Meeting Facilitation Guide

Introduction

Meetings are more than administrative necessities—they’re opportunities to practice the world we’re building. How we gather, share power, make decisions, and honor each voice reflects our deepest values. This guide offers principles and practices for facilitating meetings that embody Ubuntu Freedom principles while accomplishing needed work.

Effective facilitation creates spaces where diverse perspectives can emerge, collective wisdom can flourish, and decisions can be made with integrity. It balances task accomplishment with relationship building, efficiency with inclusion, and structure with flexibility.

Core Principles

1. Shared Power

Facilitation is a service to the group, not a position of authority
Leadership rotates among members to develop skills and prevent power consolidation
Facilitation functions can be distributed among multiple roles

2. Full Participation

Meetings are designed to include all voices, especially those traditionally marginalized
Multiple modes of contribution accommodate different communication styles
Accessibility needs are anticipated and addressed

3. Collective Wisdom

The group’s collective intelligence exceeds any individual’s knowledge
Disagreement and tension, when navigated skillfully, lead to deeper understanding
Full context and information are made available to all participants

4. Purpose Alignment

Every meeting serves the organization’s broader purpose and values
Time is treated as a precious resource and used intentionally
Outcomes contribute to liberation rather than perpetuating oppressive patterns

5. Whole Person Engagement

Meetings acknowledge participants as full humans with bodies, emotions, and spirits
Space is created for both intellectual and relational engagement
Practices support presence, connection, and authentic expression

Essential Facilitation Roles

Facilitation functions can be combined or distributed depending on meeting size and complexity. Consider rotating these roles regularly to build collective capacity.

Meeting Facilitator

Holds overall responsibility for the process
Guides the group through the agenda
Ensures the group’s agreements are upheld
Balances participation
Names and navigates emerging dynamics

Notetaker

Captures key points, decisions, and action items
Distinguishes between verbatim statements and summaries
Makes notes visible during the meeting when possible
Distributes notes afterward in accessible formats

Timekeeper

Tracks time for each agenda item
Provides updates on remaining time
Suggests adjustments when needed
Supports the group to make intentional decisions about time use

Vibes-Watcher

Pays attention to emotional undercurrents and energy
Suggests breaks or process shifts when needed
Names patterns that may not be visible to everyone
Supports connection and authentic presence

Stack-Keeper (for larger meetings)

Maintains the order of speakers
Implements participation balancing practices
Tracks who has and hasn’t spoken
Works with facilitator to manage conversation flow

Meeting Preparation

1. Purpose and Outcomes

Clearly define the purpose of the meeting
Identify specific desired outcomes
Consider whether a meeting is the best format for accomplishing these goals

2. Participation Planning

Determine who needs to be involved and why
Consider who will be affected by decisions made
Plan for accommodating different accessibility needs
Send invitations with sufficient notice

3. Agenda Development

Create a realistic agenda with time allocations
Include both content items and process elements
Distinguish between information sharing, discussion, and decision items
Allow space for emergence and relationship building
Consider energy flow throughout the meeting

4. Physical/Virtual Space Setup

Arrange physical space to support participation and connection
For virtual meetings, select appropriate platforms and features
Prepare and test any necessary materials or technology
Create a welcoming and comfortable environment

5. Preparation Communications

Share agenda and any pre-reading materials in advance
Clarify expectations for preparation
Provide context for agenda items
Include practical details (location, timing, access information)

Meeting Flow

1. Opening (5-15 minutes)

Welcome and land acknowledgment
Introductions/check-ins appropriate to context
Review agenda and desired outcomes
Establish or review agreements
Center the purpose and values

Sample Opening Practices:

Brief meditation or centering practice
Personal check-in questions related to the work
Acknowledgment of current events affecting the group
Connection to ancestral wisdom or future vision
Expression of gratitude or appreciation

2. Main Content (Variable)

Structure this section based on your specific agenda items. For each significant item, consider including:

Clear framing of the topic and its purpose
Necessary context or background information
Structured engagement method appropriate to the goal
Summary of key points and outcomes
Clear transition to the next item

Engagement Methods:

For information sharing: Q&A, clarification rounds, summary reflections
For discussion: Small groups, rounds, popcorn sharing, silent reflection followed by sharing
For decision making: Proposal presentation, clarifying questions, concerns exploration, modifications, testing for consensus

3. Closing (5-15 minutes)

Review decisions made and actions agreed upon
Assign clear responsibility for next steps
Evaluate the meeting process
Express appreciations
Preview upcoming work
Closing ritual or practice

Sample Closing Practices:

One word or phrase sharing of takeaways
Brief expression of gratitude to specific people
Moment of silence to integrate the experience
Shared commitment statement or vision reminder
Physical gesture of completion (hands together, deep breath, etc.)

Facilitation Practices

Creating Inclusive Space

Balance Participation:

Track speaking patterns and actively invite quieter voices
Use rounds where each person has a turn to speak
Implement progressive stack (prioritizing voices from marginalized groups)
Offer multiple modes of contribution (verbal, written, movement-based)
Use small groups to increase participation opportunities

Address Power Dynamics:

Name and navigate visible power differences
Invite awareness of internalized patterns of dominance and submission
Interrupt microaggressions and harmful communication
Create space for historically marginalized voices
Be attentive to who is setting the agenda, framing issues, and making interpretations

Support Accessibility:

Provide materials in multiple formats
Use clear, direct language and explain specialized terms
Offer remote participation options when possible
Consider varying needs for pace, breaks, and physical comfort
Check for understanding regularly

Managing Flow and Energy

Time Awareness:

Start and end on time as a practice of respect
Be realistic about what can be accomplished
Build in buffer time for unexpected developments
Adjust timing as needed with group consent
Balance between urgency and spaciousness

Energy Management:

Pay attention to group energy and adjust accordingly
Vary activities to engage different learning styles
Build in breaks and movement
Address tension and conflict directly rather than avoiding
Balance focused work with connection and celebration

Process Transparency:

Explain facilitation choices and invite feedback
Make decision-making processes explicit
Clarify levels of involvement for different items
Distinguish between different types of conversation (brainstorming, deciding, processing)
Name when the group is moving between phases

Navigating Difficult Moments

When Conflict Emerges:

Take a breath and center yourself
Name what’s happening without judgment
Refocus on underlying needs and interests
Distinguish between content disagreement and process concerns
Consider whether to address in the moment or take offline

When the Group Gets Stuck:

Pause and name the stuckness
Check for unspoken concerns or confusion
Suggest process options (small groups, break, silent writing)
Return to underlying purpose and values
Consider postponing with a clear path forward

When Time Runs Short:

Name the time constraint clearly
Offer process options for moving forward
Focus on what must be decided now versus what can wait
Create clear follow-up plans for unaddressed items
Maintain integrity of decision-making processes even under pressure

Decision-Making Facilitation

Consensus Process Facilitation

When facilitating consensus decision-making:

Ensure proposal clarity:
- Check that everyone understands what is being proposed
- Clarify the timeline and implementation requirements
- Connect the proposal to broader purpose and values
Support thorough discussion:
- Encourage expression of concerns
- Help distinguish between preferences and serious objections
- Look for underlying needs behind positions
- Focus on improving the proposal rather than defending it
Test for consensus:
- Clarify levels of agreement (full support, support with reservations, stand aside, block)
- Make space for expressing reservations without pressure
- Honor blocks based on core values or harmful impacts
- Document any conditions or concerns attached to agreement
Follow through:
- Clearly record the final decision
- Document any implementation details or timeline
- Ensure everyone knows their responsibilities
- Set evaluation points for significant decisions

Other Decision Methods

For situations where full consensus isn’t used:

Consent-Based Decisions:

Focus on whether the proposal is “good enough for now and safe enough to try”
Explicitly invite objections as valuable feedback
Integrate or address objections to improve the proposal
Move forward when no paramount objections remain

Delegation with Parameters:

Clearly define what is being delegated and to whom
Establish boundaries, resources, and reporting expectations
Ensure delegated authority matches responsibility
Create feedback loops for accountability

Meeting Follow-Up

Documentation

Distribute notes promptly after the meeting
Clearly highlight decisions and action items
Include relevant context for those who weren’t present
Make documentation accessible to all stakeholders

Implementation Support

Create systems for tracking action item completion
Check in with people responsible for next steps
Address barriers to implementation
Connect decisions to existing work structures

Process Evaluation

Regularly assess meeting effectiveness
Invite feedback on facilitation
Notice patterns across meetings
Experiment with improvements
Celebrate growth and learning

Special Meeting Types

Large Group Facilitation

For meetings with more than 15-20 people:

Use more structured processes with clear instructions
Incorporate small group discussions
Consider a facilitation team with distinct roles
Utilize visual methods to capture and organize ideas
Plan more carefully for time management

Remote Meeting Facilitation

When meeting virtually:

Select platforms that support your process needs
Build in more explicit engagement opportunities
Use visual aids and shared documents
Create clear participation protocols
Plan for technology challenges
Incorporate more breaks

Community Meetings

When meeting with broader community beyond core members:

Provide more context and background
Clarify decision-making roles and processes
Use accessible language and avoid jargon
Create multiple ways to contribute
Follow up with clear communication about outcomes

Developing Facilitation Skills

Individual Development

Start with co-facilitation to build confidence
Request specific feedback after facilitating
Study the facilitation of others you respect
Practice specific skills in lower-stakes settings
Reflect on your patterns and growth edges

Group Development

Rotate facilitation roles regularly
Debrief meeting processes to build shared understanding
Name and appreciate effective facilitation when you see it
Create skill-sharing opportunities
Develop collective agreements and practices over time

Conclusion

Effective facilitation is both an art and a practice. It requires presence, responsiveness, and a commitment to embodying the values we seek in the world we’re building. By approaching facilitation as a form of service and a practice of liberation, we transform our meetings from necessary obligations into vibrant expressions of the communities we’re creating.

Remember that like any practice, facilitation skills develop over time. Be gentle with yourself and others as you learn, celebrate growth, and remain open to the wisdom that emerges when we gather with intention and care.

Appendix: Sample Meeting Templates

Regular Team Meeting (90 minutes)

Opening circle and check-in (10 minutes)
Agenda review and additions (5 minutes)
Project updates (20 minutes)
Main discussion topic (30 minutes)
Decision items (15 minutes)
Review of action items and next steps (5 minutes)
Closing and appreciations (5 minutes)

Strategic Planning Session (3 hours)

Welcome and centering (15 minutes)
Context setting and purpose review (15 minutes)
Strengths/challenges assessment (45 minutes)
Vision and goals development (60 minutes)
Break (15 minutes)
Strategic priorities identification (30 minutes)
Next steps and implementation planning (15 minutes)
Closing and integration (15 minutes)

Community-Building Meeting (2 hours)

Welcome and introductions (20 minutes)
Relationship-building activity (30 minutes)
Community needs and assets mapping (40 minutes)
Break (10 minutes)
Collaborative project development (15 minutes)
Resource sharing and requests (15 minutes)
Closing and celebration (10 minutes)