Your guide to a successful return to face to face meetings

5 tips to successful face to face meetings

We’ve probably all had a few face to face meet ups by now, but September promises to to bring a ‘return’ to the new normal of in person communication. It is essential if we want our interactions to be a success that we take the time to think ahead and make way for a positive experience all round.

Communicate in advance

There’s a lot of uncertainty about what’s going to happen next. Put your clients and colleagues at ease from the start by letting them know how things will work and have the assurity that things have been thought through.

It is surprising just how much anxiety there is, surrounding activities we would have considered simple and day to day. Allowing others to have a realistic expectation of what’s going to happen will help create a positive mental image before you’ve even begun.

Create space

Space was always at a premium - now it is more important than ever. Ensure the room you will be using is big enough so that everyone feels comfortable - but not so big as to lose atmosphere. Windows, good light, cleanliness and ventilation will all play an important, if subconscious, role in how at how re-assured everyone feels. Be mindful too that space doesn’t come at the expense of inclusivity - you don’t want to be encouraging an ‘us and them’ atmosphere.

Relaxed body language

Bear in mind, not everyone is going to want to shake hands or get too close. However we all want to avoid that awkward ‘hello’ moment. A warm open use of body language; genuine smile, distanced but with open arms, using gestures to show the way - will all let others feel relaxed and welcome, without feeling pressure to shake hands or hug.

Hold the room

Post welcome, it is easy for energy to dip. Ensure that you have entered the meeting completely ready and hold that open positive energy - it will make all the difference to how well things go.

Public speaking is another thing that is creating a lot of stress for people. We’ve all got used to sitting in our slippers and being a little square on a screen - it’s quite different to being suited and booted and on display at all times. Even introducing ourselves can feel daunting. Simply be mindful of the pressures people might be feeling and maintaining a non-judgemental attitude of easy professionalism.

Take aways & next steps

It’s one thing on Zoom to send a follow-up email the second you finish, but now, life will get in the way. Don’t let things drop, be clear about what’s going to happen next & who’s going to action it. Also in a very practical step, ensure if visitors are leaving your space that you personally escort people out. Everyone’s very aware of which spaces they are and aren’t meant to enter at the moment. Guiding them through will allow you time to sign off properly and leave a positive impression. You might also want to use the opportunity at the end of the meeting to create a plan going forward or for future possibilities.

By the way, if you are thinking of inviting them to continue the conversation over a drink or lunch, you may want to mention this earlier in the meeting, in a break for example. It isn’t something people expect at the moment, so don’t lose the opportunity by introducing it too late.

All in all it is about thinking forward, being prepared, getting yourself in the right headspace and maintaining a positive open and welcoming energy. There are many opportunities ahead. People who have made the effort to be there physically will be more open, if you get it right, giving you more airtime. For a time at least, there will be an importance in the face to face meeting that was taken for granted before. Embrace the difference, nurture the opportunity and look for that new potential.