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Five Steps to More Proactive Meetings

Everyone knows the feeling of leaving a meeting venue and having no idea what the purpose of the last hour was. It’s as if the key pieces of information you just heard evaporated from your mind the moment the door closed behind you. This is normal. Even experienced professionals struggle to communicate their points succinctly and embed new business ideas.

Being unable to hold proactive, purpose-driven business meetings is a big challenge many companies face. Because of the pandemic, this problem has been exacerbated as almost every office is now working from home. Proactive staff meetings are crucial when working remotely to ensure everyone can communicate efficiently.

To help your organisation communicate more proactively, we’ve put together a list of 5 business meeting tips:

How To Have A Proactive Meeting | The 5 Best Tips

The Right COVID-Safe Meeting Venue

Throughout 2021, we hope the world is going to start opening up again. Life as we remember it is going to come back, which is an amazing thing. Rooms are going to repopulate with staff looking to embrace fresh business in a post-lockdown world. To get the most out of these first meetings, and get a headstart on your competitors, you need to find the perfect meeting room space for your business.

The year is going to be dominated by two major types of events: hybrid events and outdoor events. This is going to be the same for business meetings as well and that may not be what many staff are used to. To ensure that your staff get the most out of the conference, the venue needs to support every aspect of the session. For example, hybrid meeting venues need to provide video conferencing systems for staff who can’t be there in person.

Organise, Organise & Organise Some More

We’ve mentioned above the worst-case scenario for a business meeting. Everyone walks out of the event space and has no idea what the purpose of the last hour was. Well, there is another scenario any business wants to avoid at all costs: hosting a meeting that covers every topic other than the one you wanted to cover.

The solution to this issue is organisation. Organise your plan; what is on the agenda to discuss, the format for each discussion, and allowing time for contributions. Most problems that occur could have been avoided, which is why organisation is the key to being proactive.

Emphasise Time Management

Starting late halts the effectiveness of a planned work discussion in its tracks. You’re starting on the wrong foot before you’ve even begun. Even after a punctual start, time management should be a priority throughout. Ensure each topic is given an appropriate period to be covered, spread the time equally; however, if a certain point requires more attention, plan for this beforehand.

Out of respect for all participants, make sure the session ends on time. This is also important as the venue may have another party coming in after your company. If you feel you’re going to run over, suggest creating a list of points to follow up on. This way everyone can have their ideas heard and it will contribute to a better outcome from the discussion.

Encourage Participation

You host a brainstorming meeting for a big new project. You’ve hired out a meeting venue for your business and everyone is throwing their ideas in. Even the participants taking part virtually. However, there is one team member in the corner quietly making notes. That person may not have the £1 million idea, but their contribution could lead to a better idea developing.

Whoever is chairing the meeting, encourage everyone involved to participate. This should always be an aim but may be difficult because of how things will have to adapt in 2021. Whether the conference is outside or a virtual and in-person hybrid, encourage ideas and opinions on the discussion topic from everyone. An effective strategy to extract suggestions is to ask questions and for feedback; ask people about their previous experiences – what have they done that has worked in the past?


During a productive collaboration, points will arise that warrant further discussion. Sometimes a passing comment is a great idea, so be sure to note it down. Remembering an idea and bringing it up at a later date, where it can be given more attention, could see it flourish into a profitable action for your business to take.

Create a list of tangible actions for staff to take after the discussion ends. These should be clear directions that have been agreed upon and are effective at ensuring every team member understands the purpose of a meeting. Highlighting the action points to staff avoids that horrible feeling of not understanding what’s expected of them.


Unfortunately, the pandemic has highlighted the importance of social interaction. This has been shown in all areas of life, especially business meetings and events. Whether your company is travelling for business, doesn’t have a formal office space, or you want a change of scenery to spark fresh ideas, choose a meeting room that kick starts your business and get ahead of your competitors.

For a unique meeting venue, with spaces inside and outside, facilities including incredible pitchside views, and dedicated staff, fill in an enquiry form on our contact page.

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