New England Business: Elements of a Good Professional Meeting

Professional Meeting in Milford, MAOne of the biggest mistakes that executives make in the planning of an off-site meeting is that they think everything needs to be accomplished during the meeting itself. The goal of an effective off-site meeting should be to bring all of the parties together, have a conversation about what needs to be done, make important decisions without the distractions of the office, and then go back to work the next day with better focus and an agenda. Your off-site meeting at a conference center in Milford, MA should be used to “shake things up” and encourage conversation. Whether you want to discuss a new strategy, product, marketing campaign, tactics, or set goals for a project, this is the time to get have a quality discussion.

Setting the Tone

When you send out the invitation for everyone to come to the off-site Milford meeting room, be sure to set the tone and outline the priorities for the gathering. You might only invite employees from a particular shop or department, or just bring a representative from each department that will be involved in the project. Either way, make sure they know what the goals of the meeting are so they will understand when they have been achieved. The human dynamic of planning a professional meeting is the most important. Make sure that everyone will have the opportunity to be heard and that the main objective is understood and referenced throughout the event.

Understand that each individual will have a different point of view and priority for the meeting at the New England conference center. Each person represents a different role within the business and plays a different part in the project. Management sees things differently than other staff, while the tech and marketing departments will see things differently than sales. It is critical that whoever is directing or moderating the meeting acknowledge this so that the behavior, approach, and communication of each individual will be understood. Overcoming objectives before they are even addressed can also be helpful. Anticipating the concerns that the IT department might have or the questions that the art department might ask can help you to stay on top of the overall project.

Include Breaks and Open Conversation

When you choose the location for planning a professional meeting at an off-site location, make sure to discuss your need for having breaks. Be sure to have the Milford meeting room put out refreshments during the meeting, such as coffee, tea, and water. Snacks should be kept to healthy options, including fresh fruit trays, nut mixes, and muffins. Stay away from dessert trays until the end of the day to help keep everyone focused. If the meeting at the conference center in Milford, MA will continue throughout the day, be sure to serve lunch as well.

Mealtimes and breaks can be an excellent opportunity for open conversation. This time can be used to create better relationship bonds between employees and departments. Sometimes all it takes is a simple conversation about sports or other personal interests to create a better working environment between individuals. A mutual understanding or respect can be forged that would never have happened within the office setting. This is one of the most significant advantages to taking your employees to an off-site meeting at a New England conference center. A new environment can do wonders for communication, relationship building, and creativity.

Keep It Simple

Remember, you’re not trying to “reinvent the wheel” at an off-site meeting. Try to keep the group as small as possible, inviting active representatives from each group if it is an inter-departmental or multi-location project. Make sure that each individual who attends feels that they are engaged and appreciated for their voice. Engage them before, during, and after the event to make sure that goals are met and that decisions are carried out back at the office. This will help to keep everyone excited about the meeting, get them talking at the venue, and retain engagement and connections when it is over.

Do something to shake things up for the meeting that is different from how things operate at the office. If business attire is required at the office, let everyone know that “business casual” or “casual” attire is okay for the meeting. Provide helpful opportunities at the Milford meeting room, such as our mobile charging station, which can be used to keep laptops, tablets, and smartphones ready to go. Lay down rules for the event, such as no communication with the home office until the meeting is over to prevent distractions. Think about how things run on a daily basis and make an effort to do something different.

Tour Our Milford Meeting Room

If you are planning a professional meeting in the Southeastern Massachusetts or Rhode Island area, consider The Crystal Room Conference Center in Milford, MA. Conveniently located just a minute off the I-495, we have all of the technology, audio-visual equipment, and amenities to help you pull off a successful off-site meeting or training session. Give us a call at 508-478-7800 to schedule a tour or to book space at our New England conference center for your corporate gathering.