Effective Meetings: The Magic of Metaphors

One of the secrets to a great meeting is creating a vivid and resonant shared understanding of both the meeting purpose and intended outcomes.

In my work I have found that using metaphors to describe and facilitate meetings can break through the daily noise and distractions.  Once people have responded to a vivid image it is harder to forget or get distracted from the purpose at hand.

For example, people often use the expression “herding cats” to describe what it is like to get everyone available at the same time/place for a meeting.  When we hear that expression, we have an instant empathy for the organizer who is dealing with everyone’s unruly schedules and lives.  We all “get” how hard it is to assemble people (virtually or in person).  The organizer is trying to get everyone’s attention and to persuade each person that the meeting is worthwhile and important enough to justify their time and attention...no easy task.  The “herding cats” imagery is both humorous and critical.  It bites a bit.  But once we see the image in our minds, we can be more appreciative of the effort to convene and therefore be more responsive.  As the saying goes:   you cannot “unsee” it!

When it comes to a specific meeting it helps to create a metaphor that can enrich the stated purpose and outcomes.   For example, the narrative statement might sound like this:

The purpose of this meeting is to explore options for changing the image and impact of our client outreach services.  This is an interdepartmental meeting because client services affect all other areas of our mission and operations, and we need ideas from all parts of our organization.

Once stated in the language and norms of your organization then you might follow-up the “official” purpose statement with something more colorful. You might say AND illustrate with a sketch or photo:

At this early stage this meeting will be like an open marketplace of ideas to push our imaginations and boundaries.  Think Istanbul Market!  Or the best local Farmer’s Market on a sunny day!  We will be exploring!

Without forcing the metaphor, you could organize your meeting opening/introductions around the metaphor. 

For example: Use a minute or less to tell us your name (if needed) and share an experience when market-browsing helped you to find a thing or idea you didn’t even know existed.

You could even improve your facilitation by offering the metaphor to the group at crucial times: For example, let’s set up the walls as market stalls.  Let’s post as many ideas as we can that describe our options appropriate for each of the “stalls”?  Or ask: what transaction would be necessary to achieve one of the ideas?

Do not overplay the metaphor (you’ll hear the snickers) but feel free to use it to intensify insights and to check if everyone shares the core understanding.

One of the metaphors that the SWIM team uses frequently is the imagery of a two-wheel bicycle--a miracle of engineering and energy flow!  Uncannily simple the bicycle illustration instantly transmits concepts about balance and interfacing energy.  Most often SWIM uses the bicycle to illustrate that organizational missions sometimes have two indivisible parts (the wheels) held together by essential mechanics (the frame, handlebars, pedals, brakes, seat).  The bike does not “go” unless the two wheels are moving together and at balanced velocity and force.

We have used this metaphor mostly with public philanthropy (community foundations; women’s fund/foundations).  In public philanthropy the mission (social change/justice etc) must be equally matched by resource development.  One does not really succeed without the other.  This is often a hard concept to grasp in the abstract and most people want to hang onto the notion that the substantive mission dominates and is served by the funding.  But if you are building a “foundation” the amassing of financial resources and educating donors is as much the mission as the social change.  It just does not work if you try to do one without the other. The interdependent energy dynamics of the bicycle help to communicate that relationship. It would apply equally well to many other organizations--for example one that provides services and advocates for policy change; do you feed somebody or prevent hunger?  Or both!   If a mistaken notion of dividing a double mission stays in place it can become difficult for the group to get the essence of their own organization which then makes it difficult to think or plan.

In my experience a meeting can be transformed once the group grasps the bicycle and what it means for the interlocking nature of their mission/purpose.  Visually seeing the bicycle, tapping the memory of riding a bicycle, and awakening the pleasure of bike riding helps a group to have the “aha” that is so important.  This moment of establishing a shared concept--especially when it goes beyond the immediate assumptions--is like magic in a meeting.  You can feel the energy shift and intensify as everyone feels that an important concept has been set free and opens an opportunity to work more effectively on solutions. A visual metaphor can make the difference.

In the midst of a meeting you may often feel that you are still herding the cats or worse you can feel like you are trying to keep order in a street riot; or that you are trying to awaken the group from a slumber.  A good metaphor can enliven a meeting.  When everyone “gets” the concept the facilitator can feel the alignment of purpose and commitment begin to shift.

“One of the secrets to a great meeting is creating a vivid and resonant shared understanding of both the meeting purpose and intended outcomes. ”

Sometimes--while the meeting is happening-- you may need to create a new metaphor and let the group throw away whatever you started with.  When that happens, be sure to engage everyone in quickly creating the new metaphor with both words and sketches. Please keep the emphasis on quick and intuitive...don’t let the meeting get sidetracked into perfecting a metaphor!  Even if the ideas are imperfect, just go with one and play it out with the group.  The fun of the metaphor will help to clarify ideas.  And if the new metaphor does not work the facilitator and/or a subgroup can work later to refine the ideas and/or find a new metaphor.

Some of my favorite memories as a young reader are linked to the popular 20th century writer, James Thurber.  He loved metaphor and wrote about his own love of the vividness of using metaphors to tell a story.  He linked the insight back to his own childhood when he puzzled over the conversation of adults who talked about the man who “couldn’t put his foot down” or the woman who “always had her head in the clouds”.  Such metaphors create mental images that you do not forget!  That is the idea of creating an image that grips people into the concept, problem, task at hand.  If you can get this kind of attention you can build an effective meeting. If everyone understands then everyone can think and decide.

Author: Stephanie J. Clohesy

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Learn more about SWIM tools...many illustrate a metaphorical approach to tasks.