00:00:08
because this will be the time for you,
00:00:10
the facilitator,
00:00:11
to choose the layout of the room so that the participants feel at their best.
00:00:16
The layout will change depending on the purpose of the meeting
00:00:20
and the number of participants.
00:00:24
because your personalized and friendly welcome can make all the difference,
00:00:28
it will positively or negatively influence the state of mind of the participants.
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how to set up your room.
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The round or rectangular table is perfect for a management committee
00:00:43
or a small meeting or even a meeting for two.
00:00:46
Everyone is at the same level.
00:00:49
this format is unsuitable for top down information flow and if you
00:00:54
want to make participants be in a positive and dynamic motion.
00:00:59
If you choose this layout,
00:01:01
position yourself at the most convenient place in the room
00:01:05
so that you can easily stand up and write down on a screen,
00:01:10
Make the participants focus their attention on the information being shared,
00:01:15
which you will be close to.
00:01:17
Maximize your allies by your side
00:01:20
and spread them evenly throughout the room.
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Avoid having your opponents by your side.
00:01:27
The layout of the forum puts the leader in the foreground.
00:01:31
It is suitable for seminars,
00:01:33
or product launches,
00:01:35
as well as any meeting with a high number of participants.
00:01:40
interaction and exchanges between participants are complicated.
00:01:44
The U-shaped room,
00:01:46
perfect layout for 6 to 30 participants.
00:01:50
It allows the facilitator to move around
00:01:53
and everyone to watch a slideshow or flip chart.
00:01:57
Everyone has maximum visibility on the visual support,
00:02:01
but also on the participants with whom one interacts.
00:02:05
Tables of 2 to 3 people scattered in the space
00:02:09
have the advantage of breaking habits.
00:02:11
An ideal organization to encourage creativity
00:02:15
and work in small groups.
00:02:17
The participants and the facilitator can easily move from one table to another.
00:02:23
A space or spaces can be set aside along the walls for the group or subgroups
00:02:30
to stand up and work around a flip chart or Post-it notes glued to the wall.
00:02:36
You also have the possibility for some meetings to
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remove all the chairs for a stand up.
00:02:44
Now let's talk about welcoming the participants.
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If you are really present,
00:02:50
and listening as soon as they arrive.
00:02:53
They will have a better chance of being present,
00:02:57
and listening afterwards.
00:02:59
Arrive a little early to be the first to greet participants,
00:03:04
even if it is in the hallway that you will welcome them
00:03:08
because the meeting room is still occupied.
00:03:10
If the room has been reserved in advance and the previous group is slow to leave,
00:03:15
be firm and polite in your request to make them leave the room.
00:03:21
Think first of your participants waiting at the door
00:03:25
rather than the participants from the previous meeting.
00:03:28
Everyone must take on their responsibility.
00:03:31
Set up a friendly place.
00:03:34
or at least water for everyone.
00:03:37
Check in advance that there is a chair for each
00:03:40
person and blank sheets of paper for note taking.
00:03:44
You can have soft music in the background which will stop
00:03:47
at the moment the meeting begins.
00:03:49
Have a flip chart or shared screen
00:03:52
on which you may have noted Welcome with the names of the participants,
00:03:57
or project an inspiring image or quote on the screen.
00:04:04
more conventionally,
00:04:06
you can set the agenda of the meeting as wallpaper.
00:04:09
Make sure that the logistics,
00:04:11
video projector,
00:04:14
collaborative screen are already perfectly managed
00:04:17
so that you can really welcome the participants and
00:04:20
exchange a word and a smile with each one.
00:04:24
No more time to revise your notes or set up the projector.
00:04:28
Be 100% available to the arrivals.
00:04:32
Shake hands with everyone by naming them.
00:04:36
Make people laugh,
00:04:37
and you will have set up the conviviality.
00:04:40
Feel the atmosphere,
00:04:43
so that you will be able to adapt your meeting to the mood of the group.
00:04:48
Google's senior mindfulness instructor,
00:04:52
gave the Express magazine a simple mindfulness exercise.
00:04:57
If you have very little time before your meeting,
00:05:00
just take a deep breath.
00:05:03
I am here in the here and now
00:05:05
ready for the meeting.
00:05:07
Take a deep breath.
00:05:09
If you have a little more time.
00:05:13
In the first breath,
00:05:14
pay attention to your body.
00:05:16
Relax your body.
00:05:18
In the second breath,
00:05:19
pay attention to your face and all its contractions.
00:05:23
Relax your face.
00:05:25
In the third breath
00:05:27
you wish inside of you that the person or the people
00:05:30
you are going to meet and spend time with are happy.
00:05:34
3 breaths can change everything.
00:05:37
Shade men Tang also advises,
00:05:41
when all the participants of the meeting are seated
00:05:44
and just before starting the meeting,
00:05:47
start with 2 minutes of calm silence.
00:05:51
This will change the whole atmosphere and efficiency of the meeting.
00:05:57
Some people use a Tibetan gong or symbols to mark the beginning of the meeting.
00:06:03
As soon as the gong sounds,
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until the end of the echo of the gong,
00:06:09
which allows a good minute of silence for all.
00:06:12
So we saw how essential it was to prepare the room and
00:06:16
welcome the participants in order to get off to a good start.
00:06:21
In the video on starting a meeting,
00:06:23
we will later see how to animate the 1st 5 minutes of the meeting.
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