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Another technique for this situation is to paraphrase
speaker’s point. Interrupt when he or she takes a breath and say, “So you’re saying that…” and when they agree, you turn to rest of group and ask if anyone has anything to add or a different perspective. Thus you use power of paraphrasing to help speaker be concise while taking back control of group.
How you close a meeting is very important. Much like mythical vampires who fade away at sunrise, many meetings tend to splutter to a close when allotted time runs out. We’ve all been in meetings where chairperson is trying to set up another meeting while attendees bolt for exits.
Energize participants by doing this. Five minutes before end, call a halt to discussion and revisit each of agenda items and state what was decided. Then identify next steps with specifics. “Sandy, you will investigate prices for this, right? When can you have it done?” Then set date for next meeting.
By pointing out what has been accomplished, identifying next steps, and setting next meeting, you will create a sense of momentum and people will feel time spent was productive.
Like a wooden stake, these tips will slay pale, unproductive vampire meetings and replace them with lively, effective ones. Attendees might actually look forward to your meetings! And you will, too.
Peg Kelley, MBÅ, has been a professional meeting facilitator for 25 years & is co-author of the booklet “39 Secrets for Effective and Enjoyable Meetings” available for $6.00 at her Facilitation Plus website at www.facplus.com.
