It was 15 minutes past the starting time of the meeting and the group’s facilitator was very frustrated.  In spite of having a very full agenda and a whole series of crucial decisions to make there were still three members who had not arrived.  In addition, if the pattern of the past were repeated within 30 minutes of starting the meeting people would begin to excuse themselves and leave.  The people who consistently showed up on time ready to stay for the full length of the meeting were also frustrated.  It was obvious that the group was going to have a hard time meeting its deadlines for completing their work.

 
Characteristics of These Situations

• Group members do not follow the ground rule about arriving on time.
  
  
• Group members do not appear concerned about completion of the group’s task.
  
  
• Group members are getting frustrated with the apparent lack of commitment of others.
  
  
• People complain about the late arrivals and early departures, but take no further action.
  
  
• Conflict within the group is increasing with no resolution.
  
  
• People seem to have a growing number of demands on their agenda that are not encompassed by the group’s assignment.
  
  
• Process for holding group members accountable is not established or consistently followed.
  
  
• People’s priorities may have shifted and this is not reflected in the group’s activities.

What Not to do as a Facilitator

• Wait for the arrival of all the “people who count.”  This obviously means starting late—but hey, what else can you do?
  
  
• When it’s time to end, go overtime without asking.  It anyone has to leave, they should tiptoe out.
  
  
• Just sit around and say nothing to the people who show up on time.  This will only encourage them to come later themselves the next time.
  
  
• When people come late or leave early act as if nothing was happening and just keep going on with the agenda.
  
  
• Keep postponing important decisions because “the key people are not here right now.”

Group Building Facilitator Action

• Start when you say you’re going to start.  (Waiting encourages lateness.)
  
  
• If you must go overtime, call a break so people can rearrange their agendas.
  
  
• If going overtime is recurrent, improve your agenda planning.
  
  
• Create an opportunity for the whole group to discuss the problem instead of continuing the complaining.
  
  
• Review charter and ground rules or talk with the group about creating them.
  
  
• Create opportunities for renewal of people’s commitment to the group.
  
  
• Find ways for the group to support people who have conflicting demands.
  
  
• Use a conflict resolution technique if appropriate.

Other Group Facilitation Methods Course articles