Are you prepared for the return of face-to-face meetings?

May 5, 2021 Guest User

As lockdown restrictions continue to ease, face-to-face meetings are within touching distance, and our working lives are returning to a version of what they looked like pre-pandemic.

While we’re all excited to get back to our offices, co-working spaces or even just the local coffee shop for our first ‘real’ meetings of the year, many may be feeling a little anxious about making the transition, so we’ve put together some tips and tricks to get you feeling prepared, confident and raring to go!

Stay focussed

You’ve scheduled an hour for your important meeting, but after hellos, introductions and sharing lockdown horror stories, lifehacks and Netflix recommendations you’re already 20 minutes in and you’ve not mentioned a word about your business. As much as we all can’t wait to get back together for a good old gossip, any meeting in your diary is there for a reason, so don’t lose focus and get off on the wrong track. If you’ve not spoken to the people you’re meeting for a long time, or are good friends in-and-outside the office, try to have a catch up 15 minutes before your meeting to get your gossip out of the way first so you can get into your meeting ready and willing to work. Read more about setting an agenda (and sticking to it!) here.

Travel light

Once we’re able to meet again face-to-face for meetings, it can be tempting to bring the whole office with you to look more professional, or to feel as though you have to prove your credentials all over again after lockdown with handouts, highlighters, pointers and more. But the truth is, you’ve achieved great things at home for up to a year without a printer, laminator, interactive smartboard or a remote control for your powerpoint slides, so keep it simple and let your work – not your gadgets – do the talking. If you do find that you’re missing a key element that would make your meeting more efficient during your time at 116 Pall Mall, our Business Centre and virtual office teams are always available to help you find a solution.

Be prepared

While travelling light is key, that’s not an excuse to arrive underprepared. If your meeting does require printouts – of contracts, for example – make sure you bring enough for everyone in the room (plus a spare!) Spend your newly reinstated commute time re-reading any physical or digital materials that you’ll be referring to, and use the time to brush up on who you’re meeting – especially if there’s been changes at their organisation during this challenging period and the team you’re used to working with has evolved. This is also important if you joined your organisation during the pandemic and were on-boarded remotely – brush up on who is who in time to meet them face-to-face for the first time!

Find your voice

After a year of cries of “you’re on mute!” we all can’t wait to get back to not having to press any buttons before we speak! But another big change we need to make is to speak up in every meeting. On Zoom or Teams, you can turn off your camera and sit quietly in the corner, sometimes ending a group call without being called on to say anything at all. Avoid falling into this routine once we’re back face-to-face – on Zoom staying quiet isn’t necessarily an immediate cause for concern, but not engaging with or contributing to an in-person meeting can come across as you being disinterested, unprepared or even the wrong choice of meeting partner altogether! If your public speaking needs a confidence boost, we’ve got a couple of useful tips you can practice before your next get-together here.

Comfort is key

Now, this might sound like we’re encouraging you to continue the lockdown fashion trend of dress shirts and pyjama bottoms in the office, but it’s no joke - making the transition from loungewear back into suits and dresses really is something that we all might struggle with. Formal office wear may feel strange and uncomfortable as we ease back into face-to-face meetings, and this can affect your mood and concentration, leaving you distracted by your outfit and missing out on key points of conversation. Choose something you feel good in and have had a great day in before – whether that’s a professional or personal function – and use the good memories and confidence associated with it to boost your mood. If you’re no longer meeting in a dedicated office and now use co-working spaces, take a second to check the dress code of the building before you set off, so you can concentrate on your slides, not your shoes!

DID YOU KNOW YOU COULD HOLD YOUR MEETING, TRAINING COURSE OR CONFERENCE AT 116 PALL MALL?

Our Business Centre has 15 modern meeting rooms and our IoD Academy is a state-of-the-art training facility on the third floor, providing six additional rooms perfect for corporate hire in the heart of the capital.

If you book your meeting on a Monday or a Friday, you can receive up to 30% discount - just mention the offer when making your enquiry.

To book or for more information, make an enquiry