Toronto Meetings Waterfront

Make your Meeting the BEST with Toronto Meetings!

Business Meetings are essential for the health and well being of any business, but are also a big investment in time and money. You have to pay your employees to sit in on those meetings, while they could be out there working hard and increasing profits. So if you’re going to invest your time and money in these meetings, you’ll want to make sure you have the BEST meeting.

But not all meetings are created equally. There is a large gap between your standard meeting,  and the BEST meeting. And you definitely want all your meetings to be great; to achieve their goals, to be worth their time, and to have all participants come away with a sense that something happened, and the meeting was helpful.

And the most important part of that meeting (other than ending it well, click here to see our last post about that) is the environment you have the meeting in.

At Toronto Meetings we have the BEST environment.

 

The BEST rooms.

The BEST food.

The BEST views.

And all of this, just so that you can have the BEST Meetings.

So when you’re planning your next meeting, and are worried about the content, how to start and end your meeting, and the best way to keep it on schedule, you just let us worry about everything else.

From the set-up to the teardown, we will handle all the details that make your meeting, the BEST meeting.

Modern Meeting Room

The Best Meetings have Great Endings

For some people, meetings can be a real bore. For others, it can be an excuse to get out of doing some of their work. Either way, meetings are not going away anytime soon, and overall they are important to an organization’s wellbeing.

However, meetings can sometimes drag on and on. They can stray from the main topic, they can lose focus, they can be absolute snooze fest, and sometimes they will just NOT END!

So now, you’re running a meeting. You don’t want to fall for the usual trappings of meetings. You have your agenda set, you know how to make things move swiftly along. But you still have to know how to end those meetings.

For some meetings, there might be natural end points. A lull in the conversation, or when everyone (or at least the people in the room whose opinions have the greatest weight) is in agreement.

On the other hand, some meetings don’t find a natural end point. Everyone will want to add an opinion, or make a secondary point, or pass the buck along, or a myriad other things.

Fear Not! We’ve got some tips for you.

#1 – Time to End is No time to Bend

Do NOT let your meeting run over time. Those people who are just sitting there looking bored and trying to kill time and hoping they don’t have anything else for the day. NOPE! Nip that right in the bud.

Keep an eye on the clock. Make sure that ten minutes before the end of the meeting, you wrap it up. Don’t start wrapping it up, don’t wind down. You summarize it, and end it. If anyone wants to say anything else, they can email you about it.

Be Nice

#2 – Be Nice; Actually Nice. Like really nice

Say thank you for coming, and mean it. Assure everyone that the meeting was productive, and that it was necessary. Acknowledge that some people may have felt that this was a waste of their time, and that they’d rather be working. Be aware that some people may not know why they were pulled into this meeting, maybe sent a by a higher up, or just wrongly scheduled.

Handshakes and promises to email and follow up are all nice. But your good mood, positivity and sincere thanks will rub off on everyone in the room.
Air Traffic Controller

#3 – You’re now a Part Time Air Traffic Controller

Do not be afraid to redirect your meeting, and even end it early if you have to.

If you’re losing control, if the meeting is going off the rails, if side chatter is insane, or if everyone in the room is looking at you like they’d be more comfortable in a George A. Romero production, then it just might be time to put the meeting out of it’s misery. Everyone is busy, but everyone will just have to reschedule. And if this is the only large meeting in a few months and it took a long time to get everyone gathered… then you have bigger problems to worry about.
Battle Stations

#4 – Everyone to their Battle Stations!

Give people tasks! And in the case that you can’t do so, ask them what their follow up tasks are.

It can be as simple as giving you some feedback on the meeting. Or as complicated as starting a massive new project.

But everyone should be leaving the meeting with a task in mind. It gives purpose and legitimacy to the meeting, as well as making the attendees feel that their time was respected.
Ending Meeting

Ending a meeting correctly can be just as important, if not even more so, than how you start it. The first impression may be the most important, but the final mood is the one that sticks for a long time. Make sure it’s the best one.

And of course, if you’re looking for the absolute best meeting space in Toronto, we have spaces available for all types of meetings.  And with varied catering options, your attendees will feel even more appreciated, and your meeting will end on an even better note!

 

Presentation

How To Make An Effective Presentation In The Meeting Room

Whatever your philosophy is on making presentations in the Meeting Room there are some basic tenets that prevail. Here are Five critical points to observe when preparing a presentation.

  1. Research – Conduct the necessary research so that your presentation ideas are well adapted to your audience’s technical level and needs. Connect your presentation objective/message/idea to the interests of your audience. If possible, when preparing your presentation, gather info on the needs, age, educational background, language, and culture of the target audience. Even on the day of the presentation the audience’s body language will give cues that may require the you to adapt your presentation style.
  2. Compact – A good presentation should be focused and in iterative. There should be a preview, an ‘in-view’ (the actual presentation) and a review so that ‘the BIG idea’ of the presentation is communicated effectively.
  3. Engage – Use eye contact with your audience, face them squarely and smile. Your facial expression and posture will affect your tone of voice and the tone of the presentation. Avoid letting your voice trail off as you transition from slide to slide or segment to segment of your presentation.
  4. Rehearse – Practice the presentation to make sure it flows and to ensure you have allocated time for introductions, questions and answers. This is a good time to make sure that all tools and equipments are working well.
  5. Have Fun – Doable? Yes. Present in a way that communicates your passion for the topic. Energy and enthusiasm is contagious!! See?
May Scoop Cover

The May Scoop is Out!

Enjoy this month’s Scoop and learn about exciting events happening around Toronto’s Waterfront. If you would like to advertise in our growing newsletter we are always happy to showcase local companies and community partners. For more information on advertising, email marketing@rostiegroup.com

And you can download a PDF version here