Walking Meeting

A Fresh Approach to Productive Collaboration

Boost Creativity, Enhance Collaboration, and Improve Health in the Workplace

In the fast-paced world of corporate decision-making, meetings are the backbone of communication and strategy execution. However, the traditional boardroom meeting has limitations, often stifling creativity, engagement, and even physical well-being. Forward-thinking organizations are exploring alternatives, and one such approach is the walking meeting. This innovative method combines movement with discussion, offering professionals a dynamic and productive way to collaborate.

In this article, we’ll explore why walking meetings are valuable, provide a guide for implementing them effectively, and address potential challenges to help you incorporate this practice into your corporate culture.

The Case for Walking Meetings

Why Traditional Meetings Fall Short

Corporate professionals spend a significant portion of their day in meetings, often confined to static settings. The monotony of sitting in a boardroom can lead to disengagement, reduced attention spans, and a lack of energy. Here are some common pitfalls of traditional meetings:

• Lack of Physical Activity: Sitting for long periods has been linked to various health issues, including back pain, poor posture, and even chronic conditions like cardiovascular disease.
• Mental Fatigue: A static environment with predictable formats often results in diminished creativity and problem-solving ability.
• Information Overload: Endless slideshows and lengthy agendas can overwhelm participants, leading to passive listening rather than active engagement.

While these challenges may not render traditional meetings obsolete, they highlight the need for alternatives that can complement standard practices.

The Benefits of Walking Meetings

Boosting Creativity

Walking meetings are uniquely effective at unlocking creativity. The movement involved in walking increases blood flow to the brain, enhancing cognitive function and innovative thinking. Research from Stanford University reveals that individuals generate more ideas while walking compared to sitting. This makes walking meetings particularly valuable for brainstorming sessions or problem-solving discussions.

Improving Health

For professionals who spend hours at a desk, walking meetings offer a welcome change. Even moderate physical activity can improve circulation, reduce stress, and boost energy levels. Walking also combats the negative effects of prolonged sitting, such as fatigue and stiffness, creating a healthier, more vibrant workforce.

Enhancing Collaboration

Walking meetings break down the formality of traditional meetings. By removing physical barriers like desks or tables, they create a sense of equality among participants. This promotes open communication, strengthens relationships, and fosters a collaborative atmosphere. For managers, walking side-by-side with team members can also encourage honest feedback.

Time Efficiency

The natural pacing of walking meetings encourages brevity and focus. Without the distractions of phones, laptops, or extended PowerPoint presentations, participants tend to stay on topic and reach decisions faster. This makes walking meetings an excellent choice for check-ins or quick status updates.

Best Practices for Organizing Walking Meetings

Assessing Suitability

Not every meeting is suited for a walking format. Walking meetings work best for:

• Brainstorming Sessions: The casual environment sparks creativity and free-flowing ideas.
• One-on-One Discussions: Walking eliminates distractions and creates an intimate space for honest dialogue.
• Strategic Planning: High-level discussions benefit from the clarity and focus that walking provides.
• Status Updates: Concise check-ins are well-suited to this mobile format.

However, meetings that require detailed presentations, large group participation, or the use of extensive visual aids are better conducted in traditional settings.

Planning the Meeting

Choosing the Right Route

The environment plays a critical role in the success of a walking meeting. Opt for paths that are quiet, safe, and conducive to conversation. Parks, walking trails, and wide sidewalks are excellent choices. Avoid noisy or crowded areas that could disrupt the flow of discussion. If your office is in an urban setting, scout nearby areas in advance to identify suitable routes.

Setting Objectives

A successful walking meeting is as structured as a traditional one. Define clear objectives and share them with participants beforehand. For instance, if the purpose is brainstorming, set a goal to generate a specific number of ideas. Having a clear agenda ensures the conversation remains focused and productive.

Time Management

Walking meetings should typically last 30 to 60 minutes. For longer discussions, consider incorporating short breaks to sit and review notes. At the end of the walk, allocate time to recap key points and establish actionable next steps.

Addressing Practical Concerns

Weather Contingencies

Weather can disrupt outdoor walking meetings, but preparation is key. Have a backup plan in place, such as using indoor hallways, a building atrium, or a nearby covered area. This ensures meetings can proceed without interruption.

Inclusivity and Accessibility

Ensure walking meetings are inclusive by accommodating the needs of all participants. For individuals with mobility challenges, offer alternatives such as standing meetings or virtual brainstorming sessions. Prioritize routes that are accessible to everyone.

Overcoming Challenges

Resistance to Change

Introducing walking meetings may be met with skepticism, especially in traditional corporate environments. To overcome resistance:

• Communicate the Benefits: Share success stories and data demonstrating the effectiveness of walking meetings. Highlight their alignment with company priorities like innovation, collaboration, and employee well-being.
• Start Small: Pilot the concept with smaller groups or less formal meetings to build comfort and familiarity.

Balancing Professionalism with Informality

Walking meetings naturally have a casual tone, but maintaining professionalism is essential. Encourage participants to stay focused and avoid off-topic conversations. Setting an agenda and emphasizing meeting goals can help strike the right balance.

Avoiding Distractions

Outdoor settings may introduce distractions such as traffic noise, unpredictable weather, or passersby. Mitigate these by selecting quiet routes and clearly communicating expectations for staying engaged throughout the meeting.

Real-World Examples

Corporate Success Stories

Several high-profile companies have embraced walking meetings as part of their workplace culture. For example:

• Google: Known for its innovative approach to workplace practices, Google frequently uses walking meetings to spark creativity.
• LinkedIn: The professional networking giant incorporates walking meetings to foster collaboration and innovation.
• Apple: Steve Jobs famously held walking meetings, believing they led to better conversations and ideas.

Conclusion

Walking meetings are more than just a trend; they are a transformative approach to modern workplace collaboration. By integrating movement into discussions, professionals can enhance creativity, improve health, and foster stronger connections within their teams.

Organizations willing to embrace this change will find it a valuable addition to their meeting formats, aligning with broader goals of innovation, productivity, and employee well-being.

Take the First Step

Start by piloting walking meetings for informal check-ins or brainstorming sessions. With proper planning and execution, they can become a powerful tool in your professional toolkit.

Boardwise's Approach to Meeting Management

Boardwise specializes in streamlining board and meeting management processes through seamless integration with Microsoft 365. Their platform was developed within the Executive Board Office of Europe's largest media company and has been shown to save customers 40%-50% of the time typically spent organizing large meetings.

The focus of Boardwise on efficient meeting preparation and management aligns with the principles of productivity and innovation that walking meetings promote.

To explore how Boardwise can enhance your organization's meeting management, request a free demo.