I travel frequently for work, taking me to many great cities throughout the world. Well, I am told they’re great. For most of my career, I’ve been attending events completely taking place within windowless conference rooms. Meaning, I get to see that host city only as I ride from the airport to the host hotel. It’s a shame too, I bet I’ve been to some super cool places.
Luckily, that’s changing. Meeting planners are suddenly realizing something I’ve known for years; meetings can be dreadfully boring. And the traditional way of doing meetings, i.e. sit and listen all day to ‘experts,’ leads to disengagement and increased dozing potential. Which is terrible, unless your meeting is on mastering sleep deprivation. Then it’s tragic and ironic.
Plus, experts say we absorb only a small percentage of what we hear. That sets the stage for disrupting the way traditional meetings are held.
Societal shifts and the clearer understanding of how we learn as adults is changing the way meetings can be facilitated to increase engagement. Here’s some ideas to boost the benefits of an in-person meeting.
Get Outside: Too many meetings are held entirely indoors. That’s just not healthy for our sanity or our ability to focus and absorb critical information. At a minimum, try to host meals outdoors if weather allows, and even hold a session outdoors, if possible. One time I delivered a presentation under starlight, and it was amazing. Not the presentation, the experience. People were focused, and the night air was magical.
Lots of short breaks: There’s a reason those famed TED talks are 18 minutes long. Our attention span is only about 20 minutes when listening to a speaker. Plus, people get restless sitting for long stretches. Try breaking your meetings up into shorter chunks with a time out to let people stretch, get a glass of water and visit the restroom. Your attendees and their bladders will thank you through better listening.
Community Service: Rather than sitting and listening all day, have attendees connect and network as you help the neighborhood in which your hosting the event. Some companies take a day to paint a community center, or build a playground, for example. Others will take some time out to make sandwiches for hungry families in need. Just be sure to serve some snacks as I’ve seen hungry people eat those sandwiches made for charity.
The Problem Wall: This is a great way to engage attendees by giving them a chance to share their ideas and feel like they’re making a difference. Put questions or ‘problems’ to be solved on large sheets of paper throughout the room and allow people to provide their thoughts and solutions. Then highlight the best ideas and solutions.
Meal Time Mash-Up: Get people out of their comfort by assigning them seating away from their clique at meal times. It forces them to start talking and thinking about different things while getting them out of their respective comfort zones. Perhaps provide a notecard with several discussion topics too. That’ll get these disparate groups of people talking about the issues from different perspectives. As for me, I am just happy when served something other than a sad piece of chicken with a piece of wilted asparagus.