Why We Need Better Meetings

(For more information see April 2005 Journal of Extension Article

Fa-cil-i-ta-tion: The Road to Effective Meetings)

How many meetings have you attended that left you frustrated and unproductive? 

Day in and day out, people work together in meetings to try and accomplish their goals.  It doesn't matter who you are or what you do - it is very likely that you are spending much of your time in meetings. You may be meeting to analyze a problem, develop a plan, report on progress, celebrate an event, learn something new or simply to socialize with your friends or family. Whatever the reason for the meeting, we want to feel that the time we spend in meetings is worthwhile.

So, how can we ensure that our time in meetings is spent productively and effectively and result in achieving the goals or outcomes we want?  How can we conduct meetings that encourage participation and engagement of all the participants? 

Fa-cil-i-ta-tion:  the art of making easy or easier

During the past ten years, many ANR members have participated in successful and productive meetings through the use of the Essential Facilitation meeting model, a facilitated approach for building understanding and agreement among meeting people.  The model provides a framework to promote the development of specific skills, knowledge, and most importantly, a mindset for planning and conducting successful meetings.

Facilitated meetings make it easier for people to work towards their objectives. A facilitator is a person who takes responsibility for making it easier for people to understand each other, build understanding, come to solid agreements and take concerted, focused action. Almost everyone can learn and use facilitative behaviors to help guide the meeting process and support the group in accomplishing desired goals. Effective facilitation starts with the correct "mindset" for successful meetings and leads group members to act in a collaborative, results-oriented manner.

During the past nine years, over 175 ANR members have been trained in the Essential Facilitation model and have successfully used this training in their programs, staff meetings, and administrative meetings.  A random sample of 50 of these trainees indicated that:

• 97% of the responses (31) found the EF skills useful on the job; 80% useful with other groups; 71% useful at home with family and friends.
  
• The frequency of use of EF skills ranged from 16% on a daily basis; 48% on a weekly basis; and 29% on a monthly basis.
  
• The types of activities where EF skills were used included:
  
  
  
  • Industry meetings to define problems and possible solutions
    
  • Research teams holding implementation meetings
    
  • Program volunteer meetings
    
  • Day to day supervision of staff
    
  • Committee meetings
    
  • Long range program planning for volunteers
    
  • Dealing with friends when planning an activity
    
  • Communicating and making decisions with family members

Below are several stories from several ANR members that illustrate the use of Essential Facilitation techniques and skills and how their use led to successful outcomes.

Grappling With 4-H Budget Cuts

Regional Conference on Diverse Conservation Tillage

Central Valley Health and Nutrition Collaborative

Expect the Unexpected

Russian River Watershed Council Restoration Plan

California 4-H State Ambassador Program