FREE online courses on Effective Meeting Facilitation - Think Before You Meet - What equipment will make the meeting run more smoothly

 

The flip chart is standard equipment in planning meetings. Make sure there is wall space nearby for posting the chart paper as the meeting progresses. (In other words, flipping the paper over does not provide participants the benefit of having their work product spread out on the walls before them.)

 

For larger groups, overhead projectors work better than flip charts, but only for presenting information. The group's work product should be recorded on flip chart paper and posted, even if not easily visible by all participants. At least the information is readily available to refer to or review before leaving the meeting.

 

Computers that project text onto the wall can be very useful when the group is developing a carefully worded document such as a mission statement.

 

Innovative ways of presenting information enhances participants' attention and inspires creativity. Facilitators, for instance, might employ videotapes to illustrate success stories or skill methodologies. Visual aids, in the final analysis, however, do not substitute for participants rolling up their sleeves and getting to work.

 

It is hard to imagine a reason to tape record a planning meeting. Taping can be intimidating and stifle creative thinking. Generally tape recording is used when there is a low trust level and someone anticipates a lawsuit.

 

A word about food at meetings: Light refreshments, especially coffee or other beverages can help sustain energy levels. If the meeting is planned for the evening, serving a light meal first allows more control in starting on time. In some organizations, food is an enticement to attend the meeting.