{"id":897,"date":"2021-11-11T23:09:41","date_gmt":"2021-11-11T23:09:41","guid":{"rendered":"https:\/\/www.danieledavi.com\/blog\/?p=897"},"modified":"2021-11-12T00:08:47","modified_gmt":"2021-11-12T00:08:47","slug":"extremely-efficient-and-effective-meetings-facilitator-checklist","status":"publish","type":"post","link":"https:\/\/www.danieledavi.com\/blog\/2021\/11\/extremely-efficient-and-effective-meetings-facilitator-checklist\/","title":{"rendered":"Extremely efficient and effective meetings &#8211; Facilitator Checklist"},"content":{"rendered":"\n<p class=\"has-text-align-justify\">I previously wrote a series of articles titled &#8220;Successful Meetings in High Performing Organisations&#8221; on how to run extremely efficient and effective meetings.&nbsp;&nbsp;In the series I deep dive on a set of practices and actions to have successful&nbsp;and satisfying meetings. More important than the practices are the core principles behind them and the mindset required to build up a disciplined approach to meetings. Think of them as a flexible&nbsp;set of golden rules to have quality time while producing value at work.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-style-default\"><img decoding=\"async\" src=\"https:\/\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/glenn-carstens-peters-RLw-UC03Gwc-unsplash-1024x682.jpg\" alt=\"\"\/><figcaption>Photo by&nbsp;<a href=\"https:\/\/unsplash.com\/@glenncarstenspeters?utm_source=medium&amp;utm_medium=referral\" target=\"_blank\" rel=\"noreferrer noopener\">Glenn Carstens-Peters<\/a>&nbsp;on&nbsp;<a href=\"https:\/\/unsplash.com\/?utm_source=medium&amp;utm_medium=referral\" target=\"_blank\" rel=\"noreferrer noopener\">Unsplash<\/a><\/figcaption><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p class=\"has-text-align-justify\">Here are the links to read the full series:<br \/><a href=\"https:\/\/www.danieledavi.com\/blog\/2021\/10\/successful-meetings-in-high-performing-organisations-part-1-before-the-meeting\/\" target=\"_blank\" rel=\"noreferrer noopener\" title=\"https:\/\/www.danieledavi.com\/blog\/2021\/10\/successful-meetings-in-high-performing-organisations-part-1-before-the-meeting\/\">Successful Meetings in High Performing Organisations \u2014 Part 1: Before the meeting<\/a><br \/><a href=\"https:\/\/www.danieledavi.com\/blog\/2021\/11\/successful-meetings-in-high-performing-organisations-part-2-during-the-meeting\/\" target=\"_blank\" rel=\"noreferrer noopener\" title=\"https:\/\/www.danieledavi.com\/blog\/2021\/11\/successful-meetings-in-high-performing-organisations-part-2-during-the-meeting\/\">Successful Meetings in High Performing Organisations \u2014 Part 2: During the meeting<\/a><br \/><a href=\"https:\/\/www.danieledavi.com\/blog\/2021\/11\/successful-meetings-in-high-performing-organisations-part-3-after-the-meeting\/\" target=\"_blank\" rel=\"noreferrer noopener\" title=\"https:\/\/www.danieledavi.com\/blog\/2021\/11\/successful-meetings-in-high-performing-organisations-part-3-after-the-meeting\/\">Successful Meetings in High Performing Organisations \u2014 Part 3: After the meeting<\/a><\/p>\n\n\n\n<p class=\"has-text-align-justify\">Whilst it is everyone&#8217;s responsibility&nbsp;to collaborate efficiently and effectively, especially during meetings, there are different actions that can be taken at turn by organizers and participants. Collecting notes from various training, books, courses, experiences during over 15 years of my career, I&nbsp;am going to share with you two checklists.<\/p>\n\n\n\n<p class=\"has-text-align-justify\">You can read the <a href=\"https:\/\/www.danieledavi.com\/blog\/2021\/11\/extremely-efficient-and-effective-meetings-participant-checklist\/\" target=\"_blank\" rel=\"noreferrer noopener\" title=\"https:\/\/www.danieledavi.com\/blog\/2021\/11\/extremely-efficient-and-effective-meetings-participant-checklist\/\">meeting participant checklist at this link<\/a>.<br \/>Below the handy checklist for facilitators.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Before the meeting<\/h3>\n\n\n\n<p>Is this meeting necessary?<br \/>Are you clear if you need a purpose or process meeting?<br \/>Is the meeting goal clear?<br \/>Have you listed the required and the optional attendees?<br \/>If you hypothetically need more than two pizzas to&nbsp;feed the&nbsp;whole audience, can you reduce the scope of the meeting?<br \/>Have you checked attendees availability?<br \/>Have you included a date, time and venue?<br \/>Have you separated mission and process agenda items?<br \/>Have you estimated time frames for the agenda items?<br \/>Have you clarified and stated the required outcomes for each agenda item?<br \/>Have you assigned owners to each agenda item?<br \/>Have you attached any required documentation?<br \/>Have you issued an effective agenda?<br \/>Have you completed your deliverables?<br \/>Have you published the agenda in advance?<br \/>Did you ensure the room and equipment are booked and ready prior to the meeting?<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">During the meeting<\/h3>\n\n\n\n<p>Have you started the meeting on time?<br \/>Have you reviewed the meeting purpose with the participants?<br \/>Have you agreed and shared the ground rules?<br \/>Have you assigned appropriate roles to the attendees?<br \/>Do you have an inclusion activity to create an equity norm state? (for purpose meetings)<br \/>Do you ensure that the meeting had a group memory, if applicable? <br \/>Did you prepare and explain activities, methods, formats to be used?<br \/>Do you brainstorm?<br \/>Do you stick to the ground rules?<br \/>Are other roles (time keeper, note keeper, presenter) participating effectively?<br \/>Is anyone&nbsp;deviating from the agenda?<br \/>Do you agree and utilise a decision-making method?<br \/>Are you listening actively?<br \/>Do you use constructive confrontation techniques?<br \/>Are you contributing to the meeting?&nbsp;<br \/>Do you ensure that the participants stick to the meeting process?&nbsp;<br \/>Does everyone have&nbsp;the chance to speak and to&nbsp;be listened to?<br \/>Do you record outcomes, actions and deliverables?<br \/>Are you using the SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound) goal format?<br \/>Do record&nbsp;action&nbsp;owners and due dates?<br \/>Have you noted the attendees at the meeting?<br \/>Have you closed the meeting effectively?<br \/>Have you ended the meeting on time?<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">After the meeting<\/h3>\n\n\n\n<p>Did you summarise key decisions?<br \/>Did you summarise key outcomes?<br \/>Did you note all the deliverables, owners and due dates? (preferably&nbsp;in SMART format)&nbsp;<br \/>Did you publish or send out concise notes within 24 hours?<\/p>\n\n\n\n<p class=\"has-text-align-center\">* * *<\/p>\n\n\n\n<p class=\"has-text-align-justify\">I write about organizational patterns, transformational leadership, healthy businesses, high-performing teams, future of workplace, culture, mindset, biases and&nbsp;more. My focus is in leading, training, and coaching teams and organizations in improving their agile adoption. Articles are the result of my ideas, studies, reading, research, courses, and learning.&nbsp;The postings on this site and any social profile are my own and do not represent or relate to the postings, strategies, opinions, events, situations of any current or former employer.<\/p>\n\n\n\n<p class=\"has-text-align-justify\">This article has been published for the first time on&nbsp;<a href=\"https:\/\/www.danieledavi.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">danieledavi.com<\/a>&nbsp;by the author Daniele Davi\u2019.<br \/>\u00a9 Daniele Davi\u2019, 2021. No part of this article or the materials available through this website may be&nbsp;copied, photocopied, reproduced, translated, distributed, transmitted, displayed, published, broadcast or reduced to any electronic medium, human or machine-readable form, in whole or in part, without prior written consent of the author, Daniele Davi\u2019.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>I previously wrote a series of articles titled &#8220;Successful Meetings in High Performing Organisations&#8221; on how to run extremely efficient and effective meetings.&nbsp;&nbsp;In the series I deep dive on a set of practices and actions to have successful&nbsp;and satisfying meetings. More important than the practices are the core principles behind them and the mindset required [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":true,"template":"","format":"standard","meta":{"ngg_post_thumbnail":0,"footnotes":""},"categories":[325,334],"tags":[332,370,374,372,369,364,371,373,335,312,368,367,352],"aioseo_notices":[],"jetpack_featured_media_url":"","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p90hsv-et","jetpack-related-posts":[{"id":899,"url":"https:\/\/www.danieledavi.com\/blog\/2021\/11\/extremely-efficient-and-effective-meetings-participant-checklist\/","url_meta":{"origin":897,"position":0},"title":"Extremely efficient and effective meetings &#8211; Participant Checklist","author":"Daniele Dav\u00ec","date":"November 11, 2021","format":false,"excerpt":"I previously wrote a series of articles titled \"Successful Meetings in High Performing Organisations\" on how to run extremely efficient and effective meetings.\u00a0\u00a0In the series I deep dive on a set of practices and actions to have successful\u00a0and satisfying meetings. More important than the practices are the core principles behind\u2026","rel":"","context":"In &quot;Business&quot;","block_context":{"text":"Business","link":"https:\/\/www.danieledavi.com\/blog\/category\/business\/"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]},{"id":892,"url":"https:\/\/www.danieledavi.com\/blog\/2021\/11\/successful-meetings-in-high-performing-organisations-part-3-after-the-meeting\/","url_meta":{"origin":897,"position":1},"title":"Successful Meetings in High Performing Organisations \u2013 Part 3: After the meeting","author":"Daniele Dav\u00ec","date":"November 7, 2021","format":false,"excerpt":"This is the third of a series of articles about Successful Meetings in High Performing Organisations. In the first article, we have covered that a successful meeting starts with good preparation.In the second article, I\u00a0wrote about how to conduct and participate\u00a0in a meeting achieving the desired goal successfully.\u00a0\u00a0In this part,\u2026","rel":"","context":"In &quot;Business&quot;","block_context":{"text":"Business","link":"https:\/\/www.danieledavi.com\/blog\/category\/business\/"},"img":{"alt_text":"Successful meeting","src":"https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/krakenimages-376KN_ISplE-unsplash.jpg?resize=350%2C200&ssl=1","width":350,"height":200,"srcset":"https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/krakenimages-376KN_ISplE-unsplash.jpg?resize=350%2C200&ssl=1 1x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/krakenimages-376KN_ISplE-unsplash.jpg?resize=525%2C300&ssl=1 1.5x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/krakenimages-376KN_ISplE-unsplash.jpg?resize=700%2C400&ssl=1 2x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/krakenimages-376KN_ISplE-unsplash.jpg?resize=1050%2C600&ssl=1 3x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/krakenimages-376KN_ISplE-unsplash.jpg?resize=1400%2C800&ssl=1 4x"},"classes":[]},{"id":877,"url":"https:\/\/www.danieledavi.com\/blog\/2021\/10\/successful-meetings-in-high-performing-organisations-part-1-before-the-meeting\/","url_meta":{"origin":897,"position":2},"title":"Successful Meetings in High Performing Organisations \u2013 Part 1: Before the meeting","author":"Daniele Dav\u00ec","date":"October 24, 2021","format":false,"excerpt":"A successful meeting starts with good preparation. Preparing (for) the meeting is not only the responsibility of the organiser. Everyone must play their part. Assuming a meeting is needed or unavoidable, a good meeting invitation should contain all the necessary information.Of course the date, time and place (physical or virtual)\u2026","rel":"","context":"In &quot;Business&quot;","block_context":{"text":"Business","link":"https:\/\/www.danieledavi.com\/blog\/category\/business\/"},"img":{"alt_text":"Office Chairs Circled around in a Room","src":"https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/10\/john-price-FE7ATjzRRMs-unsplash-1.jpg?resize=350%2C200&ssl=1","width":350,"height":200,"srcset":"https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/10\/john-price-FE7ATjzRRMs-unsplash-1.jpg?resize=350%2C200&ssl=1 1x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/10\/john-price-FE7ATjzRRMs-unsplash-1.jpg?resize=525%2C300&ssl=1 1.5x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/10\/john-price-FE7ATjzRRMs-unsplash-1.jpg?resize=700%2C400&ssl=1 2x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/10\/john-price-FE7ATjzRRMs-unsplash-1.jpg?resize=1050%2C600&ssl=1 3x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/10\/john-price-FE7ATjzRRMs-unsplash-1.jpg?resize=1400%2C800&ssl=1 4x"},"classes":[]},{"id":885,"url":"https:\/\/www.danieledavi.com\/blog\/2021\/11\/successful-meetings-in-high-performing-organisations-part-2-during-the-meeting\/","url_meta":{"origin":897,"position":3},"title":"Successful Meetings in High Performing Organisations \u2013 Part 2: During the meeting","author":"Daniele Dav\u00ec","date":"November 6, 2021","format":false,"excerpt":"In the first part of this series titled \"Successful Meetings in High Performing Organisations \u2013 Part 1: Before the meeting\", I have covered how to prepare for successful meeting. In this article, I will talk about how to ensure the success of a meeting. Photo by Jason Goodman on Unsplash\u2026","rel":"","context":"In &quot;Business&quot;","block_context":{"text":"Business","link":"https:\/\/www.danieledavi.com\/blog\/category\/business\/"},"img":{"alt_text":"Office Meeting","src":"https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/jason-goodman-Oalh2MojUuk-unsplash.jpg?resize=350%2C200&ssl=1","width":350,"height":200,"srcset":"https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/jason-goodman-Oalh2MojUuk-unsplash.jpg?resize=350%2C200&ssl=1 1x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/jason-goodman-Oalh2MojUuk-unsplash.jpg?resize=525%2C300&ssl=1 1.5x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/jason-goodman-Oalh2MojUuk-unsplash.jpg?resize=700%2C400&ssl=1 2x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/jason-goodman-Oalh2MojUuk-unsplash.jpg?resize=1050%2C600&ssl=1 3x, https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/11\/jason-goodman-Oalh2MojUuk-unsplash.jpg?resize=1400%2C800&ssl=1 4x"},"classes":[]},{"id":734,"url":"https:\/\/www.danieledavi.com\/blog\/2021\/10\/no-time-for-agile-meetings\/","url_meta":{"origin":897,"position":4},"title":"No time for agile meetings","author":"Daniele Dav\u00ec","date":"October 23, 2021","format":false,"excerpt":"One of the most recurring topics in many organizations is time spent on meetings.\u00a0If you are a Scrum Master, you may find yourself rolling your eyes like in a Robert Downey Jr meme and you wish you would get a euro for every time you hear someone saying in agile\u2026","rel":"","context":"In &quot;Agile&quot;","block_context":{"text":"Agile","link":"https:\/\/www.danieledavi.com\/blog\/category\/agile-2\/"},"img":{"alt_text":"","src":"https:\/\/i0.wp.com\/www.danieledavi.com\/blog\/wp-content\/uploads\/2021\/03\/Again.jpg?resize=350%2C200&ssl=1","width":350,"height":200},"classes":[]},{"id":931,"url":"https:\/\/www.danieledavi.com\/blog\/2021\/12\/12-meeting-scenarios-and-powerful-questions-to-boost-your-trainings\/","url_meta":{"origin":897,"position":5},"title":"12 meeting scenarios and powerful questions to boost your training","author":"Daniele Dav\u00ec","date":"December 8, 2021","format":false,"excerpt":"In this article I am going to provide 12 scenarios and 12 powerful questions that can be used during role-play exercises or training on efficient\u00a0and effective meetings. For each of these scenarios, the trainer\u00a0or facilitator will pose questions to the attendees to gather insights on their possible reactions, ideas, thoughts,\u2026","rel":"","context":"In &quot;Business&quot;","block_context":{"text":"Business","link":"https:\/\/www.danieledavi.com\/blog\/category\/business\/"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]}],"amp_validity":null,"amp_enabled":true,"_links":{"self":[{"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/posts\/897"}],"collection":[{"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/comments?post=897"}],"version-history":[{"count":10,"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/posts\/897\/revisions"}],"predecessor-version":[{"id":916,"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/posts\/897\/revisions\/916"}],"wp:attachment":[{"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/media?parent=897"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/categories?post=897"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.danieledavi.com\/blog\/wp-json\/wp\/v2\/tags?post=897"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}