Fall. It’s one of the best times of the year. And it’s not just about crunchy leaves and crisp air. It’s how – no matter what the weather is where you live – fall mimics January 1st. There’s a sense of new beginnings that no other month truly provides. In the office, it’s the perfect time to frame meetings new appealing ways. It’s always a good idea to approach meetings this way, but it’s especially imperative if there’s a collective sense of dread any time a meeting invite is sent to your staff.
The trick to making meetings more engaging is, well, to actively engage. It’s all about setting a solid framework for conversations and creating an environment where everyone feels welcomed to participate.
Here are 7 specific ways you can put those directives into action – and make meetings less boring and more productive:
Conversations Are Crucial
Don't just talk "to" or "at" your employees. Engage them in the conversation. Prepare an agenda ahead of time so each person at the meeting arrives with something to report on, share, celebrate, etc. Ensure that the conversation points are not only actionable but also provide a sense of momentum and encouragement; this way even the moments of silence will be good times to ask anyone if there’s anything new they’d like to share. Your employees will feel like they’ve been involved in the process and in the progression of the meeting itself.
Diversify Meeting Places
Be creative in designating the meeting venue. While a certain office space may be your traditional go-to, other options do exist. For example, if it’s a one-on-one meeting, try a walking touch base in a nearby park. Depending on the size of your group, coffee shops are also great options to add a different backdrop to what would normally be a run-of-the-mill meeting. For larger groups, think about what you can bring into conference room spaces that could change the pace of the meeting. Starting with a non-work-related conversation could be a good starting point, or bringing fun treats might set the tone for a more easy-going conversation.
Create Structure
The purpose of having more multiple voices built into the agenda is to ensure that there’s a format in place to encourage some of the more introverted employees to participate. Consider having a checklist as part of the agenda to make sure you’ve heard from everyone. You can also consider using a timer to limit discussions and allow time for everyone to chime in.
Invite Food to the Meeting
Meeting over lunch and bringing in good catered food makes your employees feel appreciated, which can inspire them to share their best ideas. If you must meet over the dinner hour, be sure to reward the attendees with nourishment. Instead of just serving up boxes of pizza, cater to individual needs ahead of time by asking for food preferences.
Prioritize Team Building
Remember, not every meeting has to have structured agendas or conclusions that need to be reached. Making it a point to encourage team building, especially outside of the conference room, could help create camaraderie while sparking creativity. Brainstorm different ideas that get your team outside of the office space and into a personally challenging, creative and fun environment. For instance, hire a chef and reserve a restaurant kitchen to facilitate team building in a lighthearted environment.
Let Others Lead
Delegate. If leading meetings is not your strength, delegate parts – or all – of the presentation to speakers or trainers who are entertaining and purposeful in providing value to your employees – which, will in turn, bring value to you and your company. The speakers may be internal staff or external contractors. Delegating is also a great way to show employees that they are as much a part of the meeting ideation process as you are.
Encourage Collaboration
Make it a point to emphasize that problems are best solved as a team. Encouraging partnership and problem-solving during meetings leads to creative solutions, especially if set a tone that allows for free-form, creative resolution.
Ultimately, the key to reframing your meetings is to acknowledge that the power to do so rests with you. Set a tone and environment where others are encouraged to participate – and even charge ahead with a reins when appropriate. And, of course, it’s always a great idea to inject a bit of fun!
