Having an off-site meeting can be enormously productive, provided that
you take the time for proper planning. Going to an off-site conference
center frees you from the distractions of the office and allows all participants
to focus fully on the purpose of the meeting. When you rent a
meeting room in Houston, apply these tips to make your off-site meeting as productive as possible.
Before you begin planning your meeting, set goals for exactly what you
want to accomplish. Once you know your goals, you can build your agenda
to specifically address them. For instance, if the purpose of the meeting
is to plan for an upcoming project or review the outcomes of a previous
project, design your agenda so that you are focused on those goals and
not distracted by other issues. You can also ask attendees to anonymously
submit their own ideas for things that should be covered at the meeting
and plan accordingly around their needs and interests.
Make Ground Rules
Off-site meetings can encourages types of communication that don’t
necessarily occur in the office setting, so establish some ground rules
that will reinforce this idea. Encourage people to contribute freely and
insist that discussions are respectful and productive. It may also be
helpful to make the meeting confidential, so that nothing that is discussed
in the space is shared back in the office, unless the group unanimously
agrees to do so.
Often, plenty of team building and great ideas occur during the off-site
meeting, but the final result is ultimately unproductive because no follow-ups
happen. Without making concrete plans for following up with attendees,
all of the progress you make during your meeting will stall. At the end
of the meeting, schedule a follow-up with all of the attendees—either
individually or as a group—at a set period of time. Depending on
your needs, you may check-in a few weeks later or wait for a few months
to pass. Sometimes, multiple follow-ups are necessary to meet your goals.