Imagine you are leading a meeting. The spotlight’s on you, and it might feel like you have to take charge of every little detail.
Absolutely not.
Leading is not the same as dominating.
Facilitation is not a one-person show.
Being in front of the room does not mean that everything that happens is your responsibility.
Now, let me take you on a detour from meetings to the wild trails of Arizona, where I once volunteered for wilderness trail work. We were installing a hefty wooden sign using a beast of a post hole digger. Our experienced but slightly stubborn leader hogged the tool, doing all the heavy lifting himself. I was frustrated because not only was he clearly getting winded and in pain, but I also was there to learn and work and I wanted the experience. It took some serious persuasion to convince him to let us give it a shot. Sure, I was a bit clumsy at first, but with teamwork, determination, and a few sore muscles, we got that sign up.
Looks beautiful doesn’t it?
Now, why am I telling you this? Because, much like in the wilderness, facilitation should be a team effort. When one person takes center stage, it can make the group feel like the work belongs solely to them. If this belief is allowed to continue it could lead to group members disengaging, not feeling valued, feeling like the meeting is a waste of their time and more. One way to combat this misperception is to get everyone involved in different ways, right away, and to continue to delegate throughout the meeting as often as feasible.
So, here’s the lowdown on tasks you can delegate to keep everyone engaged:
Before:
- Contribute agenda items
- Be the snack hero
- Prep an example or case study
- Bring relevant data
- Invite a guest or subject matter expert whose perspective would be helpful
During:
- Distribute handouts or materials
- Keep track of time or give you updates when you have reached a certain time
- Take notes (either on flip chart in front of group or in a notebook)
- Lead a warm-up activity like a creativity exercise
After:
- Type up and share notes from the meeting
- Report back to other stakeholders or colleagues
- Start prep for the next meeting
Not only does delegating help combat the complacency that comes when people feel like they are not needed, it’s a game-changer for group dynamics. Some folks need an active role to stay engaged, whether it’s taking notes or being the timekeeper. Plus, it’s a secret weapon for newbies. Giving them a task right off the bat helps them ease into the group without feeling like a fish out of water.
Quick clarification: delegating is not abdicating your role or responsibility as the meeting facilitator. It is important that you continue to preside over the meeting and give group members relief of knowing someone is taking responsibility for keeping the group on track and keeping the focus on the meeting’s purpose.
We’d love to hear from you. What other ways do you engage group members in roles or tasks before, during or after a meeting?