Physical Surroundings Influence the Success of Meetings

Ask anyone who has tried to hold an important meeting in cramped quarters with interruptions and outside noises blasting in and you will hear a tale of how the physical surroundings definitely had an impact on the success of the meeting. While it is not necessary to have plush conference room with a three-course lunch served in order to have useful dialogue and good decision-making, the physical environment DOES play a part in how functional and successful a meeting can be.

Consider how the way people are arranged in the room influences the way the meeting is conducted. If chairs are arranged "theatre style" then it is assumed that there will be a leader, possibly lecturing and participants don't really get the chance to see each other and talk in a casual style. A meeting around a table is much more egalitarian and people are almost forced to look at each other and share information and ideas around the table. A meeting held in a casual room, like a living room might be comfortable, but it can allow for some people to be "invisible" and fade into the furniture while others dominate.

Even physical space realities like the temperature and lighting can influence the outcome of the meeting. A room should be comfortable to allow for individuals to focus on the subject matter but not SO comfortable that people become drowsy or relax to an unprofessional state of mind.

The proximity of a restroom, access to water and/or coffee, and other "housekeeping" details can also be a factor. If possible, avoid meeting spaces where people have to leave the space entirely to go to the restroom or get a cup of tea'"especially during long meetings. Of course, people need to leave the "circle" but if they have to go down several halls or up or down to a different floor, it encourages a separating from the meeting agenda and it can be tough to "re-enter" upon return.

Consider how best to situate participants for the type of agenda, as well as what materials and supplies should be on hand to encourage a successful and productive meeting. Natural light is good, but make sure there is enough light and that outside noises and sounds are buffered to allow for good focus and less distraction.