Today’s Morning Buzz is brought to you by Madeliene Hernandez, Deputy Director, Innovation & Performance for the City of Seattle, currently residing in Kingston, WA a.k.a. “little city by the sea.” Connect with Madeliene on LinkedIn.
- What I’m reading: Modern Friendship by Anna Goldfarb.
- What I’m watching: Just finished Wayward on Netflix – creepy!
- What I’m listening to: Back on 74 by Jungle on repeat.
- What I’m eating: It’s soup season! Try this one.
- A hobby I enjoy: Love cycling, recently discovered e-bikes.
- What I’m working on: Currently working on project called Youth Connector.
Nearly 15 years ago, I was the college student who cried during presentations. Public speaking? Total nightmare. But fast forward to today, I lead meetings with confidence, and it all started with a facilitation training that changed everything.
Early in my career, I worked in community philanthropy and eventually found myself running team meetings. That’s when I realized good facilitation isn’t just winging it, it takes prep, intention, and participation. A training with the Interaction Institute for Social Change gave me the tools (and confidence!) to lead with purpose.
Why Do We Even Meet?
Meetings can be powerful when done right. Some key reasons to gather:
- Build relationships
- Train or team-build
- Gather info.
- Co-design
- Build consensus
- Make decisions
- Reflect and learn
But no matter what the purpose, always have an agenda. It shows respect for people’s time (and public resources) and sets the tone. No agenda? Ask for one or help create it!
My Go-To Agenda Prep Checklist:
- What kind of meeting is this?
- What format is needed? If in person, how should the room be laid out?
- What’s the goal – input, decision, or just sharing info?
- Who needs to be there and why?
- What materials should be prepped or shared?
- What questions will move us from talk to action?
- What are the next steps, and how will we follow up?
When all is said and done, my agenda usually ends up looking something like this:
Meeting Agenda| <insert meeting name here>
Prep
- <Insert any prep items you expect participants to do in advance of the meeting and include any document links>
Goals
- <Insert any goals you have for the meeting including any decisions that need to be made>
xx.xx.25 Meeting Agenda
5 mins – Check-in
Outcomes:
Meeting Notes:
20 mins (Facilitator) – Topic 1
Outcomes:
Meeting Notes:
20 mins (Facilitator) – Topic 2
Outcomes:
Meeting Notes:
5 mins (Facilitator) – Next Steps
| Action Items | Owner | Due by |
After the meeting, I send notes, decisions, and next steps. I snap pics of sticky notes (Post-It app is great!) and reassess recurring meetings to keep them relevant and connected.
Why Facilitation Matters
Facilitators hold the power to shape the tone, flow, and outcomes of meetings. I learned to embrace that role, making meetings engaging, inclusive, and productive. Even now, I lean on those mental models to guide my prep and keep things on track.
Not the Facilitator? You Still Matter.
Here’s how to support great meetings:
- Ask for or help build the agenda
- Do the prep and follow-up
- Show up on time and engage
- Offer to take notes or track time
- Help lift quieter voices
- Support the facilitator if things go off track
Tools & Trainings I Love:
- Interaction Institute for Social Change – great team trainings, particularly focused on equity
- Results-Based Facilitation – sharpens focus on outcomes
- MURAL, Miro, Jamboard – for online collaboration
- My facilitation kit: Post-Its of various sizes, Sharpies (I love Prang Markers, too!), notecards, fidget toys, blue painter’s tape (trust me), scissors, and more
Whether you’re leading or participating, you play a role in making meetings better. And with so many AI tools to help shape agendas and digital collaboration platforms, there are really no excuses for bad meetings. With the right tools and mindset, meetings can be energizing, effective, and even fun.
Let’s make every meeting count for public good. Happy facilitating!