Keppler

Sustaining the Power of Meetings for the Long Term

Earlier this year, in reaction to what many perceived to be extravagant meeting expenditures by several banks that received TARP (Troubled Asset Relief Program) funds, some members of Congress declared that no organization receiving these funds should be permitted to conduct face-to-face meetings.

In reaction to that pronouncement, many other organizations decided that they, too, didn’t want to get “caught” holding meetings that might not stand up to media or Congressional scrutiny, and subsequently cancelled many meetings. These cancellations have caused great hardship for those who work in the hospitality industry, as well as in the many communities in which they live.

In this economic climate, there is concern about whether or not organizations should hold meetings. Therefore, it is increasingly important for our industry to institute guidelines about how to hold meetings that are smart for all stakeholders, and do not diminish the crucial role of face-to-face communication.

1. Go back to basics and reconsider your meeting goals and objectives. Are they measurable? How will they help frame your meeting when it contributes to bottom-line issues and to the enhancement of knowledge for all those who attend?

2. If destinations and sights have not yet been selected, look at your overall costs and value versus only the room rates. Consider taxes, additional charges, ease of access, and image as it relates to the meetings and those who will attend. (Las Vegas, for example, is appropriate for many meetings and provides value in many ways. It doesn’t have to be avoided!). 

3. Is your site already selected? If so, ask the properties for more added value–for example, some hotels will waive charges for meeting room set-up or internet access in meetings and guest rooms.

4. Revise programs to include speakers, trainers, and facilitators who will provide education on how participants can work smarter. Include speakers who will also help participants cope with the increasing insecurity of today’s business climate–leaving a meeting feeling upbeat also contributes to the bottom line!

5. Where can you offer more value for those for whom the meeting is optional? Can registration fees be lowered? Can you offer a two- for-one registration special? What cost savings can you offer to those who need to justify meeting attendance to their bosses?

6. Talk with upper management about the value of face-to-face meetings. If you haven’t read Ben Stein’s excellent New York Times essay, send this link to those who need to understand the value of meetings: http://www.nytimes.com/2009/03/22/business/22every.html.

7. If you are mandated to hold virtual meetings, make them interesting. In SecondLife, there is a great site called “Virtualis” that allows you to create environments that will be more vibrant than a standard webinar. Investigate this and other technology to bring people together in ways that enhance their participation and interest.

Finally, always remember to look long term at how you can enhance your meeting experience. This economic downturn will end and we will be back to doing business. But we can’t rely on the same old meetings we’ve always had or we’ll end up back in the same position we are in now. Look at your options, and always maintain a sense of community and enhanced learning opportunities. By taking these steps, I am convinced that we can keep making meetings work!