Looking for a facilitator?

Your 6 Point Check-List to ensure you get the best

by Helen Chapman
So, you need a facilitator? Not just any facilitator. You need one who will make sure you get the results you need; one who makes it worthwhile holding the meeting. Making the decision to use a facilitator is the easy bit; finding the right one is tough. There are so many to choose from it can be tricky to get it right. They are all eager; they will promise they have what it takes and give you the meeting to surpass all meetings. So, how do you get passed the sales talk? How do you make sure you find the right one? How do you find the one who will give you what you need and actually care about getting good results for you and your organisation.

It’s tough!

Here is the ultimate best practice guide to help you find the best facilitator for your meeting:

1. The best facilitators: Focus on Outcomes

Never mind fancy tricks and meeting hoopla, the best facilitators are the ones who focus on the end result. They work with you to drive for results. They begin with the end in mind. They are the ones who make sure that they help you to be very clear about where the meeting is headed and what it needs to achieve.

Ask them: How would you prepare for this meeting?
Beware! The facilitators who think it’s more about their performance than the business outcome.

2. The best facilitators: Involve Participants

The brief may be given by the boss, but full blooded commitment is needed from all participants to make the meeting a success. The best facilitators ask as many participants as possible about their needs and expectations from the meeting. They will keep confidences and encourage trust and respect between all.

Ask them: From whom they take their brief.
Beware! Facilitators who only listen to the boss.

3. The best facilitators: Design from Scratch - Every Time

The best facilitators design their agendas from scratch every time so no two meetings are ever the same, even with the same participants. They tailor processes to get the best possible results. Processes that bring the whole group along with the discussion; processes that can handle the buffeting of company politics or personality tensions; processes that get the job done and at the same time bring the best out in people.

Ask them: How they approach meeting design.
Beware! A facilitator who offers a design for a meeting before they have fully understood what is required.

4. The best facilitators: Know when to lead and when to follow the group

The best facilitators are the ones with the right intention, they know when a group needs process leadership and when they need to be supported. They know when and how to speak, as well as what to say; they don’t need to be centre-stage, they don’t need to dominate. They know that it’s not about them. They use their expertise, knowledge, intuition and flexibility to encourage the right conversations within the group they are working with.

Ask them: To describe their style of facilitation.
Beware! A facilitator who does most of the talking. When they talk they are not listening to you. Beware the facilitator who dominates the conversation with their opinions without giving practical solutions

5. The best facilitators: Know that Every Business is Different

Look at credentials. The best facilitators have an understanding of the complexities within organizations because they have probably experienced them first hand as employees. Remember, it is your right to ask for references - a good facilitator will encourage you to consult with their clients as well as see written testimonials.

Ask them: About their past experiences and for a number of references.
Beware! A facilitator who is unable to give you a choice about which references to follow up.

6. The best facilitators: Don’t fall in love with their design!

Even the most beautiful, well-crafted meeting design can become defunct during a meeting. No-one can ever be sure what will happen when a group of people come together. The best facilitators are creative and spontaneous when things are not going to plan.

Ask them: how they cope with the unexpected during a meeting.
Beware! A facilitator who assumes that your meeting was effective. A good facilitator will ask for balanced feedback; what worked well & what could have been better.

Use this as a trusted checklist whenever you need to hire a facilitator. Above all combine what is on paper with what feels right - trust your instinct!

Copyright © Helen Chapman