Meetings have evolved a great deal from the days that a well-run meeting consisted of booking a conference room, setting an agenda, and ordering beverages for the break times. Today, a productive meeting requires thoughtful planning to ensure that the meeting promotes both productivity and the well-being of all participants. In today's fast-paced work environment, there is an increasing focus on wellness. A wellness-minded meeting not only boosts morale but also enhances productivity and creativity. By prioritizing participants’ physical, mental, and emotional well-being, the meeting planner can create a more positive and effective meeting experience for all.

Post pandemic, employees at all levels report feeling more stressed at work. Under these circumstances, attending meetings are often cited as an added stress. Add in the stresses of a long flight to attend a meeting and you get many attendees showing up physically and emotionally drained even before the meeting gets under way.

To plan meetings that not only cater to the company’s needs for productivity and collective participation, here’s a comprehensive guide to help meeting planners plan a wellness-minded meeting that is both effective and enjoyable.

Physical Wellness

Physical well-being of the participants is fundamental to a successful meeting. Ensuring that attendees are comfortable and energized can significantly improve their engagement and participation. Here’s a checklist of key requirements:

Choose a Comfortable Venue: Select a venue with comfortable seating, good lighting, and adequate ventilation. If possible, opt for a location that offers natural light and scenic views. Avoid windowless hotel facilities, otherwise known as “boxes.”
Encourage Movement: Incorporate breaks for stretching or short walks. Consider standing desks or seating arrangements that allow for movement.
Book a “Quiet room” in conjunction with your meeting. Quiet rooms can be used to help attendees who are feeling overwhelmed, stressed, or anxious. Quiet rooms provide a private space where attendees can relax, de-stress, or take a break from the noise and distractions of the meeting.
Healthy Snacks and Hydration: Provide healthy snacks such as fruits, nuts, and granola bars. Ensure there is plenty of water available to keep everyone hydrated.

Mental Wellness

Mental wellness focuses on reducing stress and fostering a positive mindset among participants.

Mindfulness Sessions: Begin the meeting with a brief mindfulness or meditation session to help participants relax and focus.
Set Clear Objectives: Clearly outline the meeting’s goals and objectives at the beginning. This helps participants stay focused and reduces anxiety. Make every effort to stay on track.
Encourage Participation: Create an inclusive environment where everyone feels comfortable sharing their ideas and opinions.

Emotional Wellness

Emotional wellness is about creating a supportive and motivating atmosphere.

Positive Reinforcement: Acknowledge and appreciate participants’ contributions. Positive feedback can boost morale and motivation.
Team-Building Activities: Incorporate activities that foster team bonding and camaraderie. These can be as simple as icebreakers or more involved like team-building exercises.
Respect Work-Life Balance: Schedule meetings during reasonable hours to respect participants' personal time and responsibilities.

Trends in Wellness

Wellness is essential, and is becoming top of mind for many participants. There is a steady progress on the growth of wellness programs and it comes from two different directions:

1) One is human resources departments in [larger] organizations that are taking a long-term view of ways to impact wellness and maybe even curb cost increases in group healthcare. In response to that, spa facilities atresorts are focusing more broadly on long-term health and well-being in addition to one-time pampering.

2) Millennials are also driving a trend toward wellness travel, which gives incentive recipients a chance to improve their health while attending an event.

Encourage participants to take advantage of the hotel’s amenities, such as the fitness center, pool, or spa. These amenities can help to reduce stress and improve overall well-being.
If possible, offer complimentary health assessments at your meeting. They can include tests for blood pressure and calculating body mass index as part of educating attendees about their personal health. Healthcare providers and vendors can offer the resources and logistical help to carry out on-site health assessments. Many hotel spas also offer health assessment programs.

Start with a Wellness Activity

Kick off the meeting with a wellness activity, such as a mindfulness session, a brief exercise, or a round of positive affirmations.

Be mindful of the meeting’s schedule. If the meeting is long, you may want to schedule regular breaks. This will give participants a chance to stretch, move around, and get some fresh air to prevent fatigue, thus keeping energy levels high.

Activities like golf or yoga are a way for the attendees to relax, unwind and get to know each other in an environment very different from a meeting room. They encourage incremental collaboration and discussion and can offer attendees a transformative form of networking.

If meals are not served as part of the meeting, choose destinations with walkable restaurants close-by as an option for the attendees to get their steps in. This also saves on transportation.
When the attendees have some free time during a conference or event, they might also consider taking a bikeride through the destination. Thanks to the creativity and green practices of several properties, as well as new citywide bike share programs, groups have a growing number of ways to experience their destination on two wheels.
Early-morning fun runs have long been an activity option at meetings, or tradeshows. But you can mix it up by offering other rejuvenating activities such as yoga classes.
If the event venue is surrounded by nature, the therapeutic benefit of a nature hike can be extremely powerful. For city-based properties, a nearby park can fit the bill.
Create a list of “between-the-sessions” activities that introduce attendees to unique experiences and local flavors so they feel engaged and connected to the community they’re visiting.
During the meeting, focus on maintaining a balanced and engaging environment.
Lastly, end the meeting on a positive note. This will help participants to leave the meeting feeling refreshed, motivated, and accomplished.

Post-Meeting Follow-Up

The work doesn't end when the meeting does. Follow up to ensure that the momentum and positive energy continue. There are a few actions required of the meeting planner after the meeting wraps up:

Send a concise summary of the meeting, including key decisions, action items, and next steps. This helps keep everyone on the same page and reinforces the meeting’s outcomes.
Solicit feedback from participants about the meeting’s effectiveness and the wellness initiatives. Use this feedback to improve future meetings.
Promote ongoing wellness by sharing resources, such as articles, videos, or workshops, that support physical, mental, and emotional well-being.
Encourage a positive and respectful dialogue. Avoid negativity and ensure that all voices are heard and valued.

Conclusions

Planning a wellness-minded meeting is an investment in your team’s overall well-being and productivity. By considering physical comfort, mental clarity, and emotional support, the meeting planner can create an environment that fosters engagement and positive outcomes. Remember, a successful meeting is one where participants leave feeling energized, valued, and motivated to contribute their best.

To organize your next wellness-focused meeting, reach out to the pros at GMS Meetings for a productive and rewarding experience.

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Understanding the Importance of Wellness in Meetings