Meeting Facilitator
PURPOSE
Meeting Facilitators help ensure that WE Share gatherings — whether governance, planning, or public-facing — are productive, inclusive, and aligned with kaupapa.
Their primary responsibility is not to lead or influence decisions, but to create conditions for trust-based, clear, and participatory dialogue. This role supports rhythm, flow, clarity, and process integrity.
RESPONSIBILITIES
- Ensure that key decisions, follow-up actions, and open questions are accurately recorded — either directly or by coordinating with a designated notetaker
- Confirm that outcomes are shared with relevant parties (Governance, Comms, Working Groups) after each meeting
- Assist in tracking action items between meetings to ensure continuity and clarity
- Prepare and guide the flow of governance, coordination, or decision-making meetings
- Help clarify purpose, agenda, roles, and timeframes at the start of each session
- Ensure participants are heard and decision-making processes are upheld (e.g. consent-based or advisory processes)
- Manage tone, energy, and equity of participation
- Flag unresolved tensions or governance issues for escalation when needed
- Support transparent documentation of outcomes and actions (via Comms or Governance roles)
- Coordinate with Values Stewards when meetings involve sensitive topics
ATTRIBUTES & COMPETENCIES
- Skilled listener and process-neutral communicator
- Familiar with group dynamics, facilitation, or consensus-based methods
- Calm, focused, and able to balance structure with flexibility
- Respectful of time, roles, and cultural context
- Committed to community safety and inclusivity
STRUCTURE & SUPPORT
- May be supported by a designated meeting scribe, documentation facilitator, or shared Comms team member
- Standardized templates available for action items, attendance, and session summaries
- Can be nominated sessionally or serve recurring facilitation roles
- Works alongside Governance Circle, Communications, and Values Stewards
- Training, agenda templates, and escalation protocols provided
- Encouraged to debrief complex meetings and refine practices with others
HOW TO EXPRESS INTEREST
If you’re confident in your ability to hold process — not push outcomes — express your interest via the [WE Share Contact Form] and select “Meeting Facilitator.”
Support is provided. You don’t have to be perfect — you just have to show up with respect and responsibility.