A meeting where everyone knows why they are there moves much faster. Giving people clear roles stops one person from chairing, taking notes, watching the clock and arguing their own case all at once, which always comes at the expense of one of those jobs.
This wheel hands out the most useful meeting roles, with each one’s job and the moment they come in. Rotating roles from one meeting to the next has another benefit: everyone finds out what it is like to chair or take notes, and becomes a more considerate participant.
How to use it
- Before the meeting, decide how many roles to assign: three is enough for four to six people (facilitator, timekeeper, note-taker).
- At the start, spin once for each participant; if a role that is already taken comes up, spin again.
- Each person reads their brief aloud so the others know what they are allowed to do.
- At the end, take a minute for each role holder to say what worked and what they would change.
All the options
- Facilitator
- Opens by restating the goal and the agenda, then moves through the items one by one. Keeps their own view on the substance until the end, once everyone else has spoken.
- Timekeeper
- Puts a timer where everyone can see it and gives each agenda item a time box. Warns two minutes before time is up, then asks whether to extend or decide.
- Note-taker
- Records only decisions, actions and owners, without transcribing the discussion. Sends the notes out within an hour of the meeting.
- Devil’s advocate
- Deliberately argues against whichever position is emerging, to test how solid it is. The role is announced to everyone so their objections are not taken personally.
- Parking lot keeper
- Writes down interesting but off-agenda topics separately, so they are neither lost nor allowed to derail things. At the end, proposes a next step for each: another meeting, a quick message or dropping it.
- Speaker queue manager
- Keeps the list of people waiting to speak and calls on them in order. Invites anyone who has not spoken yet by name, especially on video calls.
- Summariser
- Sums up each decision in one sentence before moving on: “So, if I have understood, we have agreed that…”. Misunderstandings surface right then, not three weeks later.
- Action tracker
- Checks that every agreed action has a name and a date. Opens the next meeting by running through the actions from the last one.
- Observer
- Stays out of the discussion and watches the dynamics: who talks, who stays quiet, where things get stuck. Shares two or three factual observations in the last five minutes.
- Focus keeper
- Politely steps in as soon as the discussion drifts from the goal set at the start: “Does this help us decide?”. Works hand in hand with the parking lot keeper.
- Voice of the absent
- Speaks for those who are affected but not in the room: customers, users, a neighbouring team. Before every decision, asks “What would they think?”.
- Naive questioner
- Is allowed to ask what every acronym and every “obvious” point means. Forces experts to speak plainly, which helps newcomers most of all.
- Video call host
- Handles screen sharing, links, microphones and the chat. Reads out questions typed in the chat so nobody gets left out.
- Energy keeper
- Suggests a five-minute break after an hour and speaks up when the group starts to lose focus. Can propose a quick stand-up round to bring attention back.
- Fact checker
- Checks figures and dates as they come up, or notes what needs checking afterwards. Makes sure no decision rests on a hazy memory.
Frequently asked questions
What are the essential roles in a meeting?
A facilitator, a timekeeper and a note-taker. With more than eight people, or when the meeting has to reach a decision, add an action tracker and a parking lot keeper.
Who should facilitate a meeting?
Not necessarily the manager: a facilitator with no stake in the outcome tends to share speaking time more fairly. Rotating the role also builds everyone’s skills.
What is the difference between minutes and an action log?
Minutes record the discussion; an action log keeps only what was decided, by whom and by when. For most team meetings, the action log is enough and can be read in a minute.
How can you make meetings more productive?
Send the agenda and goal in advance, limit the length and the number of attendees, assign roles and finish with the list of actions. A meeting that produces neither a decision nor an action could often have been a message.