How to Host Meetings in a Post-Pandemic Era

The Aftermath

It’s been four years since the coronavirus (COVID-19) pandemic swept across the planet. Since then, there have been many changes in the corporate landscape, especially with regard to how and where one works.

This has led to the prominence of virtual meetings, where participants meet online to talk about strategies, share ideas, and establish aims for both current and future projects. Most people prefer this format, as it can save a lot of time and money, specifically in terms of transportation costs and making it to meetings on time (which can be considered burdensome for those who live in far-off locations).

Nevertheless, in-person meetings continue to occupy a space in a post-pandemic world. For many, it can be daunting or even frustrating to attend these meetings: participants may feel anxiety about engaging in face-to-face interactions – especially without the safety of COVID-19 protocols in place – or they may feel irate at having to put aside their work in order to dedicate time to a meeting that could have been held online.

The Advantages

On the other hand, in-person meetings have their own benefits: you are able to create connections with others that cannot be cultivated in the same way as online meetings. Productivity and collaboration can also increase, as discussions and brainstorming in real time can help drive projects and initiatives forward more effectively.

When it comes to body language and tone, these can be lost in translation over virtual platforms. As a result, other participants fail to fully grasp the intentions of their colleagues. So, it can be easier to interpret body language and tone when face-to-face with others.

Attendees – such as your colleagues, stakeholders or professionals you want to build a relationship with – will also find that if you go above and beyond to meet them in person, they will see you are committed, reliable and respectful, which can lead to meaningful partnerships and boost your existing relationships.

The Methods

Even in these post-pandemic times, it will hold you in good stead to take the necessary steps in order to ensure the success of in-person meetings.

To do so, you should do the following:

1. Create a Sense of Security

There are always risks to take into account when organising meetings. Following the COVID-19 pandemic, these risks increased, leading to the implementation of safety measures such as mask-wearing, sanitation and social-distancing.

Although the pandemic has passed its peak, many people still remain cautious about being in proximity with other persons. As such, you want to create an atmosphere that promotes a sense of safety and comfort.

This can include choosing a well-ventilated meeting space, providing hand sanitisers, ensuring that all food and drinks are properly packaged, and offering the option for attendees to join virtually if they are uncomfortable joining in person (more on this later!). Open communication about health and safety protocols before the meeting can also help alleviate concerns among participants.

2. Set Objectives

Meetings are a means for you to establish goals, discuss strategies and – if time permits – interact with your colleagues or professionals you haven’t met before. In other words, you want to use the time you have together to achieve something meaningful.

When putting together an agenda, list the objectives that you want to achieve. Then, communicate these goals to all attendees – that way, it encourages participation and engagement, and prevents time from being wasted. Ultimately, ensuring that everyone understands their roles and expectations will foster a more productive, less awkward environment.

3. Engagement is Key

As the host, you need to encourage active participation during the meeting, which can be difficult to do if the attendees are feeling tense and awkward at first. You can do this by incorporating icebreakers or collaborative activities, which can help everyone feel more at ease.

Afterwards, put together group discussions, brainstorming sessions, workshops and/or interactive presentations – including a question-and-answer session – that allows everyone to contribute their insights and ideas. This will not only boost the productivity of the meeting, but it will also enhance the relationships among the participants. Plus, it can help them feel valued and heard.

4. Go Digital Where Necessary

Speaking of feeling valued and heard, there will be those who are simply unable to physically attend due to geographical constraints, scheduling conflicts and/or health concerns, among other reasons.

To make them feel involved, you should implement methods such as livestreaming the meeting via platforms such as YouTube or Facebook Live; using apps or video conferencing platforms like Zoom, Google Meet and ScreenPal to record and share the meetings; forwarding interactive polls before or after the meeting; or scheduling the event in a way that accommodates various time zones.

5. Follow Up

Once the meeting is over, the most important thing left to do is gather feedback from the participants.

Why? Because it provides valuable insights into what worked well, what didn’t work well, and what could be improved or changed entirely for future meetings.

By reaching out to the attendees, you can gain insight into their views on the meeting. This also shows them that their opinions are valued, it reflects your dedication to enhancing the experience for everyone, and conveys that their time – and yours! – was well spent.

A New Beginning

Although the worst of COVID-19 has passed, its impact continues to shape how we work, strategise and collaborate. By following the above steps, you can ensure the success of your in-person meetings by making them effective, engaging and considerate of participants’ needs. Good luck!