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Mindful Meetings Checklist Cheat Sheet by

How you can be your own meeting’s mindfulness muse
planning     meetings     mindful


Meeting planning is consis­tently named one of the most stressful jobs—and stress­ed-out meeting planners tend to create stressful meetings. Mindful meeting profes­sionals who practice being fully present in the moment without judgment tend to also plan their meetings more mindfully. The resulting events create deeper connec­tions and more learning.

Here are some ways you can bring more mindfu­lness to your meetings pre-, during, and post-e­vent.

Before the Meeting

• Connect to a clear vision of what you want to have happen for your meeting. What does your meeting look like (colors images), feel like (warm, cool), and sound like (country, rock and roll, screaming babies)?
• Set your intention for the meeting. Intention is energy in motion­—what do you choose for this meeting? For example, do you intend the energy to be peaceful? Joyful? Profit­able?
• Determine the energy of each meeting aspect. Mindful meeting planners are careful to vary the energy to meet the intentions of each part of the event. Delibe­rately set an agenda that changes up the energy in the room and deepens the connection of partic­ipants.
• Visualize the meeting. The best athletes visualize taking that shot or leaping that hurdle before it happens, creating the energy field for it to happen. Close your eyes and allow your mind’s eye to see the meeting even before you build it, and repeat the process several times.
• Bring mindfu­lness to your marketing. Be clear about why you are having the meeting. How do you need to come together? What needs to be accomp­lished? Who needs to be there? Never assume that just because the meeting has always been done a certain way that it needs to be done that way in the future.

Mindful Meetings

During the Meeting

• Renew your intention. Throughout the meeting, check back in on your intent­ions. Feel those intentions coming true.
• Recognize the good even when it’s challe­nging. Whisper your gratitude, write a note, speak it out loud—find some way to acknow­ledge what’s going well.
• Center partic­ipants in the room with a breathing activity. You may have their bodies in the room, but do you also have your partic­ipants’ minds and hearts? One way to bring all of them into the room is by starting each meeting with a short breathing exercise.
• Be conscious about technology use. It’s not possible to multitask mindfully. As a group, agree to how techno­log­y—s­ocial media, email, and other distra­cti­ons­—will or will not be used during the meeting.
• Be aware of moveme­nt—or the lack of moveme­nt—in session rooms. Can you get people walking, breathing, or otherwise moving their bodies as they move their minds?
• Unify your team each day. Connect with each key person at least once a day to gauge their energy. Then do what you need to to keep them positive and light, including addressing any concerns.
• Be thankful and express your gratitude for your partic­ipants, vendors, and your team early and often.

After the Meeting

• Breathe. Put your feet on the ground and re-center yourself.
• Affirm what went well.
• Feel grateful and share your gratitude with all involved in the meeting.

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