WORK / LIFE HP INNOVATION FALL / WINTER 2022 65 coming in just for the event . Consider issues like rush hour , school and daycare drop-off and pickup times , and commuting distance when choosing the time . Meetings traditionally start on the hour , but it may make sense to schedule the meeting to begin 10 or 15 minutes later to accommodate employees ’ schedules .
In addition , set the meeting end time so employees understand the time commitment — and stick to it to show you value their time . Set a timer if necessary to avoid running over . Schedule a follow-up meeting or email if more discussion is required .
What will be covered in the meeting ? With increased competition for team members ’ time , having a clear agenda that explains the meeting ’ s purpose is paramount , Parks says . Be transparent about the focus of the meeting , explain how people should prepare and what everyone ’ s roles and responsibilities are , and make sure everyone understands the desired outcome .
Craig Coffey , executive coach and founder of Way Maker Leadership , says establishing conventions for clear meeting titles can help attendees understand what to expect . “‘ Brainstorming ’ signals active participation — all ideas are welcomed ,” he explains . “‘ Debrief ’ connotes information sharing . ‘ Workshop ’ connotes learning and development .” chance to move around and interact with their colleagues by breaking into smaller groups for collaboration and coming back together to share their work .
What happens when everyone goes back to their desks ? After any meeting — particularly a hybrid meeting where some people may have been in person and others remote — be sure to email attendees the clear outcomes and next steps so they agree on how to proceed . Ask them for feedback and then apply that feedback to improve the next meeting . That kind of clear communication won ’ t only prevent confusion , it can help remind people of what they were able to accomplish in person and leave them looking forward to their next in-person opportunity .
“ My personal belief is that there are things that can only happen when you are face-to-face ,” says Farre .
How will people participate in the meeting ? Design in-person meetings around activities that require participation so that the meetings feel fundamentally different from an open discussion that could happen online . Use physical elements , such as whiteboards , sticky notes , or printouts on walls and tables . Offer snacks or bring in lunch , and begin with
icebreaker activities to encourage social connections and camaraderie .
Peter Robert ,
CEO of Expert Computer Solutions , says that when a remote meeting gets into the weeds , sometimes people switch to another tab and work on something more pressing . In-person meetings should be carefully paced and designed to keep things moving .
“ Your in-person meetings should be casual and dispense with as much pomp and circumstance as possible ,” he says . “ When you ’ re stuck in a room , it can feel like an eternity .”
Whenever possible , give people a