Empowering Executive Sucess: Designing the perfect meeting space
We all know how crucial meetings are for executives – they shape important decisions and drive an organisation's achievements; and great meetings don’t just happen, there is an extensive amount of consideration that goes into crafting the perfect meeting.
So, let’s see what elements create the best meeting environment for top-level leaders! In this blog, we'll explore some practical strategies to create a meeting space that truly empowers, fosters collaboration, and leads to more effective decision-making.
Creating a “Vibe”
A standout element of planning a meeting for executives is the feeling, or “vibe” of the room. Aim for a warm room, with plenty of natural light, and avoid pillars as best as possible; maintaining the open plan to a room is vital to sparking collaborative discussion. If natural lighting isn’t possible, find a room with a warm ambience, this will avoid any uncomfortability that may occur when engaging in lengthy meetings.
It’s also important to get the correct seating arrangements, when engaging in conversation, try and go for an oval or round boardroom table. This encourages eye contact and continuous discussion with other attendees.
Fed and Watered
When engaging in long and intense meetings, it’s important to ensure that refreshments are continuous; a Daily Delegate Package ensures that refreshments are non-stop and suitable for the attendees.
A buffet lunch allows attendees to pick and choose their food options, maintaining that homely atmosphere found in a quality meeting space. Ensuring the lunch takes place in a separate room to the meeting is also important, creating that fresh environment and separating relaxing from working can assist in maintaining the workflow. Maybe even consider something a bit quirkier, al fresco dining if the weather is on your side? Allows for the meeting members to escape and refuel in the Also, keep the coffee flowing! Unlimited coffee is vital for those all day conversations.
Ensure that technology is up-to-scratch
Sometimes the bane of our lives, technology can transform a meeting, a great way to enhance collaboration, not distract from it. Ensure that WiFi speeds are high, many venues offer a dedicated WiFi connection for the room. Also, an interactive whiteboard will allow executives to brainstorm ideas and get those juices flowing from the get go. In order to maintain a level of professionalism throughout the meeting, ensuring the quality of the presentation is key. Commissioning a designer to create decks and adding some interesting technology into the mix always works great. Preparation is everything. Access the room with plenty of time in order to do a tech-check and make sure everything is working, and pick a venue with an on-site technology manager to call upon if you encounter any trouble.
Setting an agenda
When planning a meeting on behalf of executives, it is important to send all attendees an agenda; this will ensure the day runs smoothly and everyone is on the same page, with a clear understanding of what needs to be discussed, and when. Also, a post-meeting evaluation not only allows for attendees to touch on everything discussed throughout the day, but also discuss what went well and not so well in the meeting, and how elements of the meeting can be improved for the future.
Taking a completely different approach!
In recent years, the idea of a “Management Retreat” has become a lot more popular among company’s top leaders when they wish to take a break from the regular office routine and brainstorm some new ideas and innovative strategies. During this retreat, which typically takes place in a hotel with state-of-the art facilities, executives can participate in various activities, workshops and discussions. Removing the working life routine for a few days and taking themselves to a beautiful location away from the daily hustle and bustle will increase productivity, and allow your executives to return with renewed energy, motivation and a shared sense of direction, with aligned visions and goals for the future.
Following these rules of thumb will take your meeting planning to the next level and allow your executives a smooth exchange of information throughout the day, or days! For any more help in this field, Planit is here. With our ever-growing supplier portfolio, we can ensure your meetings remain levels about the competition.