5 factors that successful meetings and training sessions should have in common
Successful meetings and training sessions should share similar characteristics, if they are to be successful. They maximise the time people spend together, either physically or remotely, and facilitate their engagement with topics of shared interest.
They start with small talk
Participants benefit if the meeting / training session starts with small talk because usually they are arriving from another location or have just connected online. As a result, participants will need some time to get settled and a few minutes to focus on the topic of the meeting or training session.
McAndrew (2020) explains the purpose of small talk:
“The actual topics of small talk do not matter very much; its purpose is not to convey information, but rather to serve as an opening act to warm up the audience for the meaty stuff to follow.”
Starting with small talk may seem an obvious way to start but how many meetings or training sessions have you been to where there´s been silence at the beginning or no real interaction between the participants?
2. They are focussed
It´s important that everyone knows why they are together and what the focus is and this is clearly explained to the participants at the start (or even before the meeting / session).
For meetings it is helpful to provide participants with a written agenda.
“If there is no sound reason to convene a meeting, management should not do so, lest it will be a recipe for disaster” Bagire et al. (2015).
For training sessions there should be a clear explanation to the participants of the goals for the session, which relate to specific learning objectives. An example of this might be:
“This workshop is designed to stimulate discussion and improve the understanding of topics related to inclusion and engagement of graduate students from diverse backgrounds, including international, gender, socioeconomic status, and race” Cornell University (2017).
In the absence of a clear agenda or an explanation of goals for a session, the participants may work well together but the time spent may not be as productive as it could be.
3. Participation is encouraged
“Meaningful participation is dependent on people being willing and able to participate and express their voice. However, this may be challenging where people feel intimidated, lack certain knowledge or relevant language to understand and contribute, or even feel they may not have the right to participate” (Eldis 2021).
An expert chairperson or trainer will create an appropriate atmosphere during a meeting or training session which encourages individuals to participate freely and s/he will be conscious that people have different personalities and interact in different ways.
Typical forms of participation which are common in meetings and training sessions:
listening, thinking, voting, writing notes, asking questions, responding to questions, expressing opinions, providing information, talking with another person or talking to the group.
4. The pace is maintained
How many meetings / training sessions have you participated in recently where too much time was spent on a particular point, for example, and then there wasn´t enough time to finish what was planned?
“Whether you're teaching face-to-face or virtually, choosing lesson content well and implementing sound instructional strategies are just two components of a powerful lesson. If students never get to the essential content or become disengaged as you present it because of poor pacing, the lesson will be somewhat futile” Simmons (2020).
Meetings and training sessions have a finite amount of time allocated, hence it´s important for the chair of the meeting or trainer to monitor the time and keep to the agenda or session plan making adjustments, where appropriate. Judgements have to be made about how much time to spend on particular points in an agenda, or activities during a training session.
However, every culture views the concept of time slightly differently. Depending on where the meeting / training session is taking place and who the participants are, adjustments may need to be made about the appropriate pace to set.
5. There´s a call to action at the end
How many meetings or training sessions have you been to which end and it is not clear to the participants what they are expected to go away and do afterwards?
At the end of a meeting or a training session, it´s important to encourage people to do something as a follow up. For example:
Read… Write….. Speak to…. Call….. Think about…..Prepare……Investigate
References
Bagire, V., Byarugaba, J., & Kyogabiirwe, J. (2015) "Organizational meetings: management and benefits", Journal of Management Development, Vol. 34 Iss 8 pp. 960 – 972
https://www.emerald.com/insight/content/doi/10.1108/JMD-03-2014-0023/full/html
Cornell University (2017) Working with Graduate Students: My Voice, My Story: Lived Experiences of Graduate and Professional Students. Office of Faculty Development
https://facultydevelopment.cornell.edu/2017/09/22/10172017-working-with-graduate-students-my-voice-my-story-lived-experiences-of-graduate-and-professional-students/
McAndrew, F. (2020) Why Small Talk Is A Big Deal. Psychology Today
https://www.psychologytoday.com/us/blog/out-the-ooze/202001/why-small-talk-is-big-deal
Simmons, C. (2020) Pacing Lessons for Optimal Learning
https://www.ascd.org/el/articles/pacing-lessons-for-optimal-learning
Stanley, A. (2021) What is participation? Eldis
https://www.eldis.org/keyissues/what-participation
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