According to Steve Kaye in the interview, a meeting is a business activity where a select group of people gather to work on a task requiring group effort. He emphasizes that, as a business activity, it should be designed to earn a profit, involve teamwork for the good of the organization, and include only those who can make meaningful contributions.
A meeting facilitator is someone who takes charge of the planning, conduct, and documentation of a meeting. They are a skilled expert who helps ensure the meeting is productive. Their role goes beyond simply observing; they actively manage the process, ensuring equitable participation and a positive environment.
This podcast episode focuses on soft skills in project management, specifically effective meeting techniques. Cornelius Fichtner interviews Steve Kaye, a consultant and meeting facilitator, to explore how to improve meeting efficiency and productivity. The interview covers various aspects of meeting planning, facilitation, and problem-solving.
A facilitator would first work with the client to define a clear, shared goal for the meeting. Then, they would develop an agenda outlining the steps to achieve that goal. This might involve various group process steps tailored to the specific problem and the group dynamics. The facilitator would also contact key (and sometimes all) participants beforehand to review the goal and agenda, address concerns, and gather information to better understand the situation and any potential obstacles. This pre-meeting communication helps diffuse tension and allows the facilitator to anticipate challenges. During the meeting, the facilitator would guide the discussion using techniques that ensure fair participation and a focus on solutions.