Facilitation: The Must-Have Skill for Virtual/Hybrid Meetings

There's a lot to love about virtual and hybrid work arrangements. From increased flexibility to reduced commute times, these models have many benefits. But, like any other way of doing things, they also come with their own set of challenges.

One such challenge is facilitating effective meetings in a virtual or hybrid setting. I'm sure we've all been on a Zoom call that felt like a never-ending marathon, full of awkward silences and a whole lot of nothing. It's frustrating and counterproductive, to say the least.

Yet, we can't just eliminate the meeting process altogether. Group meetings serve as crucial touchpoints for collaboration, decision-making, and overall team alignment. Pretty important stuff, if you ask me.

So, what's the solution? Enter meeting facilitation — the must-have skill for successful meetings in any setting:

What is Meeting Facilitation? 

Would you believe me if I told you that the word "facilitate" comes from the Latin word "facilis," meaning "easy"? Well, it's true. And that's precisely what facilitation is all about — making things easier.

In the context of meetings, facilitation involves guiding a group towards achieving a common goal or outcome. It's about creating an environment where everyone can participate, share their ideas, and feel valued without being overshadowed.

Unlike leading or managing a meeting, facilitation is more about steering the conversation than directing it. A meeting facilitator's role is to guide the discussion, ensure that all voices are heard, and maintain focus on the task at hand. Think of them as the conductor of an orchestra — uniting various instruments (opinions and ideas, in this case) to create harmony.

The Benefits of Meeting Facilitation in a Virtual World

1. Creating Structure

   While spontaneity can be fun — like those last-minute happy hour plans — most people prefer structure, especially in virtual or hybrid meetings. With meeting participants joining from different locations and time zones and possibly dealing with distractions at home, there's no room for ambiguity.

   With the help of a skilled meeting facilitator, a clear structure can be established from the get-go. This may include setting ground rules, defining roles and responsibilities, and establishing a timeline for each agenda item.

   But structure doesn't mean rigidity. A good facilitator knows when to allow for flexibility and adapt to changing circumstances or new ideas that may arise during the meeting.

   This balance of structure and adaptability makes virtual meetings more efficient, productive, and enjoyable for all participants.

2. Managing Conflicts

   Let's face it — conflicts and difficult dynamics are inevitable in any group setting. It's just human nature.

   Yet, in a virtual world, where nonverbal cues can easily be missed or misinterpreted, conflicts may escalate even quicker. One minute, you're discussing project ideas, and the next, two team members are in a heated argument over who should take on a certain task . . . while everyone else is just watching awkwardly through a screen.

   One of the keys to facilitating meetings effectively is being able to navigate these conflicts and steer the conversation back on track. This may involve actively listening to each person's perspective, acknowledging and addressing underlying issues, and finding compromises that work for everyone.

   No more awkward silences or unresolved tensions that spill into the next meeting. With a skilled facilitator at the helm, conflicts can be managed in a productive manner — leading to better outcomes for the team as a whole.

3. Encouraging Participation and Inclusivity

   In a traditional face-to-face meeting, it may be easier for individuals to speak up and share their thoughts.

   However, in a virtual setting, some may feel more reserved or intimidated to contribute. This is especially true in a hybrid meeting where some participants are physically present and others join remotely. It can feel like there's a divide between the two groups.

   A skilled facilitator understands the importance of creating a safe and inclusive space for all participants to share their ideas. This may involve setting ground rules at the beginning of the meeting, using icebreakers, and actively seeking input from those who may be less vocal. The goal is to ensure that all voices are heard and valued in the discussion.

4. Keeping the Meeting on Track

   Have you ever been in a meeting that seemed to drag on forever with no clear direction? If so, you're not alone. According to a recent survey by Harvard Business Review, 71% of respondents reported sitting through unproductive and inefficient meetings. That's a whole lot of wasted time!

   Good meeting facilitation skills help keep everyone on track and ensure the meeting stays within the allotted time frame. They can set a meeting agenda, stick to it, and redirect tangents or off-topic discussions back to the main focus. This not only keeps everyone on task but also shows respect for everyone's time.

   Of course, a good meeting facilitator shouldn't be too strict. Natural conversations and discussions are essential for building relationships and encouraging creativity. A skilled facilitator knows when to let the conversation flow and when to reign it in.

5. Building Consensus and Decision-Making

   In a virtual meeting, it's easy for participants to feel disconnected and disengaged from the decision-making process. This can lead to a lack of buy-in and poor execution of plans.

   A good facilitator knows how to engage all participants and ensure that everyone's voices are heard. They also understand the importance of building consensus within the group rather than making decisions unilaterally.

   This may involve using interactive tools like polls or breakout rooms to gather input and ideas from everyone, as well as encouraging open and respectful communication. Ultimately, the goal is to reach a decision everyone can support and feel invested in.

Level-Up Your Virtual/Hybrid Meetings Today!

Effective meetings are the backbone of successful organizations.

Our Essential Facilitation™ workshops equip participants with the skills and techniques needed to get the most out of virtual and hybrid meetings. From setting clear objectives to engaging all participants, our workshops cover everything you need to know to lead effective meetings that drive results.

Don't let distance or technology hinder your team's collaboration and progress. Learn more & register for one of our upcoming Essential Facilitation open-enrollment workshops today!