Delivered in partnership with Nora Sheffe, Sheffe Consulting. Shared with permission.

Meetings serve as essential forums for collaboration, innovation, and decision-making. However, in today's landscape, safety extends beyond physical surroundings to encompass health and psychological well-being. By integrating these practices into your meeting planning, you can create an environment that prioritizes safety, comfort, and overall well-being for all participants.

1. Reduce the Spread of Germs - Reduce the risk of illness transmission by providing hand sanitizer and wipes at entry points and shared stations. Encourage participants to bring their own water bottles to minimize shared contact surfaces.

2. Reduce Meeting Duration and Build in Breaks - Acknowledge the importance of breaks in maintaining focus and well-being during meetings. Consider reducing the default meeting duration by five or 10 minutes and incorporate regular breaks to allow participants time to rest and recharge. Check out this article by Harvard Business Review for more info on this one: Don’t Underestimate the Power of Small Breaks During a Busy Workday.

3. Provide Enough Space to Move and Watch for Tripping Hazards - Ensure bags are stored under tables, and cords are securely taped down to prevent accidents. Last thing a productive meeting needs is someone taking a tumble!

4. Build in Movement - Sitting is the new smoking! Combat the health risks associated with prolonged sitting by integrating movement into your meetings. If everyone in the room is ambulatory, encourage participants to stand during discussions or incorporate 60-second stretch breaks to promote circulation and reduce fatigue. Post flip chart stations around the room and have groups move between stations.

5. Follow the 90:30:10 Ratio - Maintain a balanced ratio between meeting time (90), breaks (30), and engagement frequency (10) to optimize productivity and well-being. Allocate adequate time for breaks to prevent burnout and enhance overall engagement.

6. Use 20:20:20 to Combat Eye Strain - Mitigate the effects of prolonged screen time by following the 20:20:20 rule. Every 20 minutes, encourage participants to take a 20-second break and focus their eyes on a point at least 20 meters away to reduce eye strain and fatigue.

7. Build in the Appropriate Amount of Mixing - Consider the specific circumstances of your meeting environment, including health considerations (is it flu season?), physical constraints, and participant needs (consider those who may be neurodiverse, immunocompromised or use mobility aids). Adapt your mixing strategies accordingly to ensure everyone feels comfortable and safe.

8. Encourage Open Communication - Cultivate an atmosphere of trust and respect where participants feel empowered to express their thoughts, concerns, and feedback openly. Emphasize the value of diverse perspectives and create space for all voices to be heard without judgment or reprisal.

9. Establish Participant Agreements - Set clear expectations for respectful behaviour and interaction through participant agreements or ground rules. Outline guidelines for active listening, constructive dialogue, and mutual respect to avoid interruptions, personal attacks or derogatory language.

10. Provide Support Resources - Prioritize mental health and well-being by offering access to support resources or contact information for professionals if needed. Let participants know that it's okay to prioritize their well-being and take breaks or seek support during the meeting.

By incorporating these practices into your meeting planning and execution, you can create a safe, inclusive, and supportive environment where participants feel valued, respected, and able to contribute their best. Prioritizing safety and well-being not only enhances the meeting experience but also fosters a culture of care and consideration that extends beyond the meeting room.

10 Tips to Make Meetings Safe

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