Meeting design is not something which seems to get a great deal of recognition but it is something I came to understand during my time at Razorfish. We had so many meetings and had such a lot to achieve in them that designing the meetings using specific activities and break out sessions to achieve particular outcomes and build towards a final objective became crucial. Since then I have learned far more about meeting design and we now offer it as part of the Ethical Media service.
It always amazes me when I am invited to run a workshop which is intended to generate new ideas, come up with new ways of working or create new products and then I am told that the meeting will be held in the board room or at the Ramada/Hilton/Copthorne/whatever standard business hotel.
How can you expect people to think differently when everything else around them is the same? If you want your team to believe that the meeting is important, what do you think it says about your commitment to that meeting when you tell them that it is at the same old type of venue?
So what should you do when you want to bring together a group of people to make a difference?
Dealing with change and creating new opportunities are now more or less permanent issues for most organisations whether they are businesses, charities, government departments or any other kind of group.
“The significant problems we face cannot be solved at the same level of thinking we were at when we created them.” (Albert Einstein.)
To create new ideas or to make changes happen we need to hold the ambiguity of feeling both confident in ourselves and challenged in our spirit which leads to energy for change. When we design a meeting looking for new ideas and change we need to create the conditions where both confidence and challenge exist side by side. Sadly many meeting rooms in offices or hotels promote neither and often end up only creating lethargy in the participants.
To get the most out of a meeting or event you need to go through a four point check list.
Plan: The number one priority is to plan your meeting
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What do you want to achieve?
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Who is going to participate in achieving that goal?
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What is the design for the event/meeting that will deliver that outcome?
Facilitator: The second priority is to have a great facilitator to guide the group to the objectives of the meeting, qualities include:
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Ability to generate energy in the group
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Ability to challenge people to think
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Ability to get the group to focus on the output
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Ability to support people
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Ability to design the session to achieve the outcome
Venue: The third priority is to use a venue which in addition to all of the normal facilities, lifts the spirit and encourages people to look at things differently.
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Different from the normal office or hotel without being uncomfortable
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Stimulus in surrounding icons, space and architecture
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A variety of environments for different uses
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Natural light and fresh air
Food: The fourth priority is the nourishment you give your team.
Food and drink is part of the event, so think about it carefully to make sure that what you eat and drink contributes to the goal. For example if you are looking to build teamwork having people participate in the preparation of their lunch might be a good idea.
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Plenty of water to keep people fluid
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Plenty of fresh fruit to keep people going
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Avoid sweets and coffee which cause peaks and dips in energy
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Try ensure that the food is in keeping with the theme of meeting
Ethical Media will meet with you to discuss your needs and objectives and work with you to design your meeting to engage all of the participants in achieving that outcome. We can then help to organise the meeting and facilitate the event (answering check number 2) through to a successful conclusion as well as following up with feedback and suggestions.
The right venue is critical but they can take a great deal of finding as like many of the best restaurants they are often well kept secrets. One such is the Maheo Centre at Kingscote in Gloucestershire. Its relatively remote location makes it perfect for events which are about change or commitment. When you arrive you are greeted by a place of such intense beauty and tranquillity that you are immediately engaged with purpose and wanting to make a difference before you even start.
In my experience food in meetings is usually an after thought and as a result is often dull and uninviting. Meeting food presents a real opportunity to shine out precisely because so much of it is so unimaginative. One way to be sure that your sustenance supports your substance is to call in Organic Express to feed your minds. Their all organic and largely fair trade ethos ensure that your meals have a good aftertaste in both your mouth and heart.
And that is it four simple steps to powerful and productive meetings.
Contacts:
Meeting design and facilitation neil@ethicalmedia.com
Maheo Centre Vanessa@breakthrough.co.uk
Organic Express info@organic-express.com