FlowerPower Meetings – “Flower Meadow 4.0” with motivational boost!

Mini Open Space – Interactive information management for up to 60 participants

Decide HOW you meet, not WHERE! Contemporary Flower Power meeting format or “Flower Meadow 4.0” as an integral part of a high-impact specialist or sales Meeting.

It’s the same every year – data overload, a lack of time and a tight budget!

It is often a real challenge to generate a positive, motivational atmosphere at the annual specialist or sales meeting. After all, it is mainly about reviewing and setting company and sales targets, with lots of information being shared and all sorts of data, facts and figures.
The meetings are normally held in relatively modern conference hotels, purely for reasons of logistics, time and budget. Organisers often promise more “drive” with a change of scenery to a hip off-site location or a co-working space, but the way information is communicated at specialist meetings still remains virtually identical – with a full-on PowerPoint onslaught and a gradual decline in attention and motivation by those taking part.

While a change of location to a more interesting venue definitely provides a pleasant backdrop for the participants, the additional motivation factor is not commensurate with the additional time and money if nothing is done about the meeting format at the same time.

Are hotel meetings still contemporary?

Many hotels have now picked up on this trend and made their conference rooms more contemporary and appealing, gone are the days of fine-patterned blue carpets and dark furniture. The obligatory coffee and lunch breaks have also been modernised, with Danish pastries and sandwiches replaced by healthy ‘street food’. What is lacking is a decisive move towards a more contemporary meeting format.

Based on the ‘open space’ process, the ‘flower meadow’ format has been developed for smaller groups in order to allow participants to get involved in learning processes. Within a roughly defined framework, participants have the option of selecting topics and switching between topic groups like a “butterfly” or going more in-depth on a topic like a “bumble bee”.
However, as the schedules at an annual specialist or sales meetings are often tight in order to minimise personnel downtime and communicating year-end results and future company objectives is the top priority, there is often a reluctance to move away from traditional front-on meeting formats.

#eventprofs #meetingprofs In times of stretched event budgets and personnel resources and strong pressure on time and innovation, companies often lack willingness to modernise “traditional” processes when it comes to meetings @zeitgemaess live

The topics for accompanying break-out panels or workshops in specialist meetings are mostly fixed in advance and the participants are assigned to or select a topic area prior to the event. In general, it can be said that high-impact specialist meetings are more geared towards a need to share information than towards interactive learning process and communication based on their profile of requirements alone.

Are traditional and modern meeting formats cannibalising one another?

By contrast, the traditional version of the “flower meadow” is often perceived by organisers as impracticable, as important company issues are often overlooked or fail to find a majority when topics are selected on site and groups of what are considered more interesting subjects and hot topics are over-full, while important but less exciting company issues are left by the wayside for lack of appeal.

So how can the annual specialist meeting be given more of a buzz without overlooking the need to communicate company developments, sales figures and targets? More freedom of information and movement for the participants, without neglecting what appear to be less attractive topics?

One contemporary and practical option is the integrative implementation of the Flower Power meeting strategy within the MUST DO framework of a high-impact specialist meeting, with as rigid a framework as necessary and as much autonomy as possible.
The framework for a tightly scheduled conference is provided in the form of the kick-off for all attendees, the block of “annual review in facts and figures” topics and the wrap-up at the end of the day with clearly defined strategies and targets from the company’s perspective, also for all delegates.

The space for communicACTION between these two fixed points provides the framework in terms of time and content for the “Flower Meadow 4.0” or the contemporary Flower Power meeting format, which is an adapted Mini Open Space for specialist and sales meetings.

After the kick-off, which is followed by an explanation of the procedure for the next stage, the attendees move to the workshop rooms where they are met by topic ambassadors. For a maximum of 60 participants, no more than three core topics should be handled actively in the Workshops.

Why use digital pre-events?

While the ‘Open Space’ variant involves defining topics on the day, in this version, these topics have already been pre-selected by means of a digital pre-event involving voting on the event website, then defined and prepared accordingly by the specialist departments and their topic ambassadors.

#meetingprof #eventprof Digital pre-events create greater structure in the run-up to the live event and have a positive impact on timings, costs and human resources at the event @zeitgemaess live

The three final topics are scheduled using a colour code on all participants’ name badges, which means each topic has a defined timeframe and all participants receive the same level of information in terms of the content. The workshops themselves are broken down into compact 25 minute blocks in accordance with Pomodoro Method 1 to maintain focus and motivation at a consistently high level. Each block is processed three times, with different participants, perspectives and results.

After the Flower Power workshop block and a break, all the participants come back together for INSIGHTS & live voting, either on an ongoing basis in workshop mode, as a stand-up get-together or as a traditional plenary session. The three topic ambassadors then present the most important findings and results from their sessions, once again in 25 minute blocks.
The subsequent live voting determines how the meeting then proceeds, the participants select the topic that they believe will have the most decisive influence on company/product development and/or sales targets/guidelines (engagement level).

Back to the future?  

While the morning primarily focussed on “providing information” on both a traditional and an interactive level, although the topic ambassadors or specialist departments are free to design the content of the Flower Power workshops, the afternoon is all About DEEP DIVE and ACTION.

DEEP DIVE involves going into more depth on the previously selected topic, with in-depth, comprehensive discussion based on the bumble bee principle. The topic ambassadors play only a moderating and motivational role, setting the core statements for the interdisciplinary discussion and providing support on formulating the measures derived. We have had good experience on this communication space with a setup based on a moderated Fishbowl 2, which enables a varied, multifaceted discussion culture and produces remarkable results.

  • Teambuilding
Eventagentur Düsseldorf

The TOP DEEP DIVE topic concludes the integrative module of the Flower Power meeting section. The results achieved and measures derived form the opener for the next annual meeting as part of a sustainable long-term approach. The following year, there is a résumé of the progress on developments on the “hot topics” from the previous year, with the measures visualised and a consideration of the status quo on the data, facts and figures.

A classic wrap-up for all participants rounds off the day. The contemporary Flower Power meeting format is also suitable for events across multiple days in a slightly modified format. Of course, there is the option of handling multiple focus topics, dedicating whole days to specific topics or integrating keynote speakers or active incentive elements.

Meeting makeover with motivational boost!

Tightly scheduled specialist and sales meetings can really benefit from a little more communicACTION on a digital (pre and post-event) and real basis. With time and resources which are easy to calculate, even the driest of meetings is given more (Flower) POWER without paring down the specialist content to be communicated or over-stressing strict event budgets.

The meeting format developed by ZEITGEMAESS LIVE KOMMUNIKATION based on the Flower Meadow learning method is relatively simple to implement within traditional company, hotel or conference premises and breaks down resistance from within the company, e.g. from the company management with respect to changing the format and scope of “traditional meetings”, as key elements remain fixed as the external framework.

CONTACT

Zeitgemaess Live:Communication | Events & Fairs Dusseldorf

The creative specialists for roadshows, team building, dealer, trade and sales meetings!

Fresh ideas for your event concepts!

E-Mail: AHOI@zeitgemaess.com
Fon: +49 (0)211 2 71 57 33

About:

silvia Wigard

Silvia Wigard
As a professional event, show and PR specialist, I have been designing and organising international meeting, event and show appearances for leading companies in a wide range of sectors on a real and digital basis for over 25 years. My passion and aim is to rethink established event formats and showcase CommunicACTION in a way that is innovative, smart and flexible.

ressources: Wikipedia

1 Pomodoro Methode: Die Pomodoro-Technik (orig. pomodoro technique von italienisch pomodoro = Tomate und englisch technique = Methode, Technik) ist eine Methode des Zeitmanagements, die von Francesco Cirillo in den 1980er Jahren entwickelt wurde. Das System verwendet einen Kurzzeitwecker, um Arbeit in 25-Minuten-Abschnitte – die sogenannten pomodori – und Pausenzeiten zu unterteilen. Der Name pomodoro stammt von der Küchenuhr, die Cirillo bei seinen ersten Versuchen benutzte.[1]

2 Fishbowl: Fishbowl (auch Innen-/Außenkreis-Methode) ist eine Methode der Diskussionsführung in großen Gruppen. Die Methode hat ihren Namen nach der Sitzordnung: sie gleicht einem Goldfischglas, um das die Teilnehmer im Kreis herumsitz

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