7 key points for a dynamic meeting
1 – Get to the subject as early as possible
After an initial period reminding everyone about the objectives of the event, it’s best to start the session with the most sensitive or complex subjects. Besides the fact that people are much more focused at the start of a meeting, this approach also encourages people to get involved.
The 7 keys to a dynamic meeting
Making your meetings really effective isn’t easy.
Once the practical aspects have been sorted out (event room, agenda, participants, etc.), everything remains to be played out. The Accor All My Meeting team suggest a few professional tips for keeping everyone focused and making them eager to go to the next session.
After an initial period reminding everyone about the objectives of the event, it’s best to start the session with the most sensitive or complex subjects. Besides the fact that people are much more focused at the start of a meeting, this approach also encourages people to get involved.
If you have regular meetings, it’s good to try to change things every now and again: changing the agenda, using new technology such as videoconferencing, inviting a surprise speaker… Breaking the routine keeps people focused and gets them more involved.
Not everyone is comfortable speaking in front of an audience. It’s important to make sure that the atmosphere is not too formal. An amusing welcome, a casual approach to the dress code — these types of things help to build people’s confidence without having any impact on their concentration.
As the meeting leader, the facilitator defines the rules to guide the group towards achieving the meeting objectives. Getting the right balance between people monopolizing the debate and group participation, the facilitator has to ensure everyone has a voice. Tools like questions, games, dynamic round-table discussions, and reopening debates are essential. The facilitator is also there to reduce any potential tension and manage conflicts.
Body language, particularly that of the facilitator, is crucial in keeping the audience’s attention. Stand up and walk around, make eye contact with everyone, and modulate your voice by changing the speed as you talk. A combination of different types of behaviors helps bring more energy to the meeting.
A good meeting should be participatory. Several techniques can encourage more balanced and fruitful exchanges. For example, the talking stick method allows everyone to speak in turn.
Another thing to use is individual speaker cards. Handed out at the beginning of the meeting, the cards give each participant a set amount of speaking time per topic (1 to 5 minutes) and so prevent one or two participants from monopolizing the discussion.
The meeting space should be flexible enough to ensure ideas are encouraged to flow. Several methods have proven effective in stimulating creativity, such as letting people stand up, write or draw, taking everyone outside (an unexpected change that stimulates the mind), and using games. These fun activities allow some of the attendees to show how good they are at generating ideas.