HR & People | 6Min Read

How to Make Every Meeting More Engaging

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Meetings are something that most people spread all across the globe hate. The participants or attendees of the conference dislike sitting at the same place for hours on a stretch and listening to someone present some content. The entire situation becomes even worse if the discussed matter is monotonous and not engaging at all. For that very reason, it is exceedingly essential to make a meeting fun, enthralling, and captivating to ensure that the involved individuals stay interested till the end.

Benefits of Making a Meeting More Engaging

Benefits of Making a Meeting More Engaging

Some benefits of making a meeting more engaging consist of the following -

Develops Stronger Relationships and Networks

The most significant advantage of an engaging meeting is the elements and aspects of collaboration, personal interaction, and cooperation. It creates an environment where all the participants can share and exchange their ideas freely without feeling embarrassed or awkward. It promotes a harmonious relationship between the involved individuals. It allows them to establish and sustain an unbreakable network. 

A strong team works more efficiently and effectively. It is inevitable. The relationship between the people attending the meeting enhances the work productivity, speed, and flow of everyone involved. It stands true even for remote meetings and conferences.

Breaks Down Complex Matter

Engaging meetings help break down and uncomplicate complex matters and content and turn them into a straightforward tone. It allows all the attendees of the conference or assembly to understand the conveyed ideas to their full degree or extent. In addition, it permits them to talk through several solutions and ideas. It aids when it involves a topic or project matter that has numerous variables and parameters involved.

Assists in Making Faster and Better Decisions

A meeting that keeps all the participants involved and engaged from the start to the end allows for faster closure. It is because the members can pitch in and give their ideas and opinions promptly. It helps conclude any topic faster. On top of that, the decisions made become better because everyone’s analysis gets considered. 

Overall, an engaging meeting throws light on the knowledge and visibility of every involved individual on the discussed topic. The collected information helps come to a unanimous decision.

Promotes Inclusion

An engaging meeting involves all the participants, allowing them to express their ideas and thoughts freely. Everyone can share their points and inputs without anyone feeling excluded and ostracized. It stands true irrespective of any differences in opinions or cultures that may exist in the conference.

Promotes Feedback and Improvement

A meeting that draws in all the participants generates responses and feedbacks from the involved individuals almost every time. Based on the comments and pointers, the entire team and department can initiate steps and methods to improve themselves and their working style to achieve a better result. Furthermore, it creates a ground where the attendees can assess and examine where they lack. It helps them find their scopes or opportunities for growth.

Promotes Feedback and Improvement

What are the Diverse Ways to Make a Meeting More Engaging?

Numerous ways exist that can make a meeting more enthralling, appealing, and engaging. These methods work for all types and categories of conferences, no matter the objective, size, location, and so on. A few of these approaches consist of the following - 

Keeping the Meeting Simple and Short

Any meeting that is long and complicated will inevitably make the attendees lose interest in it. It is simply a matter of time. It stands true for all kinds of conferences, including hybrid meetings. For that reason, it is necessary to keep the seminar or convention short and straightforward.

The meeting should only touch and discuss the most crucial matters, abandoning the trivial topics. The discussion of the items and agendas should also not extend for a long time. It ensures that the participants remain engaged, interested, and satisfied.

Creating a Progress Chart or List

Another way to make a meeting more engaging is to create a plan and idea of how the discussions should progress. It is possible if the host or presenter prepares a progress list or chart. It would allow them to understand and remember how the conference topics should progress. In addition, it increases the meeting efficiency and significantly reduces the time taken. It prevents any possible issues from arising.

Creating a Progress Chart or List

Incorporating and Utilizing Technology

A manually-controlled meeting where the presented matter has no elements that can stimulate the audio-visual senses will be bland. Such conventions would not attract the attention and interest of the attendees. They would merely get left to stare at black and white pieces of paper. 

The use of technology and its aspects helps liven up the meeting and make it engaging. The presenters can utilize PowerPoint Presentations, videos, vibrant images, and so on with the help of projectors to keep the participants absorbed, fascinated, and engrossed. It leaves a lasting and unforgettable impression on them.

Present Snacks and Appetizers

Presenting snacks and appetizers is not a compulsory element to make a meeting engaging. It is especially true for the short ones. However, it helps significantly when the discussion runs for a long time. It convinces the attendees to stay and participate. The food also helps them keep a calm mind. It can be because a full stomach keeps a person happy and satisfied, allowing them to give their best efforts.

Ensuring Comfort

No person can ever pay attention to a meeting and engage in it if they are not comfortable. The elements and aspects of discomfort can come from the chair and table the participants use or the lighting over them. It is essential to remove and eliminate any source of distress and uneasiness. It allows the attendees to focus on the meeting and not get distracted. 

The use of ergonomic seats can help in this case. The lighting has to be such that each person gets enough light to view their surroundings. On an ending note, the seating arrangement should promote harmony, contentment, and relaxation.

Ensuring Comfort

Involving the Attending Individuals

A one-sided meeting where only one side, party, or person speaks and presents is bound to become uninteresting and dull after a specific duration. It would lead to the participants losing focus and concentration on the displayed matter, making the conference dreary and tedious. It is an essential element and aspect of a seminar that every involved individual must try to avoid. 

It is possible to make the meeting more engaging and exciting by involving the participants. It can be through by receiving their opinions, viewpoints, feedbacks, comments, and suggestions. On the other hand, asking the attending members to share their experiences or present at a particular moment can also help. It happens because involving them makes them feel like they have managed to contribute something to the meeting, irrespective of how insignificant it may be.

Inviting Solely the Necessary People

It becomes exceedingly arduous to handle a meeting if it involves a considerable number of participants. In such cases, the presenters or organizers cannot concentrate on their target attendees. Instead, their focus gets shifted to trivial matters. For that reason, it is best to invite solely those individuals who are necessary for the meeting. This approach helps to eliminate any scope or possibilities of dissatisfaction and irritation among the attending parties. 

However, one exception can get made to the case. It is for those people who have a chance of learning something new from the conference. It can consist of a green and inexperienced employee or an intern. In such cases, it does not matter even if these individuals cannot contribute anything.

Ensuring the Use of High-Quality Video and Audio

Suppose the content or matter getting presented during a meeting is of a low grade and “potato” quality. In such instances, hardly any of the attending individuals would have the ability and capability to understand whatever is written or shown on the screen. If the participants cannot comprehend the displayed items, they would inevitably lose interest in the meeting as a whole. 

That is why it is exceedingly crucial to choose audio and video files of substantially high quality and standard to present in a meeting. It helps keep the audience engaged with its clear visuals and vibrant demonstrations. On top of that, it reduces the risks of indistinct sounds and dropped calls to a significant extent. 

Superior-quality video and audio ensure that the presenters do not have to repeat their words continuously for the participants to understand. In addition, it allows them to change the wording of the presented matter uniquely and engagingly and not dictate the slides.

Ensuring the Use of High-Quality Video and Audio

Presenting the Minutes

The minutes of a meeting serve as a conclusive summary. They sum up all the discussions and decisions taken in and during the conference. It is in the form of a list that mentions any upcoming plans, schedules, and revisions that the individuals involved in the assembly plan to take in the coming days or the future. 

A minute can have two purposes in total. It can be to note down and present the impending and forthcoming proposals and ideas. On the other hand, it can serve as a measure of the success of the meeting. In other words, a minute can gauge how successful a particular conference was. 

Thus, sharing the minutes of the meeting with the attending individuals helps significantly. It states the plan of action and ensures the generation of the desired and necessary results as well. Furthermore, it delivers a sense of accomplishment to the participants. It aids in increasing their motivation and enthusiasm for any such meetings later on and keeps them engaged.

So, Make your Meeting Engaging and Interesting

It is essential to make a meeting engaging irrespective of the cause for the call of the conference. It helps enhance the productivity and output of the assembly, allowing it to deliver multiple benefits. They can prove advantageous to the attending individuals or the team or company as a whole. 

Several methods exist to make a meeting engaging. It can get done by promoting comfort, interest, time, location, participants, etc. Involving the audience in most decisions and plans can also aid in this. The overall purpose is to increase and enhance the profits that can get derived from the meeting.