Our Meeting Facilitation Process

Step 1: Initial Contact

• Prospective client calls Facilitation First to identify if their needs can be met
• Facilitation First asks various high level and logistical questions to determine if there is a fit and to assist the client in further defining their need
• A rough estimate of fees based on this initial understanding of purpose are emailed to the client

Step 2: Defining the Contract

• Consultant/facilitator speaks with key client to discuss needs, define background and outcomes to ultimately arrive at a clear meeting purpose
• Facilitation First creates and submits a formal proposal to the client including:
  • understanding of the client’s need in light of background information provided
  • methodology, which may include further scoping with other stakeholders, implementation phase(s) and follow-up process(es)
  • formal quote of fees for research and development and facilitation services, etc.
  • consultant and client roles and responsibilities
  • sign-off section

Step 3: Pre-Meeting Logistics and Session Development

• Consultant/facilitator conducts:
  • all pre-meeting requirements as listed in methodology
  • all meeting design and materials prep (PowerPoint deck, handouts, manuals, etc.)
• Client works with consultant to define logistics; client follows through on resulting requirements (i.e. room bookings, food and refreshments, A/V supplies, notifying and booking appointments for data gathering, etc.).
• Final meeting design is ratified by the client

Step 4: Meeting Facilitation

• Facilitator arrives early to ensure room set-up, A/V, and all materials are in place
• Facilitator conducts the meeting as described in his/her process notes and agreed to by client
• Facilitator frequently checks in with the client to determine progress and design changes if required

Step 5: Follow-Up

• Determined by the client and could include:
  • transcribing all flipchart info into a final report
  • conducting feedback sessions with stakeholders to build buy-in to the results

“We have found Facilitation First extremely easy to work with. In retrospect, not only did Michael meet our criteria but surpassed it considering the number of people he had to facilitate through multiple collaborative exercises to help build consensus.

We have found Michael demonstrates a high level of integrity, following through and delivering on what he says he is going to do. His dilligence and commitment fostered a new skill in our organizaiton and eased the complexity of the planning process.

I would highly recommend using Michael should your organization be engaged is strategic planning, corporate interventions requiring people’s input, decision-making or problem solving.”

Elizabeth Mills
President & CEO
Ontario Service Safety Alliance