How to Play the Host Role

Two roles are required for an outstanding workshop or retreat—the host and the facilitator.

You are the host, and your role includes the following:

  • Kick off the workshop with a heartfelt welcome. (See #2 for How to Begin)

  • Be an active participant, but don’t dominate the conversation.

  • Be curious to learn and trust the process—no need to shut down ideas or recommendations; the process will take care of it.

  • Should the conversation feel like it’s going in the ditch and Jeff notices, be sure to give him a look and or ask for a quick break.

  • Give Jeff feedback or any adjustments you want him to make during the breaks.

  • Jeff will hand you back the baton at the end of the meeting, so be prepared to end the meeting well. (See #3 Conclude with Heart)

How To Begin The Meeting With Inspiration

Jeff will check in with you just before the meeting begins to ensure that both of you are ready to begin. He will then give a “two-minute warning” to the group, letting them know the meeting is about to begin.

When the two minutes have passed, you will welcome the group and start the meeting. Plan on 5-10 minutes of speaking in front of the group.

Here are three things you should address when kicking off the meeting:

  • What is the “why” for this meeting? (Set the context — Connect us to the bigger picture)

  • Why do you believe the best people are in the room? (Lead with gratitude)

  • Why did you want Jeff to facilitate this meeting for you? (Transition to Jeff)

When done with your speech, you will metaphorically hand Jeff the baton and become a participant. He will take the lead for the rest of the workshop and check in with you regularly to make adjustments as needed.

How to Conclude The Meeting With Heart

Near the end of the meeting, Jeff will announce to the group that “we are heading for the close.” This is your signal that he is wrapping up the meeting and will soon pass the baton back to you to share your final thoughts.

How the meeting will close:

  1. Jeff will announce to the participants that “we are headed for the close.” This is your signal that he will hand back control of the meeting to you.

  2. Jeff will lead one final activity for the participants (e.g., Ask each person to say what is most useful to them?)

  3. He will share observations, talk about what happens after the workshop, tell a brief inspirational story, and thank everyone for their participation and contribution.

  4. You will take back the baton and conclude the meeting.

What you should say to conclude the meeting:

  • Thank the participants for investing their time and energy (Validate their effort)

  • Call people by name and recognize their specific contributions.

  • Share from the heart why you believe in this team and how the work we did today will make your organization better.

What to avoid saying at the end of the meeting:

  • Sarcasm or jokes of any kind

  • Housekeeping items

  • Introducing new topics

  • Skepticism about the effectiveness or productivity of the meeting

  • Time cards, parking, telling folks to go back to the office

👊 The ending is how everyone will remember the meeting. No matter what, we want to end the meeting in an upbeat way. Plan ahead, create notes, and conclude the meeting with heart.