The different types of work meetings

Meetings are a crucial factor when it comes to successful business management.

There are many different types of work gatherings, enabling you and your employees to share information, collaborate on projects, solve problems and disputes, improve teamwork and assess performance.

The number of attendees can range from two to triple figures and the gathering can be formal or informal. As well as your employees, meetings can include business partners, clients, suppliers and anyone else involved in the company.

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Project meetings
Project meetings bring people from different departments together, uniting team members for updates on how their projects are progressing.

Employees from each department will be working on a specific task, such as developing a new product or reorganising the business.

Project meetings can include progress and planning meetings, design and review sessions, or brainstorming sessions, depending on how far the project has progressed.

Staff meetings
Keep employees informed on any issues that affect their work by holding regular staff meetings. Managers and supervisors host departmental meetings to update staff on operational matters, or to deal with issues affecting their department.

If there’s a major issue or policy change that affects the whole company, managers may prefer to hold a meeting of all staff members to explain the changes. Managers also organise one-to-one meetings with employees for performance reviews in the form of an appraisal, which may be part of a salary review, a disciplinary procedure, or an assessment of individual training needs.

Sales conferences
Larger events, such as sales conferences, may involve the full company, or more employees than a regular meeting, as they are an important tool for communication and motivation.

A sales conference brings together sales representatives who spend the majority of their time away from the office, working remotely and often alone. The sales team gets the chance to meet other members of the company such as senior managers, marketing staff and product specialists.

A sales conference can be used to launch new initiatives, products and advertising campaigns.

Emergency meetings
No-one wants it to happen, but if a serious problem, such as a financial loss, occurs that’s likely to affect jobs, it’s important to inform all employees as soon as possible, so they will understand the possible implications on their job role.

A major loss, or a disaster such as a fire or flood, may lead to people having to move to temporary workspace, while redundancies and even closure might be on the cards. By communicating this to staff openly in an emergency meeting, feelings of uncertainty can be reduced, avoiding the risks of rumours spreading.

Meetings with external partners
Managers and employees who work closely with suppliers, business partners and customers on projects including supply chain improvements or product development will benefit from holding collaborative meetings. This will strengthen business relationships and make employees more customer-focused.

Shareholder meetings will enable senior company managers to meet people who have shares in the company. Businesses can also hold regulatory meetings with government agencies.

Training days
Many companies choose to hold group training days in external training rooms to create a focused environment, away from the everyday distractions of the workplace.

When there are no interruptions and employees are gathering in a purpose-built training room, with the latest technical equipment to enhance the meeting, they are likely to progress faster than if they are sitting in a regular office within the workplace.

Virtual meetings
Virtual meetings have become more commonplace, bringing everyone together during the Covid-19 pandemic. With more employees working from home, virtual meetings have pretty much become the norm.

Now the workplace is gradually opening up again, meeting rooms with video conferencing facilities are likely to increase in popularity. They will help employers who wish to keep employees at various sites connected, without breaking the lockdown safety regulations.

Employers can host meetings, without having everyone in the same physical space, so that social distancing can be observed by those who are physically present at the venue.

Special occasions
Not all meetings are about work and some are held more for fun. These can include celebratory meetings in the event of good news such as business success with a new product, a new client, or some type of expansion.

Gatherings such as the Christmas party, a leaving party or retirement party can also be held at an external venue, which will boost staff morale by showing them how much they are valued.

Meetings give managers and employees the chance to share meaning, purpose and values, while affording everyone the opportunity to tell stories and share knowledge.

Booking a meeting venue
Whatever type of meeting you’re organising, an off-site meeting room comes with many benefits. Rather than meeting in the familiar boardroom at work, a new venue can break the routine and spark creativity. When peoples’ surroundings change, this can enhance employee engagement and increase collaboration.

In addition, your meeting room at the office may not be able to accommodate all your employees. The great thing about booking a meeting room is that you can choose the size, location and technology, enabling a bespoke solution to all your event needs. You can even choose your preferred seating arrangement to make sure your team enjoys a comfortable session, and there’s reliable catering to suit all tastes.

If you want any help to book your next meeting, contact &Meetings on 0800 073 0499 – we’d be happy to assist you.

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