The COVID-19 pandemic dramatically transformed the way people interact and conduct business, leading to a significant reduction in face-to-face meetings. Whilst virtual meetings certainly have their place in this new working world they may lack some of the personal connections and non-verbal cues that are present in face-to-face interactions. The absence of physical presence can make it challenging to establish rapport, engage in spontaneous discussions, or read body language accurately.

With many workplaces operating as normal now, face-to-face meetings with colleagues, clients, and stakeholders are becoming part of the everday again. However, with so much interaction having taken place virtually over the years, many employees are struggling to engage in face-to-face meetings like they did before. Add to this any new hires and there are a number of individuals who are confident behind a camera, but dread face-to-face meetings.

In this blog we will reveal the advantages of face-to-face meetings, as well as how to encourage participation in meetings.

5 benefits of face-to-face meetings

Face-to-face meetings offer several distinct benefits that contribute to effective communication, stronger relationships, and enhanced collaboration. Here are some key advantages of meeting in person:

• The ability to pick up on nonverbal cues such as body language, facial expressions, and tone of voice
• Meeting in person fosters a sense of trust and connection which boosts relationships and rapport
• Greater levels of engagements and higher levels of attentiveness
• The chance to share real-time feedback, ask questions, seek clarifications, and provide immediate responses, allowing for quick iteration and problem-solving
• Improved camaraderie due to the informal chats they may take place outside of the meeting agenda

It’s no secret that virtual meetings can be more practical due to geographical distances or other constraints. However, when feasible, face-to-face meetings provide unique benefits that contribute to effective communication, relationship-building, and collaborative outcomes.

Strategies to encourage participation in face-to-face meetings

Face-to-face meetings offer the opportunity for progress and productivity within a business setting. Without enthusiastic participation and engagement a meeting can be a waste of time. If you’re leading a face-to-face meeting here are some strategies to promote active involvement from meeting attendees.

1. Create a welcoming environment

As the meeting facilitator you can set the tone for participation by creating a welcoming and inclusive atmosphere. Starting the meeting with a warm welcome and encouraging all attendees to introduce themselves breaks the ice. By starting as you mean to go on you can establish an open and respectful meeting culture where everyone feels valued and more likely to enter into discussion.

2. Clearly define objectives and expectations

Before the date of the meeting provide an agenda and any other relevant materials to each participant. Give them ample time to absorb this information so that they are fully prepared and able to understand the purpose and desired outcomes of the meeting. During the meeting it can be useful to have key points available on a whiteboard to help retain focus and stay on track.

3. Facilitate active listening

Active listening is a communication technique that involves fully focusing on, understanding, and responding to the speaker in a conversation. It goes beyond simply hearing the words being said and encompasses paying attention to the speaker's verbal and nonverbal cues, as well as their underlying thoughts and emotions. Active listening requires being present in the moment and giving the speaker your undivided attention.
You can encourage active listening in your face-to-face meetings by:

• Maintaining eye contact
• Giving full attention to other speakers
• Minimising distractions
• Paraphrasing and repeating key messages
• Suspending personal bias
• Offering feedback

By practicing active listening yourself, participants will be more inclined to follow your lead.

4. Ask thought provoking questions

Pose thought-provoking questions to stimulate discussion and encourage participants to share their thoughts and perspectives. Encourage diverse viewpoints and invite participants to build upon each other's ideas, fostering a collaborative environment. Make sure that quieter members of the meeting have time to share their views and ideas.

5. Use interactive discussion techniques

Incorporate interactive discussion techniques to engage participants actively. For example, use small group activities, a flipchart easel for brainstorming sessions, or breakout discussions where participants can share their ideas and collaborate in smaller, more focused settings.

6. Provide opportunities for contributions

Actively seek input from all participants during the face-to-face meeting. Address individuals directly by name or ask for their specific input or feedback. There will naturally be more dominant attendees, but make sure those who are often quieter take the floor too. You can facilitate this by rotating the opportunity for speaking so that everyone gets a chance to contribute.

7. Value contributions

As the leader of the meeting spend time recognising the input from others and highlight the value they bring to the discussion. Even if a thought or an idea isn’t 100% perfect, take elements from it that can be built upon and don’t be shy when it comes to praise. This foster a positive environment and motivates individuals to participate actively.

8. Summarise and recap

Throughout the meeting, summarise key points, decisions, and actions to ensure everyone is on the same page. This reinforces engagement and shows that all contributions are welcome.

9. Follow up on action items

After the face-to-face meeting, follow up on action items and decisions made during the discussion. This demonstrates accountability and reinforces the importance of active participation in achieving the meeting's objectives.

By implementing these strategies, you can create an environment that encourages participation and active engagement in face-to-face meetings, leading to more effective collaboration and better outcomes.