Meaningful meetings in a remote working world

Naomi Thompson at Benenden Health explains how to make meetings and personal interactions at work meaningful, especially in an era of reduced face to face contact

 

The landscape of work has changed dramatically in recent times, with remote and hybrid working becoming more common than ever. While these flexible work arrangements offer numerous benefits, they also present unique challenges, particularly in maintaining the meaningfulness of meetings and in-person interactions.

 

The traditional workplace setup, where colleagues collaborate, socialise and meet in person for meetings, brainstorming sessions, and casual interactions, has been disrupted by the rise of remote and hybrid work models. Advancements in technology, a demand for a better work-life balance and operational efficiencies mean that most businesses - across sectors - are having less ‘face time’ than ever before.

 

But with these interactions important for business performance, workplace cultures and mental wellbeing, how can teams make the most of the in-person time they do still enjoy?

 

Be strategic with in-person time

Reserve in-person interactions for activities that truly benefit from physical presence, such as team-building exercises, hands-on workshops, or high-stakes negotiations.

 

Calling employees in for face-to-face meetings that are short, unengaging, and unproductive can have the reverse effect and create some resentment from those who may work better at home or feel that their day has become less productive as a result.

 

Instead, when employees are in the physical workplace, make use of this time and maximise the benefits of interactions. For example, schedule line manager catch-ups and business updates on days when people are in.

 

With fewer touchpoints between managers and employees, individuals can often have greater senses of insecurity in their work and this can especially be true when workers are new to their roles. As such, having line manager conversations in person can settle any nerves and allow for any problems to be solved, with fewer reasons for stress or anxiety whilst remote working.

 

Where this isn’t possible, make sure that catch-ups are still held via video calls so employees feel more valued and are able to take feedback on board within the context of a wider conversation, rather than through written messages that can be misconstrued, difficult to interpret and impersonal.

 

Don’t reserve ‘face time’ solely for professional reasons

It shouldn’t just be work-related things that we get together for, either. Ensure that your team is gathered together for special occasions at work, recognising birthdays, work anniversaries or promotions, for example. In doing so, people can feel recognised, important and supported in their job.

 

These interactions don’t just have to be with your direct colleagues either. Typically when we are working remotely, the vast majority of our communication is with those in our departments or on our teams.

 

However, it is also important to also engage with others from across the organisation. Something we do at Benenden Health is putting time aside for our ‘care for a cuppa’ initiative – this is where everyone within the team has a short, non-work related conversation with someone different within the organisation.

 

This is a great example of how small meetings can become meaningful – new connections are formed and interests are shared. Such initiatives also allow a stronger culture to form within an organisation, where loyalty and camaraderie can be enjoyed, creating higher engagement levels and boosting recruitment and retention.

 

Be organised in advance

We’ve all had meetings where we’ve felt unprepared or there’s no clear agenda or purpose, so it’s really important that the few in-person meetings we do have in today’s world are effective. Employees will be more excited and engaged in advance of a meeting if there is a clear purpose, expectations and outcomes set before the time itself.

 

Not only does this allow for a productive session that is valuable for the business, but also allows employees to prepare, makes employees feel that their contributions are valued and that their attendance was worthwhile – gathering teams at a physical workplace for an unsatisfying meeting can create negative feelings around in-person events and ultimately harm motivation and culture.

 

Ensure meetings are inclusive

Finally, whilst it’s great to be able to enjoy the benefits of face-to-face interactions, it’s really important that those unable to attend aren’t made to feel left out.

 

It can be really difficult to align diaries to find a time that works for everyone, so make sure that you still include those who may have to work remotely by dialling them in via video link and giving them the same brief prior to the meeting.

 

The same applies for non-work related engagements – consider those who can’t attend social events or celebrations and think about how you can still include them, or if not, what can you do to compensate? A small gift or an acknowledgement can show that you have not forgotten about them and help to alleviate feelings of isolation and being left out whilst everyone else is enjoying themselves. 

 

As we continue to adapt to the evolving landscape of work, it’s evident that the future is hybrid and there’s no turning back. Organisations that succeed in cultivating meaningful interactions in this environment will not only maintain their productivity but also nurture a strong sense of belonging, engagement, and collaboration among their teams.

 

By reimagining meeting structures, leveraging technology and fostering in-person interactions, we can ensure that the fabric of workplace connectivity remains vibrant and resilient.

 

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Naomi Thompson is Head of Organisational Development at Benenden Health. Find out more about Benenden Health’s healthcare for business.

 

Main image courtesy of iStockPhoto.com