Meeting

Facilitation
101
Key to efficient, productive, and
engaging sessions.

HQ HCM – Talent Development

v1.0 20230726
Ground Rules
1. Be punctual
2. Phones on silent or buzz
3. No looking at phones during the session
4. Only one person will speak at a time
5. Keep an open mind
6. Ask questions
7. Active participation is key
8. Give your honest feedback
9. Enjoy!
Ground Rules
Additional rules for online sessions:
1. Utilize the chat box and reactions
2. Stay muted unless asked to speak
3. Keep your cameras open
Why are we having this
meeting?
 Activity: How would you describe the meetings you’ve
organized or attended recently?
https://www.menti.com/aldqks4kxb3m

Voting Code: 6921 8671

 agree that meetings prevent them
employees from completing their own work.

24 billion hours are wasted each year as the result of

unproductive meetings.

And at least 37% of employees consider unproductive meetings

to be the highest cost to their organization. It’s no wonder — 24
billion is a considerable amount of productive work hours being
lost.

Scource:
Zippia. "28+ Incredible Meeting Statistics [2023]: Virtual, Zoom, In-Person Meetings And Productivity" Zippia.com. Jul. 6, 2023,
https://www.zippia.com/advice/meeting-statistics/
Are you tired of meetings that don’t start on
time, don’t have a purpose, don’t stay on topic
and don’t reach a decision?

This 2-hour training-workshop aims to equip J&T Express employees with

correct meeting facilitation skills to ensure efficient, productive, and engaging
sessions. The discussion includes the elements of a meeting, common problems
in meetings and how to resolve them, and a step-by-step guide on running a
successful meeting, be it virtual or face-to-face.
Meetings are productive IF
done right.
CONTENTS
1 Understanding Meeting Facilitation

2 Preparing for the Meeting

3 Face-to-Face Meeting Facilitation

4 Online Meeting Facilitation

 At the end of this training session, the
participants will be able to:

1. Eliminate unnecessary meetings

2. Discover the most important component of a meeting
3. Determine the right participants
4. Develop a results-driven agenda
5. Start meetings on time with everyone present
6. Effectively deal with dysfunctional behavior
7. Increase productivity and efficient use of time
8. Keep meetings on track and focused
9. Bring groups to consensus
10. Close the session with clarity and commitment

H Q H C M – Ta l e n t D e v e l o p m e n t
1. Understanding
Meeting
Facilitation
 Meeting
an assembly for a common
purpose.

a planned occasion when

people come together, either
in person or online, to discuss
something.

H Q H C M – Ta l e n t D e v e l o p m e n t
 Key Roles

FACILITATO TIMEKEEPE NOTETAKE

LEADER TECH HOST
R R R
H Q H C M – Ta l e n t D e v e l o p m e n t
 Understanding Meeting Facilitation

Leader
The Leader or the Chair is a key meeting role in both virtual and in-
person meetings.

The role is given to the head of the team who is responsible for
putting together the agenda and assigning other meeting roles.

In addition to these duties, the Leader takes care of several key

elements before, during, and after the meeting.

H Q H C M – Ta l e n t D e v e l o p m e n t
 Understanding Meeting Facilitation

Facilitator
The Facilitator’s main responsibility is to keep the conversation on
track.

Unlike the Leader, who mostly oversees the meeting, the Facilitator
has a more active role in moderating the discussion and guiding the
decision-making process.

H Q H C M – Ta l e n t D e v e l o p m e n t
 Understanding Meeting Facilitation

Timekeeper
The Timekeeper’s role is pretty straightforward — they keep track of
time during the meeting to ensure the estimated time allotments are
respected for each agenda item.

Their role is to assist the Leader or the Facilitator in managing the

meeting time more effectively.

H Q H C M – Ta l e n t D e v e l o p m e n t
 Understanding Meeting Facilitation

Notetaker
The Notetaker’s responsibility lies in recording key meeting items.
They make sure decisions, parked topics, and questions are all
recorded and noted for later.

Some tools allow you to record entire meetings, so there might not
always be a need for this role.

H Q H C M – Ta l e n t D e v e l o p m e n t
 Understanding Meeting Facilitation

Tech Host / Chat Moderator

Tech Host is a critical presence in any meeting involving any form of
technology. In virtual meetings, their role mainly lies in making sure
that the conference tool functions smoothly.

For in-person meetings, Tech Hosts are responsible for ensuring that
all devices used are connected and working properly.

H Q H C M – Ta l e n t D e v e l o p m e n t
 Understanding Meeting Facilitation

HOST CO-HOST
Leader Timekeeper

Facilitator Notetaker

Tech Host / Chat Moderator

“It takes a village to run productive

meetings” – Anna Erkic (writer and researcher, Pumble)
H Q H C M – Ta l e n t D e v e l o p m e n t
What is your objective and desired meeting outcome?
 Understanding Meeting Facilitation

What exactly are How will you Is it aligned with

Ask yourself these questions.
you trying to
achieve?
track your
progress?
Is it possible to
achieve?
the company’s
goals?
When can you
accomplish it?

H Q H C M – Ta l e n t D e v e l o p m e n t
Active Participation is KEY
“Engagement first, and
interaction will follow.”
-Hayo Reinders (Professor, Anaheim U, CA)

1.Activities and ice breakers

2.The 60-second rule
3.The responsibility rule
4.The nowhere to hide rule
5.The MVP rule
2. Preparing for the
Meeting
Preparing for the meeting

1. Identify the purpose of the meeting

2. Make sure you really need a meeting
3. Select the right participants
4. Assign roles to participants
5. Decide where and when to hold the meeting and confirm
availability of the space
6. Send the invitation and preliminary agenda to key
participants and stakeholders
Preparing for the meeting

7. Tell the participants what to prepare

8. Identify, arrange for, and test any required equipment
9. Finalize the agenda and distribute it to all participants
10. Prepare yourself
 1. Identify the purpose of the meeting

H Q H C M – Ta l e n t D e v e l o p m e n t
 2. Make sure you really need a meeting

H Q H C M – Ta l e n t D e v e l o p m e n t
 3. Select the right participants

H Q H C M – Ta l e n t D e v e l o p m e n t
 4. Assign roles to participants

H Q H C M – Ta l e n t D e v e l o p m e n t
 5. Decide WHEN and WHERE

H Q H C M – Ta l e n t D e v e l o p m e n t
6. Send the invitation and preliminary agenda to
key participants and stakeholders

H Q H C M – Ta l e n t D e v e l o p m e n t
 7. Tell the participants what to prepare

H Q H C M – Ta l e n t D e v e l o p m e n t
 8. Identify, arrange for, and test any required
equipment

H Q H C M – Ta l e n t D e v e l o p m e n t
 9. Finalize the agenda and distribute it to all
participants

H Q H C M – Ta l e n t D e v e l o p m e n t
 10. Prepare yourself

H Q H C M – Ta l e n t D e v e l o p m e n t
3. Face-to-face
Meeting
Facilitation
HOW TO ESCAPE A BORING MEETING
Common Issues
Best Practices
4. Online Meeting
Facilitation
Common Issues
Best Practices
 OUR BEST TEAM

Avery Davis Sacha Dubois Lars Peeters

CEO / FOUNDERS Manager Graphic Desain

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 INCREASE OUR
COMPANY PROFIT
Percentage of income for the last 3 years
2021 2022 2023

53% 67% 77%

$10.250.000 $11.750.000 $12.350.000

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PORTFOLIO
GALLERY
 2021 2022 2023

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 Understanding Meeting Facilitation

A Facilitator
• is someone who identifies the objectives and desired outcomes
of a meeting
• recognizes the importance of active participation and
engagement
• manages the meeting dynamics, encouraging open
communication, and fostering collaboration among participants

H Q H C M – Ta l e n t D e v e l o p m e n t
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