Becoming A Meeting Facilitator

The Career Option

It may not sound an exciting option, but it is just that. Yes, a meeting facilitator is the one who guides an entire meeting to its success and is the back -bone of the planning of an effective event. We will discuss his role in details, but first let us see what qualities he must have to be chosen to act as a meeting coordinator.

Qualities

Proper Educational Background - Yes, this job is a serious one and demands a lot of market knowledge. It also requires good communication skill and quick thinking power, a lot of intellect and a sense of humor. Only proper education can give you these qualities to channelize an effective and planning event for maximum result.

Experience

This is second most important thing. If you are a novice you may not know the general mood, code of conduct and how to best react or cope with an unprecedented situation. With experience and knowledge you will gradually learn how to conduct an effective meeting and planning session. The best way to start off a career in this is to join a good event planning firm.

Conversational and Communication Skill

No, you should not be a good orator, but you must know how to relate with each other, how to make introduction about yourself and how to welcome others. This demands you to be courteous and warm towards your clients and meeting participants. They should feel at ease with the effective meeting and planning environment.

You must not let a discussion end abruptly, and never let a gap in between a speaker's uttered words and other's reactions. But do not be hyper active also.

What You Should Do?

1. When chosen as a facilitator to conduct a planning and effective meeting sessions, you first fix up the agenda of the meeting. The topic and enumerate the possible names of the participants. Or, enlist names whom you think can add color to the meeting positively.

2. Contacting the participants is a big task. Seeking time convenience and permission to register them for the meet requires a lot of communications. E-mails, faxing, phone calls and invitation letters are some of the modes by which you contact and invite the participants.

3. Invitation letter, here, deserves a special mention. This is because, this letter carries important things as meeting agenda, venue, timing, participant' name and speaker's topic. In many cases, you will find that requests for writing speeches have come up to you. While writing them, master the art of capturing the audience with valuable contents, facts and figures. Too much references, often disturbs the basic subject content, hence, avoid those.

4. Using presentations can be an useful instrument in conveying one's thought at the meeting. Planning an effective meeting requires careful selection of vendors providing technical assistance, catering services, emergency support services etc. It is best to have a network of business associates in place before.

5. A company requires arranging of complimentary gifts often. In this case, being a meeting facilitator, you can be asked to give ideas for gifts. This creates a good brand image for the company. Planning effective meetings also require you to be a good event manager. Choosing event venue also needs to be planned beforehand. You must easy access to the airports, train stations and other commuting facilities.

A customer care attitude always wins!

A meeting facilitator should be impartial and not influenced by any political groups, special interest forums or any extreme groups. Religious thoughts and other personal things should be kept a distance, while communicating or encouraging for small group talks. While planning your career for an effective meeting and planning facilitator, get attuned to the corporate world.

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