, a whiteboard, flip chart, or other visible space is used to record parking lot issues as they come up. As the facilitator, it’s your job to alert the group to the parking lot at the start of your session, to write down tangents as they come up, and to be sure there is a plan to follow up on anything outstanding. A detour can ruin the productivity and effectiveness of your meeting, but just because it’s a detour doesn’t mean it’s a bad idea. By placing it on your parking lot list, you signal to everyone that you will address it later, just not in the moment.
Resource: 11X17 printable parking lot template
If You Can Hear Me, Clap Once
If you’ve ever had to lead a big meeting, you probably know that wrangling a large group lost in side conversations can be a huge challenge. Raising your voice above the din and saying, “HEY YOU GUYS!” may work. It also feels a little disciplinarian. No fun.
My friend Lydia picked up this “If you can hear me, clap once…” technique at Camp Grounded, a summer camp and digital detox for adults. When Camp Grounded counselors lost the attention of their group, they simply said: “If you can hear me, clap once!” Those who heard the counselor, joined in for a clap. The sound of the first responders clapping is the real attention-getter. You can continue on until everyone is re-focused and present. If you can hear me, clap twice… If you can hear me, clap three times…
I’ve actually never had to go beyond clapping twice. This trick works like a charm, and is much more fun than vying for attention with a holler.
If you try these out, let me know how it goes! And please share. What are your favorite meeting tricks?