Working in offices, all of us, at some point in time, have attended meetings. Some meetings are short, intraoffice meetings which are conducted within the office premises itself. But some meetings are big, require specially earmarked meetings venue and therefore are conducted outside the office in special business hotels and corporate centers.
Meetings venue vary with the purpose of the meetings, the number of people who are attending them and the technical assistance required. As we all know, corporate meetings are of different types, therefore they require a different setup. In other words, different kind of corporate functions requires different meetings venue. The following are reasons why having meetings outside of the office is great for the staff and the company alike.
- Fewer Interruptions
During office meetings, employees are more tempted to have a quick look at their phones and social media posts. They are less likely to do this if the meeting is not the usual venue. They are also less likely to stand up and move around during the meeting. Outdoor meetings also have fewer interruptions of uninvited guests walking into the meeting room. You may be able to get more done in less time by having an outdoor meeting.
- Better Communication
Outdoor meeting helps to break down the employer-employee barrier. Believe it or not, there is an invisible gap between many employers and their employees in the work environment. Choosing to hold meetings outside of the office setting will help employees get out their points and make them more comfortable sharing their ideas with the employers. Many people feel more relaxed outdoors than they do when in corporate surroundings which makes it easier to express themselves.
- Sufficient technological support
Some of the meetings are called to discuss serious issues like the company’s growth strategies, future plans, past performances etc. Such meetings are usually attended by board members, shareholders or even the everyday staff of the office. These meetings require proper conference venues where there is sufficient technological support like overhead projector, widescreen, microphone etc. and suitable seating arrangement. The atmosphere should be more lively and not serious and heavy like conference rooms. Such Meetings Venue also require technological support, so that part should also be taken care of.
- Improved Energy
Many employees experience the office 2:00 p.m. slump. At this time of the day, there is low energy and drive which therefore means that productivity at this time will be low. Instead of having meetings at this time of the day in an already dull, low energy office, the meeting should be taken outside the office. Apart from the fact that a change in the scenario will help “wake people up”, simply walking or driving around, with the fresh air and gentle breeze will restore everyone’s focus.
- Healthier employees
Most employees sit for six or more hours straight on workdays. Over the years, this can lead to weight gain, increase in cholesterol levels, blood pressure and so on. Having an outdoor meeting with employees help to add some sort of physical activities to their workday. The active your employees are, the less likely they are to develop many cardiovascular diseases.
- Removes the tension of the workplace
Meetings are often held in offices and conference rooms and the utilitarian hardly offer anything to make a meeting feel more informal and relaxed. Having the meeting location somewhere outside of the office helps make the meeting more fun and makes the atmosphere less nervous. Everyone is more willing to interact. If you are holding off-site meetings then you can go the extra mile and actually have a themed meeting. These meetings are extremely enjoyable and while the work gets done, everyone has a fun time. If a themed meeting sounds too extravagant to you, you can always have a relaxing outdoor meeting where everyone feels at ease and can contribute at higher levels.
- Escape the Office
With each passing year, work may start to feel like a routine. To make sure that your team is in form and not getting stuck in the everyday routine, you should switch things up a little to help get the team fired up. Having a meeting in another venue outside the office is a great way to achieve this.
- It helps to build team spirit and work on communication
Teamwork among today’s workforce is essential. The demands on management and workers alike are numerous and creating team building exercises will give both workers and management something to look forward to. Sometimes getting the best work done requires escaping the office and finding a new setting. Fresh ideas often come with a fresh background and it’s incredibly important to have everybody excited and involved to achieve the best outcome from any business meeting.
Having an outdoor meeting helps build good communication among coworkers which in turn helps to build the team spirit between them. No matter how much you concentrate on themes and special locations for your meetings, if the participants are not willing, it will remain as boring an affair as it always was. Hence, the first thing to do is break the ice between people and help them get comfortable with one another. You can make the meeting more interesting by including an element of team building. I’ve seen delegates blindfolded and guided along by another member of staff before which can really help with team building and putting trust in your colleagues.
- It combats the issue of space
There are different companies that have offices, which may not be able to accommodate or even facilitate the organization and arrangement of conferences and big meetings. For this reason, they often hire outdoor venues that are available. There are corporate events such as parties, get together, team building exercises conducted for the employees of the company. This kind of corporate programs requires a different kind of meetings venue. They want lots of space for the members to move about freely.
- It allows the employee’s time to enjoy work
It’s not unreasonable for employees to get a little bogged down once and a while. Doing something interesting and new, especially if your team is used to being cooped up in an office for most of the week, can make a huge difference in performance and enthusiasm. Working with each other outside of the regular four walls you inhabit can do wonders for opening everyone up. Sometimes you have to take a little time off to come back stronger than ever.
Taking your team out for the day is also seen as a sign of reward and recognition. Who doesn’t like to feel appreciated? Team building activities will show staff that you want to invest in their success. Employees who feel appreciated by having a fun day out are much more likely to feel motivated, work harder and remain loyal when they get back to the office.
- Plan for the Future
Putting the effort into bettering your team will show them how integral they are to your company’s future success and make them feel a stronger sense of belonging within your business. Get everybody’s creative juices flowing; you’ll be surprised at what a quality meeting can achieve when you’re looking at setting up and tackling goals or discussing new endeavors and ideas. Break out of the same-old and do something new – host your next company meeting or conference at a different location outside of the office.