Meeting Facilitation or Leadership – Pick One

When your team is planning for a major meeting like a strategic planning session, a big decision-making or yearly meeting, it requires planning, research, and pre-work. As a leader, you know the issues and you know the people, so it can be tempting to facilitate the meeting yourself.

However, have you ever wondered what possibilities could open up if you had the opportunity not just to run the meeting but also to contribute to it?

Leading a meeting and contributing to a meeting are two different roles because they require different mindsets, responsibilities, and focus. Trying to do both at once usually means doing neither well.

Here’s why Meeting Facilitation and Leadership are different:

1. Focus of Attention: When you are leading a meeting, you are focused on the process. From keeping an eye on the agenda and keeping things moving to encouraging engagement so that everyone is heard, to navigating conflict (even when it is with you). However, if you have a facilitator, you can be a contributor who is focused on the content. You get to share ideas, respond to others, and participate in the discussion without having to worry about the process. It’s hard to fully listen and think creatively while also watching the clock, keeping track of side conversations, and steering the group.
2. Neutrality vs. Advocacy: Especially when you are in a big discussion that impacts your company, as a leader, you have opinions; it’s hard to be neutral when it is your business. Facilitators stay neutral and help make sure all the voices in the room are heard. Whereas if you are a contributor to the meeting, you can more easily share your perspective and challenge ideas – it is hard to be both facilitator and contributor at the same time, as it is unclear if you are guiding the meeting or pushing an agenda.
3. Authority Changes Group Dynamics: It is a simple fact that when you are a senior leader, your presence shifts the tone. Add to that, when you lead a meeting? Depending on the people on your team, it can lead to them deferring to you or filtering their input. A facilitator can help your team feel more comfortable engaging in dialogue and sharing their voice.
4. Cognitive Load: Managing meetings well takes effort. You aren’t just managing the schedule, keeping track of the agenda, and stopping discussions from going circular. You are managing the energy, engagement, and trying to get to outcomes. Trying to do that while contributing meaningfully can lead to either dominating the meeting or not contributing enough.

If the meeting really matters, permit yourself not to run it. Bring in a facilitator so you can lead by example—by listening, contributing, and collaborating.

Need to play an active role in your next big meeting? Don’t try to do it all yourself.

At X5 Management, we specialize in meeting facilitation that helps leaders lead by creating the space for meaningful dialogue, clear decisions, and shared commitment. Whether you’re planning a strategy session, a stakeholder discussion, or a leadership retreat, we can help guide the process so you can focus on what matters most.

Let’s connect to talk about how meeting facilitation can support your team’s next step.

Author: Lenora Thomas 
Lenora Thomas is Director of Operations & Innovation at X5 Management, with deep experience in customer success and team leadership. Read more about Lenora Thomas.