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How to hold successful meetings: start with simplicity
There are tons of tips for hosting successful meetings but the National Conference Center recently released ten useful suggestions that start with some simplicity: focusing on venues being as serious in their purposes as meeting participants themselves are.
Another important factor is “distraction-free meeting space,” says Sarah Vining, marketing manager at the National Conference Center.
Other tips often seem equally obvious but are perhaps forgotten or undervalued at times.
The ability to control the comfort of the meeting room sounds obvious but is sometimes neglected. “Attendees are the most productive and attentive if the room temperature is just right at 70 degrees,” suggested Vining.
Other simple fiormulas for success include the type of chairs.
“If your meetings are long, participants will have a hard time focusing more than a few hours if the chairs are not comfortable. Ergonomic chairs for meetings are best because they are designed for the best possible learning experience,” the report found.
It also suggested that planners don’t overlook visual obstructions such as rooms with large pillars. “Natural light is good but if the room backs up to the golf course or the pool, your attendees mind may be elsewhere,” it said.
Well-functioning A/V equipment that is up-to-date is another important component or just as critical as an A/V staff that is in-house and readily available.
Flexible break services are also among the top ten keys to successful meetings, as well as separating meetings from meals. “While working lunches on the surface seem like a good use of time, research shows your attendees need a break. Try to schedule lunch in a pleasant dining environment with lots of natural light,” the report suggests.
The most productive meetings will be at venues that can provide variety at meal time and an on-call venue support staff. “This person should be empowered to solve your potential concerns, so you can focus more on the objectives of your program. Overall, the accessibility of an on-site liaison via Nextel radio or phone for immediate access improves the meeting experience,” the site says.
By David Wilkening
David
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