Ask the Expert – How to change your meeting

Question: We have been running quarterly operations meetings and I am finding it difficult to keep staff focused on the agenda. Do you have a suggestion on how I can get the people more engaged?

Answer: Standing meetings typically have a set agenda that has not been changed in some time. The best way to get your people more engaged in the process is to change the format of the meeting. Consider making a group activity part of the agenda. I.e. a Hotel Sales Director needed to have his staff develop creative ideas relating to building maintenance issues. The Director took the team to a park and had them make paper airplanes. They each had to explain how different designs changed how the planes flew. As the group created their planes, they discussed the issues. What the Director found was when his team was relaxed, it allowed them to be more creative in how they solved their problems.

Question: We have been tasked with running what is known as a road show going to a different city each day for two weeks. We need space for 200 people and are having a hard time getting space confirmed three months in advance since we require very few sleeping rooms. Do you have a solution to our problem of securing the meeting space we require?

Answer: There are three possibilities for venues that should be able to confirm your space early.

Movie Theaters – They are “dark” during the day running a meeting during business hours does not interfere with their normal business. If you book multiple locations with the same operator, you can negotiate better pricing. Also, if an audio visual presentation is part of your agenda, you can create a unique experience showing it on the big screen.

Libraries – I personally attended a presentation at the Pritzker Military Library using the auditorium where their weekly television show is filmed. A facility such as this does get the attention of your audience.

Also try convention centers or Universities for space.

Question: We do an evening client event and need some ideas of how to make it more interactive. How can I find a fun way of getting everyone engaged and also have fun?

Answer: The best case study for a unique event is MPI Trivia Night. The engagement from the audience is some of the best. Attendees also show great pride for the table. Creating pride, a community and an experience is what can set you apart.