We are all familiar with meetings that are not adequately (or not at all) prepared, meetings that are not well timed, without a focus or clarity about their desired outcome. Sometimes the one who has called the meeting controls the gathering so much that we feel our attendance is useless and we are wasting our time. The chair talks too much, the presenter has a bottomless supply of often poorly constructed PowerPoint slides to show, which use up all the time, leaving the attendants passive, voiceless and powerless.
A well designed meeting or event is easier to facilitate than a meeting or event that is not or poorly designed. Thus, good design is the first requirement for skillful meeting management and facilitation.
Considering how much time people spend in meetings, the cost of a poorly designed meeting is high. The cost doesn’t just include the time participants are spending away from their other tasks but also associated budget items such as food and technical support. Good meeting design is a therefore a skill that saves money.
But it does more, good design produces events that align people, inspire them, focus them, inform them in ways that lift spirits rather than demoralize them. Well designed, events, whether meetings, conferences, workshops, seminars, make us want to work with others towards common goals. Poor meeting planning and design make us want to do things on our own. There is a saying, “if you want to go fast, go alone but if you want to go far, go with others.” The second option requires good design.
Designing an event – key design questions
1. Objectives, desired outcomes, focus
What do you want the session to accomplish? What outcomes do you want to emerge from the meeting? This is the most important and critical first question to ask. As the saying goes, "If you don't know where you are going any way will get you there." Without an answer to this question you will not have any basis for deciding what activities, speakers or materials to select, how long the event will be and who should be invited.
A focus question: a central question which this event hopes to answer - stated usually as a phrase beginning with the words HOW do we...or WHAT will be. Some people call this the overarching objective, purpose, overall goal, etc.
Learning objectives: what should the participants know or be able to do as a result of having participated.
Experiential objectives: what do you want the group or the individuals to experience (a certain mood, feeling, confidence, alignment, enthusiasm, excitement, a sense of wonder, discovery, a climate of trust, etc.).
Other objectives: what other things do you hope to accomplish through this session (establish a network, reward risk taking, build a team, etc.)
2. Evaluation
Articulate each objective until it is crystal clear to an outsider, and then answer the question: how will you know whether you have accomplished it? Can you measure it? Brainstorm on how you might measure each objective. If you cannot think of a way, try to rewrite the objective in such a way that you can measure it without sacrificing what you want to accomplish.
3. People
Who should be involved?
in the design itself
in managing and facilitating the process
in producing the outcomes (in other words, who should be invited)
in 'blessing' the outcomes (this is the voice of authority, what will give the event and its results credibility)
Consider who has to implement outcomes, who is affected by outcomes, who might undermine outcomes, who might support implementation of outcomes.
4. Time
What are the time constraints? How much time do you have for the actual session(s)? Take into consideration local norms of arriving late, leaving early, breaks running over time, etc. Make sure you budget time for final reflections, evaluations. Be realistic about the amount of time you will actually have for the substance of the event itself (75% of available time is a good rule of thumb).
5. Space/place
What are the space/place constraints? Can you easily move furniture to create small group settings? Is there space to hang flipcharts on the wall, is it allowed? Is there room for a projector, screen? What audio-visual resources are available? Do they work?
6. Activities
How are you going to get to the desired outcomes? Brainstorm on each of the learning, experiential and other objectives: what might you do/what activities might get you there? You will have to have answered question 1 and 2 before you can do this. Ask yourself: “how else might I reach that objective?” Having others’ input here will help to make your design stronger and more creative. Test your ideas with those in positions of power and authority, people whose support you want.
7. Liveliness
How can you build liveliness into the design and engage not only the brain, but also the heart and the entire body? Is it appropriate to have music (ask!), colorful posters on the wall, show relevant videos? Are there times when people can get up and move to another table or to another part of the room? Is there a good rhythm of plenaries, small group work, paired conversations, with not too much of any of those in a row? Is there a possibility of a field trip to see something in action? A skype interview with someone?
8. Styles
How can you make the design relevant, appropriate and appealing to people with different preferences/styles of working? Are you providing conceptual frameworks as well as a chance to try practical applications or other hands on experiences? Is there a chance to experience something and reflect on the experience?
9. Celebration
What, when, and how might you celebrate? This depends on the context. In some instances a celebration is called for, and can take the form of public acknowledgements, prizes, food, music/songs/skits, a party, a dinner, a social event, etc.