Why use a facilitator?
Not all meetings are created equal. Some are routine, others are crucial to your organization's future. An outside group facilitator is generally not a wise investment for the former, but a professional facilitator may be essential for the latter.
Think about a professional group facilitator as your partner, someone who joins you in structuring and running a meeting that yields real results. He or she needs to be skilled, attentive, flexible, professional and courageous (why courageous? So that "sleeping dogs" are identified and "kicked" as necessary).
The decision of whether to use a facilitator for your next group meeting, workshop, retreat, or conference should be based on several factors: your leadership beliefs; the group’s history of effectiveness and interaction; the importance/value of the meeting deliverables; and your own desired level of participation in the meeting. To explore these factors in more detail, please review my article entitled "DOES MY MEETING NEED A FACILITATOR?".
C A U T I O N !
Anyone can claim to be a facilitator
As you surf the web and explore your options for an outside facilitator for your next meeting, you'll notice that "everyone and his brother" claims to be a "professional" facilitator. You'll find management consultants who also "facilitate." You'll find trainers and educators who list "facilitation" among their services. And you'll find referral organizations that promise to connect you with "facilitators."
How can you be sure you've chosen wisely? Here are a few things to consider when choosing a group facilitator:
Is the person a professional facilitator?
Group facilitation should be the person's primary occupation, not a side-line business or secondary focus. What percentage of the person's annual revenue is derived from professional group facilitation?
More than 80% of my income comes directly from group facilitation. The balance comes from related work such as one-on-one executive coaching, executive team development, and consulting work related to issues identified in a facilitated setting. I do not view facilitation as a stand-alone event, but will work with you long-term, as appropriate, to help your organization achieve desired outcomes.
Does the person understand both facilitation and business?
It should be clear that the person takes the facilitation profession seriously and has the educational and work experience to be a credible facilitator in your group setting. To be able to control the flow of events in your next meeting, your selected facilitator must possess the gravitas to be considered a peer by your meeting participants. For most organizations, this means the facilitator needs a strong business background, in addition to solid facilitation skills.
My educational and work background afford me the experience and expertise needed to be an effective facilitator in all business settings. In any given week, I may serve as a group facilitator for such dissimilar clients as Wal-Mart, Textron, and Visiting Nurse Services of Connecticut. Clients frequently comment on how quickly I can understand their industry and business model and, therefore, earn the trust and respect of their senior leaders.
Does the person understand meetings?
The person should understand the pros and cons of meetings in general as well as specific meeting formats. He or she should demonstrate the ability to work with you to establish meeting objectives, explore format options, create a detailed agenda and navigate the inevitable "bumps in the road" in every group setting. Above all, the facilitator must clearly understand that the purpose of meetings is to create synergy - anything less is a waste of time and money.
As a life-long learner, I have studied the best ways to achieve synergy in any given meeting situation. In my view, meetings should lead to outcomes, and outcomes should lead to positive results. Anything less is unacceptable to me - and should be unacceptable to you, as well.
Does the person understand people?
Meetings are not abstractions. They are people coming together to (presumably) make a decision, exchange information, make a plan, or achieve an outcome. The operative word here is people. Does the person understand the complexities of inter-personal relationships and group dynamics? Does he or she understand how to recognize and react to the wide range of behaviors that they are likely to encounter? Does the person have the self-confidence, skills and courage to confront disruptive behaviors?
As a trained observer of behavior, I have developed a keen sense for how participant behavior can - and does - impact meeting outcomes. I can help you navigate through any type of "mine field" we may encounter on the way to making your next meeting your best meeting.
Does the person understand how to prepare for a productive meeting?
Extraordinarily productive meetings don't just happen. They take a great deal of preparation and planning. How does the person propose planning for your important meeting? Does he or she offer to talk with meeting participants in advance? Does the person work with you to create a detailed meeting agenda, one that clearly outlines specific process tools to be employed and why? What post-meeting follow-up services does he or she suggest? Are you confident that no meeting detail will be left to chance?
I've been focused on helping my clients achieve superior results through better meetings for 20 years. I routinely talk with meeting participants in advance to help surface issues which might help - or hinder - progress in your meeting. I leave as little as possible to chance. As is the case in many professions, the good ones make it look effortless - by meticulously planning for every contingency in advance. I am committed to doing whatever it takes to provide you with the best possible meeting that achieves the best possible outcomes.
Does the person understand and use appropriate process tools?
Every meeting is different. So every meeting requires a different mix of process tools to achieve optimum outcomes. Is the person well-versed in a wide range of process tools and solutions? Or does he or she seem to suggest that "their process" just happens to be the right answer for you? Remember the story about every problem looking like a nail to the man who only has a hammer?
I have been facilitating meetings, retreats and conferences for more than 20 years. I have studied meeting formats, inter-group dynamics, conflict resolution, learning styles, decision-making techniques, etc. to ensure that I bring the right process tools to each unique meeting situation. I've learned that a pre-meeting process roadmap is critical, but process ingenuity and flexibility are even more important - no meeting ever unfolds exactly as planned.
Does the person charge a realistic fee?
Here's where things get interesting. Does the person charge "by the hour," which will discourage adequate preparatory conversations? Does the person charge an exorbitant rate based on status as an "expert," or an author, or a "trainer of facilitators?" Be sure you understand the basis for the fee and what it includes.
It's not about the fee, it's about the value. I recognize that investing in the services of a professional facilitator can seem risky at first. But think about the value to you and your organization of finally resolving that vexing issue, or creating an action plan that people will actually implement, or making a difficult decision. My promise to you is that the incremental value you receive from the meeting I facilitate will greatly exceed what you pay me for my facilitation services. If you're not satisfied, you don't pay. That's my Value Guarantee.