Factors to Consider

When selecting a meeting location, it’s important to consider not only convenience and cost but also comfort and the potential for distractions. Meetings held in the workplace often face interruptions, although communication devices can disrupt gatherings regardless of the setting.

Many leaders tend to choose the most convenient location or delegate the decision to someone else, but careful consideration is essential. If a meeting space is too small, excessively hot or cold, noisy, or lacks sufficient seating, participants may become distracted and frustrated.

Several key factors should be evaluated when choosing the right venue:

• Availability of the room at the scheduled time, including setup time if needed
• Sufficient size to comfortably accommodate participants and equipment
• Appropriate furniture, including tables and chairs (comfort becomes more critical for longer meetings)
• Adequate lighting and ventilation
• A distraction-free environment, with minimal noise and interruptions
• Convenience for attendees
• Overall cost

These criteria can sometimes overlap or conflict, so it’s important to plan the meeting’s time and space requirements in a way that supports its objectives.

 Physical Setup

When planning the physical arrangement for your meeting, consider both the meeting goals and the number of participants. Don’t hesitate to get creative! For informational presentations, a theater-style setup with rows of chairs may work well, though it can be challenging for note-taking. For a problem-solving session with a smaller group, a larger table where participants can see each other and access their materials is ideal.

For training purposes, various effective setups exist, including the aforementioned theater and group configurations.

Additional considerations for the physical layout should include:

• Availability of water for participants
• Essential equipment such as flip charts, whiteboards, smart boards, or projectors
• Ensuring visual aids are visible to all attendees and in good working order
• Availability of power connections if requested
• Scheduling breaks with refreshments for meetings longer than an hour and a half, as these can positively influence participant attitudes and meeting effectiveness.

Advance Notice

Providing advance notice is crucial for allowing participants to plan and prepare for the meeting, fostering a positive attitude among attendees.

Key items to include in the advance notice are:

• Meeting time (start and end)
• Location
• Meeting objectives
• Preparation required from participants
• Names of other attendees

A quick call or email reminder before the meeting can also be beneficial.