Facilitating a meeting is a big responsibility that requires intricate planning if it is to be a success. Everything from the refreshments to how the room will be set up must be right so that the experience for the attendees is pleasurable, as this will make them more receptive to the points raised at the meeting. As our friend Bill finds out below, however, things can go very wrong indeed.

It was the first time Bill had facilitated at a meeting. Of course he was nervous but he thought he had everything planned to perfection. Unfortunately for him, this was far from the case and things went wrong from the start.

When Bill arrived at the venue, the caretaker, who had set up the room, pointed out that perhaps theatre style was not the best way to arrange the seating as there were only twelve attendees expected. A U-shape with tables would have been afar better option.

TIP: Set the room up in a manner that is compatible with the number of attendees expected.

Just before the meeting was about to begin, Bill noticed that the pens for his flip chart presentation had dried up. He had to drive to the shop for some new ones just as the attendees began to arrive.

TIP: Thoroughly check all equipment well in advance.

With Bill absent the attendees had nothing else to do but talk among themselves. Bill finally returned with the pens to a chorus of chatter and irritated attendees looking pointedly at their watches.

TIP: Be sure to start the meeting on time.

Bill did have an agenda but he failed to stick to it as interruptions and questions from the audience directed the thrust of the meeting away from the set agenda and Bill was too weak- willed to steer it back. With no agenda the meeting simply drifted aimlessly with no purpose.

TIP: Set an agenda and stick to it.

As the meeting drifted, a minor issue that had been discussed by two opposing parties deteriorated into an ill-tempered war of words. Again Bill lacked the strength to quell the conflict and it became quite heated. This created a very uncomfortable atmosphere for the rest of the attendees

TIP: Do not allow conflicts to get out of hand.

Things got worse later on when the attendees realised that there was going to be little or no interaction at this meeting. By this point Bill had lost his audience and some began chatting among themselves.

TIP: Encourage participation from attendees from early in the meeting.

As disgruntled attendees chatted among themselves, some actually discussed the issues that were supposed to be aired at the meeting. This created several sub-meetings where attendees chattered away while Bill tried in vain to restore order.

TIP: Assert your authority as facilitator.

Because of the breakdown of the meeting, it overran its scheduled time allocation by almost half an hour. This made the whole experience even more miserable as attendees just wanted to leave.

TIP: Stick to the time you have set for the meeting to last.

The meeting finally ended with nothing being achieved. The attendees simply filed out feeling flat and totally uninspired by a meeting that had been a disaster from the start. Bill packed away his flip chart with a heavy sigh.

TIP: Don't facilitate a meeting like Bill.