Team Dialog: Environment Matters
Something that’s continually overlooked in setting the tone of a team meeting is the effect of the meeting room’s surroundings. This is especially true for the kind of meeting where you want to have your team engaged and involved in decisions, or the kind where you need to have a heart to heart dialog with them.
These kinds of discussions don’t happen often enough, and when they do, considering the small things that make a difference in your surroundings will have an impact on the outcomes of your meeting. You’ll want to make sure the room you are in will invite participation, not stifle it.
It might make sense to consider having your meeting off site. Not all organizations have space available that’s ideal, and shelling out a few bucks for a meeting room that has the things that will make the meeting go well can be worth it. Going off site has the psychological advantage of distance from the daily work too, encouraging minds to be open and more creative.
So if your intent is to engage your team and/or have great dialog, consider the following:
The Physical Environment
The room should not be too large or too small: A room that is too large can often suck energy – and sound – away from the discussion. A room that is too small may make it difficult for people to get up and move around, and may make them feel “invaded” by others when they are sitting closely, elbow to elbow.
The surroundings and lighting should be pleasant: A room that is well-appointed with fresh paint and natural lighting, including windows to the outdoors is ideal. Okay, the windows part is not always possible, but lighting that can be dimmed a little bit (as opposed to glaringly bright) is best.
How you and your team are seated is important: The best way of encouraging dialog is to sit in a circle or to be seated at a round or oval table. Avoid theatre style seating or having your team seated in a row with you at the front. Sit with them, not at “the head of the table”. There should be enough room between seats that people feel comfortable, but a large amount of space will stifle intimate conversation.
Intimate conversation will be enhanced if ambient noise is minimal: Buzzing lights, furnaces, tapping on keyboards or traffic sounds can distract and keep your team from doing their best thinking. A quiet room will promote their creative abilities, and open the space for conversation.
Of course, there is always the problem of room temperature. It’s hard to find just the right temperature for everyone, but not a bad idea to ask (when the room temperature can be controlled) if everyone is comfortable.
Also, providing snacks and taking frequent short breaks (every hour) will keep people alert and focused on the discussions.
What else have you noticed about the environment that promotes team dialog?
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