Page 26 - Leadership Basics 10

Where Should the Meeting Be Held?
Like the time of day at which a meeting is held, it is best not to underestimate the effect which the
choice of location has on a meeting. If it is held away from the immediate work place in a pleasant
environment, perhaps in another part of the school, this gives a strong message to participants about
their importance and the importance of the task. Another benefit is the absence of interruptions which
are often unavoidable if the meeting is held on ’home’ territory. Noise, telephones and well‐meaning
visitors only serve to make the effective conduct of the meeting difficult.
Being realistic, it is unlikely that you can hold regular meetings away from work. Generally you have to
make the best use of what you have. Whatever the choice of location, the room should be well lighted
with adequate ventilation. There should be no physical distractions and the seating should be
comfortable. Do not accept conditions which could best be described as intolerable. If the meeting is
important to you (and it should be) do something about your environment. Ask people to turn off their
phones and disconnect their Blueberries. If there are roadworks outside, close the window.

Summary:

The location should:
 Be well lighted.

 Have a comfortable working temperature.
 Have no physical distractions.

 Provide comfortable seating arranged suitably.

Seating Arrangements
Seating arrangements affect the flow of communication between people. It is best therefore not to
accept the arrangement as it is in the room when you enter it but to move chairs and tables according
to the purpose of the group meeting. It is worth spending a few minutes on this. If you want people to
interact freely and without inhibition, a circular arrangement of chairs without tables is appropriate,
assuming that you do not want your colleagues to write a great deal. If writing is involved then the
same arrangement but with tables serves the purpose well. Ensure established clichés do not sit
together, because, even in an informal arrangement of furniture like this, it can be quite threatening
for those outside the group and you will not elicit the sort of contribution you want.
Small working groups will probably have a table round which everyone sits. It is worth finding a round
table, as the shape has been shown to have a considerable impact on communication flow.
Where a formal presentation is being made to the employees, an appropriate arrangement would be a
horseshoe shape or semi‐circle for the audience with the speaker at a separate position in front. Visual
aids can then be positioned next to the speaker. This ensures that the focus is appropriately located.
Several different seating arrangements are shown in Figure Six.

Summary:

 Spend a few minutes rearranging the furniture if necessary.
 Some seating arrangements facilitate interaction.

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