by Ed Graziano, Corporate Event Interactive
While meetings are valuable for providing training, conveying company content and motivating “the team,” what is often forgotten is the sheer power that meetings have to create and enhance relationships. If at a meeting of 100 participants, each person creates or strengthens five relationships, the meeting is responsible for upwards of 500 stronger relationships within a company. That is powerful stuff and is often overlooked when a meeting is being evaluated or its ROI (return on investment) is being discussed.
Planners are in a position to maximize the number of relationships created or strengthened at meetings and that presents another important responsibility crucial to the success of the meeting.
For a typical three-day meeting, here are some thoughts for maximizing the development of relationships…
Day 1 – Opening Reception: Most opening receptions are unstructured and allow people to “get their feet wet” after a day of travel. While there should be a time for participants to unwind and freely mingle with others, you may want to consider incorporating a Meet and Greet style activity at your opening reception to promote interaction. Something as simple as a list of questions on “playing cards” that participants need to find others to answer. If run by an emcee and a few event staff, this activity will allow participants to mingle, begin conversations with new people, and break the ice. Other networking activities can include combining puzzle pieces, human bingo or signing of a company “yearbook.”
Day 2 and 3 – Study Buddies or Conference Cohorts: Consider teaming participants up as “study teams” throughout the meeting. Even if they are attending different breakout sessions or have different positions within the company, the value of having select participants work together or just connect throughout the meeting is very strong. Study Buddy teams can be created at breakfast on the first morning, or pre-assigned and included in the participant’s welcome packet. Near the end of the meeting, a brief contest, either in a game show or written format, can be held to see which Study Buddy teams retained the most information.
Day 2 – Team Event: The concept of adding a team activity that mimics how teams perform in the workplace is extremely valuable. This can take place as either as a fun-based activity such as a Corporate Olympiad or adventure hunt, or a facilitated team workshop where specific personal or organizational processes are discussed. Whether teams are formed onsite, or pre-selected to match specific participants, a quality team activity will allow people to actively learn and cultivate relationships with teammates in a non-stressful environment.
Day 2 – Evening Event: Consider two options for an evening event. 1) At a sit down dinner, assign seats so new people can have a chance to meet or spend time with each other. Or 2) at a reception, add an activity such as a Casino Night, Themed Carnival or Horse Racing, where participants can visit various stations at their leisure to participate with others in an activity.
Day 3 – Close and Beyond: The last day of a meeting is ideal to conclude the Study Buddy (Conference Cohort) activity and encourage these teams to carry forward after the meeting by being tasked with a follow up project, meeting summary or idea generation for the next meeting. In addition, on the last day the meeting leader should take a moment to congratulate participants on their efforts and point out how many people participants have come in contact with and the value of these relationships to the company.
While the above are guidelines, and each group has its own personality, meeting objectives and budget, the important underlying concept still resonates – meetings provide a rich opportunity to create and develop company relationships. Planners have the added responsibility to be sure this opportunity is maximized for their company or client’s benefit.