What's the Difference Between Managing and Facilitating a Business Meeting?
- JD Solomon
- Aug 1
- 3 min read
I was recently asked on Wednesday to review an agenda for a meeting on the following Tuesday. The meeting involved two technical teams, their consultants, and senior administrators from two organizations. On Thursday afternoon, I was asked to “facilitate the discussions.” As an accomplished facilitator, I asked myself, “Is facilitating at the last minute possible?”
Facilitation Defined
Facilitation is defined as a structured session(s) in which the meeting leader (the facilitator) guides the participants through a series of predefined steps to arrive at a result that is created, understood, and accepted by all participants.
Key concepts include:
Guides the participants
Predefined steps
Created, understood, and accepted
By all participants
The Problem Most Managers Have
The problem most managers have is that they believe they are facilitators, too.
After all, managers lead meetings all the time and meetings have agendas. Plus, one way or another, the meeting results are accepted by all.
(By the way, the preceding paragraph was all tongue-in-cheek)
CATER
CATER is a mental model that helps you move from good to great facilitation. CATER also defines the essential elements of helping determine what constitutes facilitation and what constitutes leading (or managing) a business meeting.
CATER stands for:
Communicate in pre-session exchanges.
Ask powerful questions.
Anticipate Trouble.
Use engaging Exercises.
Manage the Rhythm.
Pre-Session Exchange
A pre-session exchange involves the facilitator (session leader) collecting information from the participants before the facilitated session. The exchange usually occurs via face-to-face interviews, phone interviews, or online surveys. The pre-session exchange should be planned and structured in a manner equal to planning and structuring the main session.
Ask Powerful Questions
Powerful questions lead participants to active thought, debate, and compelling results. Weak questions do the opposite. Introductory questions and clarifying questions are the two major classes of powerful questions.
Anticipate Trouble
Disruption is a reality. Trouble will occur. Great facilitators embrace the reality of disruption and are prepared to navigate challenges.
Engaging Exercises
Engaging exercises are what draw favorable attention or interest. Some synonyms for engaging make the point better: alluring, appealing, captivating, charismatic, enchanting, entrancing, fascinating, glamorous, magnetic, and seductive. From experience, a facilitated session can achieve its outcomes if its exercises rise to the level of engagement.
Manage the Rhythm
Whether a single or multiple sessions, “ups” and “downs” will occur during the facilitation process. Like many things in business and life, the lowest points are followed by the highest. Experienced facilitators understand this. Great facilitators look for and can spot subtle changes in tempo and attitudes. All facilitators must master the rhythm and timing associated with group dynamics.
Use CATER to Facilitate Business Meetings
Understanding what facilitation is and the elements of CATER provides the foundation for guiding participants to solutions that are created, understood, and accepted by all. Is it possible to facilitate at the last minute? Not really. But look for a follow-up article on how I attempted to do it in this case.
Communicating with FINESSE is the not-for-profit community of technical professionals dedicated to being highly effective communicators and facilitators. Learn more about our publications, webinars, and workshops.
CATER is discussed more in "Facilitating with FINESSE: A Guide to Successful Business Solutions." The book applies CATER to ten commonly facilitated business applications, ranging from risk assessments, business cases, failure analysis, and strategic plans. Move your facilitation from good to great by CATERing to participants!