The best location to hold your meeting Tutorial

Unlock the secret to more effective meetings with 'The Best Location to Hold Your Meeting.' Discover how carefully designed spaces can spark collaboration and creativity. From creating a friendly ambiance to innovating your meeting organization, learn practical strategies to energize participants and optimize your sessions. Don't let routine stifle your team's potential—explore dynamic environments that encourage fresh ideas!

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What kind of space are they entering?

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Let's study together three ways to co-design the location of your meetings

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a friendly and functional place,

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a different and adapted organization of the space,

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and finally an innovative space

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that will make them break out of their usual ways of thinking.

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Let's start with the friendly and functional space.

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As a facilitator,

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you are a host who must provide the necessary comfort

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so that the brains are attentive and collaborative.

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Can everyone see and hear each other?

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Are there drinks,

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at least water available?

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Have you checked the temperature,

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the brightness?

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Are there chairs for everyone?

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Have you tested the computer equipment?

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Have you made sure there are flip charts

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and markers or a common and interactive screen?

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Our brain works best when our five senses are comfortable

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sight,

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sound,

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touch,

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smell,

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and taste.

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It's not a luxury to take care of the five senses.

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It's a condition of efficiency.

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When we enter a meeting,

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it is with our body and our five senses.

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We don't leave them at the coat hanger.

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If you don't have much choice in meeting venues,

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at least you can organize the space differently.

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Taking people out of their comfort zone is to wake them up and energize them.

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Meetings where participants sit comfortably in their usual seats will tend

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to last for hours and go on a long time.

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You could be quicker and more effective

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by changing habits,

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changing their seats and neighbors regularly,

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or even standing them up.

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Removing tables will bring more proximity and mobility.

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Participants will be able to change places between sequences.

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Another advantage they will not have a place to put their smartphone and computers.

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If you have planned for paired reflection times,

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Avoid the round table that amplifies the noise.

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You can distribute the tables in the space,

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for example,

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4 tables for 2 to 3 people.

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And you can facilitate in front of them using the flip chart.

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You can organize breakout rooms through online collaborative

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tools such as Zoom or Google Hangouts.

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As a meeting host,

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you can choose to split the participants of

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the meeting into separate sessions automatically or manually.

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So reorganizing your meeting room and changing

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your neighbors is possible online too.

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Finally,

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change locations if you can.

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It is said that Walt Disney asked his creative team to

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reread and enrich the scripts by moving them from room to room

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in places with very different settings and atmospheres.

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It's clear that you won't have the same ideas at a meeting in a public garden

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as you would in a restaurant boat or an attraction center or an old castle.

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If your director is away for a week,

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ask them if they agree to have your meetings in their office.

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Explain to them what you want to try.

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You'll be surprised to see that in this place of leadership

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your team will reveal its decision making skills and vision.

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Give it a try.

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Do you want your employees to be more strategic or surprise you?

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Get them out of their routine and out of their comfort zone.

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Take them somewhere else,

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to a colleague's patio,

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to a lake,

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to a branch office,

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to the customer's home,

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to the heart of the factory.

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I'm again referring to walk and talk meetings

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outside on foot.

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Great Silicon Valley entrepreneurs like Steve Jobs,

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Mark Zuckerberg,

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and Jack Dorsey

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have been successful at these walking meetings.

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We spend about 9 hours a day sitting on average.

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Between transport,

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work,

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meals,

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television,

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walking and talking is excellent for health.

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You will find it easier to reach a consensus.

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You reoxygenate your brain,

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you take it out of the jar.

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You are all at the same level and you are all looking in the same direction.

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