Should You Run That Meeting? How to Decide if You Need an External Facilitator or if You Can DIY

Should You Run That Meeting? How to Decide if You Need an External Facilitator or if You Can DIY

It’s no secret that many meetings fall short of their potential…

• A whopping 72% of meetings are ineffective
• U.S. businesses lose $37 billion annually to unproductive meetings.
• Employees spend an average of 31 hours per month in ineffective meetings.

As a leader or manager, you’re often faced with a dilemma: should you facilitate yourself, or bring in an external facilitator? Here are some key considerations to guide your decision.

When to use internal facilitators

Many meetings are best facilitated by an internal team member rather than an external consultant. Of course, this assumes the team member is trained in core facilitation skills, which many are not. For team leads, managers, and leaders, developing these skills brings added benefits. Not only will you improve the quality of meetings, but you’ll also enhance team building and foster a more inclusive, participatory environment. Facilitation is, in many ways, a leadership skill, encompassing presence, active listening, and the ability to encourage creative thinking.

Leverage your trained internal facilitators for meetings where:

• The topic and team dynamics are familiar: For example, the meeting involves routine topics, like a project check-in or straightforward decision-making, and you understand the team’s personalities and dynamics.
• The stakes are relatively low: In lower-stakes meetings, such as brainstorming sessions or casual strategy talks, where the conversation won’t drastically affect the organization or people’s roles, internal facilitation can save time and resources.
• There is a high level of trust within the team: For teams with strong trust and psychological safety, internal facilitation works well. A close-knit team accustomed to candid conversations may not need the neutrality of an external facilitator.
• A deep understanding of organizational context is valuable: Sometimes, a nuanced understanding of the organization’s culture, challenges, and goals is critical, making an internal facilitator more effective.

When to consider an external facilitator

• You want everyone to be able to fully participate: One of the most compelling reasons to hire an external facilitator is when you, as the leader or organizer, want to participate fully in the meeting. Facilitation requires multitasking – structuring discussions, managing time, keeping everyone engaged, and steering the conversation. An external facilitator enables you to focus on the content of the conversation rather than the process.
• You need a fresh perspective: An external facilitator brings an outsider’s view and can often identify patterns or opportunities that those too close to the situation might miss. They can challenge assumptions and spark creative thinking by asking questions insiders wouldn’t. A skilled facilitator can also introduce new meeting structures or activities that unlock innovation. By creating a “temporary alternative universe” with its own rules and systems, new thinking and deep collaboration become possible.
• The discussion is high stakes or sensitive: For difficult conversations, high-stakes decisions, or situations with potential for conflict, a neutral party is invaluable. An external facilitator brings an unbiased perspective, keeping the group focused and ensuring everyone is heard.
• You are bringing together a large group or cross-functional team: Managing large groups or cross-functional teams requires experience and the right tools. An external facilitator can navigate group dynamics, ensure everyone contributes meaningfully, and help break down silos across departments.
• You lack internal facilitation skills: If your team lacks facilitation skills, hiring an external facilitator ensures a well-run meeting and can serve as a learning opportunity. At OPG, we often draw attention to techniques that the group can adopt to increase meeting effectiveness and support ongoing team-building efforts.

Striking the Right Balance

The choice between internal facilitation and hiring an external facilitator isn’t always an either/or decision. Many organizations benefit from a hybrid approach:

• Use external facilitators for high-stakes meetings like strategic planning or major change initiatives.
• Facilitate routine meetings yourself.
• Consider having an external facilitator train your team in facilitation skills to expand your internal capabilities.

The goal is to create productive, engaging, and effective meetings. Whether you choose to facilitate internally or hire external help, the key is to make a conscious choice based on the situation’s specific needs.

Best Practices for Hiring an External Facilitator

If you decide that hiring an external facilitator is the best option, keep the following in mind:

• Choose a facilitator with relevant experience: Make sure they’re familiar with your industry or the type of session you’re planning, whether it’s team-building, conflict resolution, or strategic planning.
• Clarify roles and responsibilities: Make sure you and the facilitator have a clear understanding of who will manage key tasks beyond agenda design and facilitation, including logistics (e.g., venue selection, food, materials, etc.) and post-meeting follow-up (e.g. next steps and notes).
• Identify your desired outcomes: Be prepared to share your response to the question – “What do you hope the group will have achieved by the end of the session?” Consider what you hope attendees will feel, think, and be ready to do as they leave the room.

Concrete Tips for Making Your Decision

1. Assess the stakes: If the outcome of the meeting will significantly impact your organization’s future, consider an external facilitator.
2. Evaluate complexity: For particularly complex issues or when specialized techniques are needed, an external facilitator may be better equipped.
3. Consider group size: For meetings with more than 10-15 participants, an external facilitator can better manage dynamics and keep discussions productive.
4. Analyze internal capacity: If you or your team don’t feel confident in handling certain meetings, bring in an expert.
5. Look at your schedule: If you’re too busy, outsourcing facilitation can free up your time to focus on other priorities.
6. Check your budget: Weigh the cost of hiring a facilitator against the potential value they could bring. For important meetings, the investment often pays off in better outcomes and time saved.
7. Try a pilot approach: If unsure, hire a facilitator for one key meeting and evaluate the results. This can inform your decisions moving forward.

Questions? Reach out to OPG’s facilitators at info@orgpg.com.