Today is a follow-up day, yet also a continuation of last week's team meeting. As the facilitator you need to remember what went well, and areas of improvement from last week's meeting. Conduct yourself accordingly.
The following is a checklist of what you will need to facilitate the half-day team meeting and a guide to what order you should run the day.
Items you will need before beginning the meeting include:
- A boardroom style or U style room
- Flip chart and markers for the facilitator
- Masking tape in order to post charts
- Notepads
- Pens and pencils
- Fun gifts for participation, appropriate behavior, and so on
Now that you have all those in place, use the following steps to facilitate the flow of the day:
- Opening remarks
- Delegate or find a volunteer to take notes, gather notes, and type up highlights of the day
- Conduct a review of the last meeting and what went well, with a focus on what you need to do better today to get to a 10
- An open floor session for comments and questions from the last meeting
- Progress reports from the groups formed in last meeting, followed by applause
- Introduce the values exercise, asking the participants to complete the form, and then collect to summarize the findings and distribute to all
- Introduce the strengths and areas of improvement exercise
- Provide instructions and circulate forms
- Have a short break in which to review, reflect, and come back to discuss
- Debrief your findings, remembering to be positive, thankful, and seeking support in areas of improvement
- Ask each participant to define their plan of action based on their findings
- Ask the team if they would like to share the end result with each other; if so, collect and circulate copies to all, but if not, at least get copies for yourself in order to know your team better
- Introduce the dream exercise, providing blank paper, and allowing 20 minutes of free-flow writing
- Instruct the team to group, categorize, and prioritize their dreams on a separate piece of paper
- Allow time for a few volunteer presentations followed by open discussion
- Ask the team to write out a draft vision statement of where they see the team in three to five years
- Collect the lists of dreams, then group, categorize, and prioritize sheets, and draft vision statements to summarize and distribute to all
- Give a summary of the day
- Explain the next steps of summarizing and circulating findings in time for the next meeting on day 23
- Set goals for the next meeting
- Closing remarks
- Evaluation feedback form from participants with a 0-10 rating, highlighting what went well /delta—what can we do better next time to get to a 10
Following these steps will ensure you have had a successful half-day meeting.
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