10 keys to easier meetings

Whether it's finding ideas, aligning teams or getting down to business, a successful meeting requires precise preparation. But that's not enough: you also need to know how to facilitate the emergence of points of view and the commitment of participants. Here are a few tips to help you exceed your objectives.

1. Being at the T.O.P.

The TOP of the meeting is to be clear about the Theme, the Objectives and the Plan. The Theme frames the subject you wish to discuss, and defines who should (or should not) be invited. The Objectives are formulated as deliverables or expected behaviors. An objective isn't about "addressing this or that subject", it's about achieving something concrete. The meeting will be a success if you've solved a problem, defined an action plan or created/instilled a dynamic within your teams. The Plan, finally, is designed to enable you to achieve your objectives; from the classic triptych (idea generation, focus and action) to more singular agendas (un-conf or mindfulness meetings etc.); it's up to you to define the best path for your audience. [illustrate the range model].

2. Set the scene and define the rules of the game

Why are we here? Why have the participants been chosen? What is expected of them? Paradoxically, setting the scene means defining the heart of the matter, and answering the question of why rather than what or how.

3. Managing overflow

They arise when participants no longer distinguish the person from his or her task and function. When the emotional outweighs the rational, it's imperative to remind everyone that meetings are not for settling relational disputes.

4. Rely on your allies

Two mistakes are often made when facilitating a meeting:

• rely too much on those who are comfortable speaking. To avoid this, seek out those who are less articulate, by creating a caring environment, using anonymous written expression techniques such as brainstorming or apps.
• devote too much time to radical or strongly opposing points of view. In a group, you have opponents and allies, both active and passive. The aim of an active opponent, or even a diehard, is to undermine the meeting. There's no point in trying to convince them, it's better to contain them and focus on their "supporters". According to the ally strategy defined by the socio-dynamics school, devote two-thirds of your time to supporting and encouraging your allies, and one-third to isolating or containing the damaging power of your opponents. How? Take the group to task if necessary.

5. Keep all ideas

Each opinion expresses a feeling. "Don't kill the messenger", as the English say. Even if what's being said doesn't go your way, you have to let it speak for itself, and gauge whether it's shared by the group as a whole, or whether it's simply a personal point of view.

6. Change the staging during the meeting

Because each meeting room layout facilitates a particular mode of exchange, it's important to know how to change to stimulate creativity and collective intelligence; from the use of sub-groups to the absence of tables or chairs, for example.

7. Wall to wall

Too many meetings today remain static. Stand up, use the flipcharts or better still the walls to write on, to grab attention. Share your thoughts. Express yourself in any way you can, even in drawings. At the end of the day, let the walls of your meeting room be rich with the exchanges and decisions made, and let everyone hold on to what is written. That way, there's no ambiguity about the messages. What's more, writing down what a participant says demonstrates the value you place on the idea, and creates commitment.

8. Create commitment

It's not easy, but commitment comes more easily when everyone feels they've participated and given their voice. You don't have to agree, but you can align yourself as long as you feel you belong to the group. The person in charge of the meeting must be able to show that the choices and decisions made are good for the group.

9. Make the end of the meeting a beginning

When the meeting comes to an end, you need to take the time to work on empowering everyone. If you don't, the day spent building momentum will be in vain.

10. Involve a facilitator

It's often easier to achieve group cohesion and objectives with an outsider whose role is to focus on the form and process of the meeting. The process of refocusing on objectives is easier for everyone to accept. What's more, the meeting's prescriber becomes a participant and is relieved of his or her role as facilitator. His leadership is less of a burden for everyone, and he is thus more easily integrated into the group.
(This article was prepared in collaboration with Alexandra Fix of Edgework Partnership, Les Fontaines' partner in event facilitation).