Fiona Plunkett, Nucleus Global, UK; Eleanor Raynsford, Ipsen, UK; Todd Parker, MedThink SciCom, USA
(The views and opinions expressed are those of the authors and do not necessarily reflect the official policies or positions of Nucleus Global, Ipsen, or MedThink SciCom.)
Email your questions and comments on this article to TheMAP@ismpp.org.
FOCUS: Meetings serve as vital platforms for collaboration and discussion as well as ensuring key decisions are made for aspects critical to successful publication planning.
THE FACILITATOR: Fundamental to ensuring successful outcomes of any meeting is the role of the facilitator. Their role is crucial to guide discussions, ensuring active and full participation of all attendees, and to achieve the meeting objectives.
PREPARATION & DELIVERY: This is the first of two articles that will provide tips and insights into running a successful meeting. Initially, in this article, we look at preparation and what a facilitator should focus on to ensure success. The second article provides tips and tricks on leveraging meeting format, driving active engagement, and building a repertoire of meeting facilitation techniques and skills.
What is the role of a meeting facilitator?
The meeting facilitator serves as the orchestrator of productive discussions and efficient decision-making processes. They create an environment conducive to open communication, constructive dialogue, and collaboration among participants. By managing dynamics and fostering engagement, facilitators help maximize the value derived from meetings, making them indispensable for the various stakeholders across the publications team.
What sort of meetings need facilitation?
Meetings come in various forms, each serving distinct purposes and requiring tailored approaches to facilitation.
REMEMBER: If you are recording the meeting, make sure you have the appropriate permissions!
What are the different roles?
Within meeting facilitation, there are different roles that involve specific responsibilities and skill sets.
Case Study: Prepare for a meeting to discuss the data from a phase 3 trial. How would you assign the roles?
- In this case, the Chair would be either the primary investigator (PI) and/or the medical/publications lead from the trial sponsor. The Chair would be key to driving the agenda, including with clear objectives, and ensuring the outcomes were communicated to attendees. It would be key for the chair and facilitator to meet before in order to ensure alignment and effective management of the meeting.
- For the facilitator, this person can come from the broader pool of people and does not have to be involved in the trial. The facilitator could be from an agency or the wider cross-functional team, including the publications lead. Working with the Chair, the facilitator is key to ensuring a smooth running of the meeting, allowing all attendees to have a voice and keeping everyone on track.
- Attendees of this meeting would be the trial steering committee (if applicable) or the lead study investigators, usually those already identified as authors on key publications. In addition, key stakeholders from the sponsor, such as a statistician, safety experts, etc., may also attend.
- Attendees can be assigned supporting roles, such as breakout group lead and minute taker. Agency staff are more likely to provide technical support for the meeting.
Be prepared!
Effective meeting facilitation begins long before participants gather in the conference room or virtual space. Preparation is key to setting the stage for a productive and meaningful scientific exchange of ideas.
THIS INCLUDES:
KEY TAKEAWAY: Mastering meeting facilitation is no easy feat—it requires a blend of strategy, skill, and a touch of magic. By understanding the nuances of different meeting types, roles, and preparation techniques, facilitators can transform mundane gatherings into dynamic exchanges of ideas and solutions. So, whether you’re a seasoned pro or a budding facilitator, always remember that with the right approach, every meeting can be a successful collaboration.