We struggle with who should own the mechanics of typing up the to-dos and updating the Issues List during our Level 10 Meeting™. Should our facilitator handle the board, or does that ruin their ability to lead?

Question

Tyler Smith · Accepted Answer

A facilitator cannot effectively lead the meeting and manage the software at the same time. When the facilitator is busy typing, updating the scorecard, and logging to-dos, they lose eye contact with the room, miss critical body language, and fail to manage the clock.

To run a crisp meeting, separate the facilitation role from the scribe role. The facilitator, usually the Integrator, should focus entirely on managing the energy, enforcing the agenda, and guiding the team through IDS®.

Assign the scribe role to another leadership team member who is fast, organized, and capable of capturing the essence of a decision without slowing down the conversation. The scribe is responsible for updating the scorecard, moving items to the Issues List, and writing clear, actionable to-dos as they are agreed upon.

By splitting these roles, you allow the facilitator to remain fully present and objective. They can spot when someone is getting defensive, keep the debate on track, and ensure the team is solving the root cause of issues. This division of labor keeps the meeting pace fast and ensures your meeting administration is seamless.