Give meeting-goers many options!

give meeting-goers many options Today’s meetings need to give meeting-goers many options, not just a few. But this doesn’t mean filling the conference program with every conceivable session topic. To be enjoyable and productive, meetings need white space: free time for attendees to do what they want and need to do.

When we preschedule an entire conference program, each attendee’s only remaining choice becomes which sessions to attend. It’s like how the news industry uses polls, as described by Jeff Jarvis:

“Polls are the news industry’s tool to dump us all into binary buckets: red or blue; black or white; 99% or 1%; urban or rural; pro or anti this or that; religious (read: evangelical extremist) or not; Trumpist or not; for or against impeachment. Polls erase nuance. They take away choices from voters before they get to the real polls, the voting booth. They silence voices.”
Jeff Jarvis, Polls subvert democracy

Predetermined meeting programs silence attendee voices in the same way.

So how do we give meeting-goers many options without taxing their stamina and powers of concentration?

Use event crowdsourcing to give attendees the right options!

Event crowdsourcing allows participants to create the sessions that they actually want and need. Opening techniques such as The Three Questions; Reminders, Sparks, Questions, Puzzles; Peer Session Selection and Sign-up; and Post it! For Programs make it possible to create conference programs at the event that truly reflect participant desires. Every session created this way is virtually guaranteed to be of interest to attendees because they chose them earlier in the event!

Event crowdsourcing thus avoids the two biggest problems endemic to traditional meetings: not including the sessions that attendees actually want and need, and overwhelming attendees with too many choices crammed into an exhausting schedule.

I have been using event crowdsourcing for portions of or entire conferences for decades. The programs that it constructs are invariably well received and highly rated. Participants love being actively involved in choosing what they want to learn and discuss, and they typically uncover great session topics that were not on anyone’s radar before the event.

So if you want to give meeting-goers many appealing choices, use event crowdsourcing at your meetings. More information on my comprehensive event crowdsourcing manual is available here.

The architecture of assembly

architcture of assembly

“Architecture sets the stage for our lives; it creates the world we inhabit and shapes how we relate to one another. In a time in which democracy is under increasing pressure in different parts of the world, it is time to rethink the architecture of assembly.”
Max Cohen de Lara and David Mulder van der Vegt, “These 5 architectural designs influence every legislature in the world — and tell you how each governs, The Washington Post, March 4, 2017

The architcture of assembly

How do room sets imply and influence what happens at meetings? Can room sets affect the quality of democracy, sharing, and equality experienced by participants?

In Parliament, a fascinating new book and website, Dutch architects Max Cohen de Lara and David Mulder van der Vegt document the architectural layout of all of the 193 United Nations’ member states legislative buildings, and analyze how their room sets correlate with the associated countries’ governance style. [Update: U.S. readers may be interested in a similar analysis of legislative chamber layouts of all 50 U.S. states.]

So what can we learn about meeting room set design from Parliament? Here are a few observations.

Curved theatre seating dominates

One of the interesting findings is that the most common legislative room set is one rarely used at traditional meetings: the semicircle.

architcture of assembly
National Assembly, Palais Bourbon, Paris, France

This of course echoes the pleas that Paul Radde & I have made for years for meeting planners to replace straight row theatre seating with curved row designs: pleas that, despite persuasive arguments, have largely fallen on deaf ears. Because every seat directly faces the focal point of the room, curved sets offer maximum comfort for each audience member. People don’t have to continually twist twist their bodies when they’re sitting for a long period.

Clearly, many architects of legislative chambers know something that most meeting planners don’t.

Room sets correlate with the level of democracy

Every room set imposes an architecture of assembly. Legislatures are meeting spaces that concentrate on sharing points of view, convincing others, making public political statements, negotiation, and compromise. Though all these objectives can be present for the non-political meetings and conferences that make up the majority of meeting industry work, let’s concentrate on the first activity: sharing points of view.

Parliament finds that classroom-style sets “…where members of parliament sit in regimented rows focused on a single speaker… [are] particularly common in countries with a low rank on the Economist’s Democracy Index.” Sadly, classroom sets are still, in my experience, the most common room sets used in meetings. If sharing points of view, participation, and engagement are desirable at a meeting, such sets should be avoided.

Conversely, circle seating is rarely used in parliaments or meetings. Only nine parliaments in the world meet in this setting.

The Landtag in Düsseldorf, the regional parliament of Nordrhein Westphalia in Germany

Circle room sets are the most egalitarian architecture, though hierarchy can still be suggested or maintained if two or more concentric circles of chairs are used. I open the Conferences That Work meeting design with participants sitting in a single circle of chairs — a room set limited, in practice, to around sixty people.

Horseshoe sets can facilitate a fluid focus

Horseshoe sets are, at first glance, a mixture of the semicircle set above and another common parliamentary form: opposing benches.

Opposing benches in the United Kingdom House of Commons Chamber

Interestingly, I’ve found that horseshoe room sets with a single-row of chairs, or multiple rows with plentiful aisles can provide an effective format for group discussions, with participants moving to and from a few “speaking” chairs at the mouth of the horseshoe.

The Bangladesh horseshoe-form legislative chamber

Meeting professionals are fortunate — if we apply ourselves

Here’s how Max & David conclude their Washington Post article:

“[Architecture] can be one way to … experiment with new models that are more attuned to contemporary life and to the challenges that we are facing today.”

Legislative chambers are massive formal structures that reflect the sociology, history, and politics of their culture. They are rarely rebuilt to reflect a change in the circumstances and outcomes they were originally designed to serve. Even so, the variety of forms displayed in Parliament shows us some of the rich possibilities available, even in heavily constrained circumstances.

Meeting professionals are more fortunate. We can usually change the room set to respond to the specific needs of a meeting. Yet too often, we limit ourselves to a small set of familiar forms we have experienced over and over again.

We can and should do better.

Room set and Landtag images reproduced from The Washington Post
French National Assembly image by Richard Ying et Tangui Morlier (Own work) [CC BY-SA 3.0, via Wikimedia Commons
House of Commons image attribution Flickr user uk_parliament
Jatiyo Sangshad Bhaban, Dhaka, Bangladesh by Rossi101 at English Wikipedia, CC BY-SA 3.0