How to Run Effective Meetings and Workshops

How people interact in groups is an enduring subject of interest for me. I've been conducting qualitative research for more than twenty years, and an essential part of the job is ensuring that people in focus groups and workshops share their views openly and respectfully. I have also been running groups for new mothers for more than a decade now. Group dynamics here operate very differently, but must be carefully managed too.

The Women’s Network is a platform for exchanging information and experiences. One of our aims is to promote deeper and wider participation of women in all aspects of their careers. With this in mind, the Women’s Network Steering Group agreed that it would be valuable to offer a session on running effective meetings and workshops. There are lots of tools and techniques we can draw upon, but group dynamics also come down to people and power relations. Women can find themselves undermined in meetings – and the workplace more generally – by bias and stereotyping, which can be exacerbated by other factors such as race and age.

Our session ‘How to Run Effective Meetings and Workshops’ took place online on 2 May. We looked at the essentials of effective meetings, the role of the meeting facilitator and how group dynamics can work well (or not). We also spent some time discussing dealing with difficult situations. We received some helpful feedback in advance of the session of what people wanted to talk about. These included “tips and advice for handling a difficult non cooperative group, helping them to reach consensus”, “maintaining participants’ attention, especially in online meetings and workshops” and “gain some practical advice on what to do if you are being undermined.”

Attendees were from a range of roles, sectors and career stages; and our discussions were all the better for that. I would have loved to have had more time to explore all the issues that were raised. I hope this is a topic the Women’s Network can return to in the future, perhaps at an in-person event next time.

In the meantime, I’d highlight that there is lots of interesting research on group dynamics. A good starting point is Group Processes: Dynamics with and Between Groups (3rd Edition) by Rupert Brown’s and Samuel Pehrson (2019, Wiley-Blackwell).

From a more practical perspective, there some good resources online for meeting/workshop techniques such as warm-ups, energisers and generating ideas. We can also learn a lot from watching other people in the workplace. I would suggest observing what meeting leaders do to build group cohesion, keep discussions focused but flexible and how they deal with difficult behaviours. Or not, as the case may be!

I’d also recommend keeping an eye out for public examples of group facilitation. Mishal Husain recently provided a masterclass in moderation in the seven-way BBC TV election debate with leading political figures. She was composed, firm and very much in charge.

Last but not least, please let us know if you would be interested in running a session for the Women’s Network on any element of working life. I cannot stress enough how rewarding it is to share thoughts and experiences with other St John’s women. Please email women@sjc.ox.ac.uk to get in contact.

Alex Bollen (1991, History) is part of the WN Steering Group and has many years’ experience facilitating groups and workshops. Alex is a self-employed research consultant who has worked with a wide range of clients over the years, including companies such as Spotify to Ipsos. She is currently contracted by the UK government to provide training in qualitative research. Alex is also an NCT Postnatal Practitioner and her first book, on motherhood, is due to be published by Verso next year (see: https://www.mooball.co.uk/about).