Facilitator

The Facilitator conducts the meeting so that all of the agenda items are finished within the allotted time.

Tasks

Prior to the meeting

• Review the agenda and ensure that you can generally describe each item.

During the meeting

• Facilitate the meeting according to following Tips below.

After the meeting

• Update the calendar invite to include any newcomers.

• Update the attendance to mark those present at the meeting.
• Reach out to anyone that has not attended the last 3 meetings or more.

Tips

• Have the agenda open and share your screen with the people on the call.
• Guide the group through reviewing each agenda item from top to bottom.
• Before discussing each item, briefly remind people of what it is so that they’re up to speed and can contribute to the conversation.

• The purpose of reviewing each agenda item is to generate actionable, assigned next steps. Accordingly:

  • Guide the conversation towards understanding what is blocking the item’s progression and what can be done to advance it.
  • Strive for each task to be assigned to a volunteer on the call.
  • When all such tasks have been assigned, move on to the next agenda item.

• When reviewing a project board

  • Treat each item on the board that is not completed as if it were its own item on the agenda.
  • For items not started, call out if anyone would like to review any issues in the column. If so, then treat that issue like a regular agenda item. If not, then no further discussion is needed.
• Remember that it’s OK to finish early. Once the agenda is complete the meeting is over.
• At the close of the meeting, thank everyone for participating.