Walking meetings are just what they seem, a meeting you host while walking or moving. Similar to the traditional meeting, a walking meeting serves as a time and space to inform, collaborate, discuss, and plan along with a few added benefits. This alternative approach incorporates movement into the work place, promotes heathy lifestyles, connects people, and enhances productivity.
Organizing a walking meeting
Walking meetings are a great way to hold a meeting and boost creativity and energy of your participants. However, keep in mind walking meetings may not be an appropriate alternative for all meetings. If individuals have factors that prevent their participation in this activity do not hold walking meetings go with the regular meeting. If you are able to hold a walking meeting, below are a few tips to consider:
- Ask permission and give notice so participants can prepare and/or decline.
- Host the meeting at the originally scheduled start and finish times.
- Make accommodations for participants who may need frequent stops, shorter walks, or adjustments in speed.
- Come prepared and be productive (note-taking, stay on track and on time with a walk-friendly agenda).
- Plan your route – this can include stops along the way to jot down notes, a destination, and length.
- Adjust to inclement weather – be prepared to meet in a traditional format, consider an indoor walk, wear appropriate gear (boots, sunscreen, umbrella, jacket, etc.).
- Consider the time of day – avoid congested sidewalks during peak pedestrian times and special events (ex: Homecoming, orientation).
- Consider the location – busy/noisy places (construction zones, free speech areas, Lincoln Way traffic, etc.) may not be ideal.
- Make a back-up plan in the case the a walk is not possible.
Meeting size
In planning for your walking meeting you should always consider the size of group. While meeting size will vary, typical meetings range in size from 2 to 20 or more. One-on-one meetings are the easiest format.
Tips for larger groups
- Designate stops along the way to take notes or check in with everyone.
- Avoid noisy areas to assure all can be heard.
- Plan walking routes with larger sidewalk width or create walking buddies.
- Consider rotating walk leaders so participants talk with every member.
- Incorporate regular stops for presentations.
- Save time at the end for to wrap up, debrief, and questions.
- Capture highlights of the conversations to share after the meeting.
- Include next steps and action items for those who may have missed parts of the conversation.
Participants
It is important to consider your participant's unique needs in setting up a walking meeting. The route you choose should consider who is walking and accommodate any special needs through large sidewalks, wheelchair accessibility, terrain, and various other factors. Some individuals may have factors that limit or prevent their participation. In some circumstances, a walking meeting may not be an appropriate alternative.
Etiquette and safety
- Consider where, when, and how you’re walking to stay safe.
- Carry a mobile device in case of emergencies.
- Cross the street at designated cross walks.
- Yield to vehicles, even though pedestrians have the right of way.
- Wait for directions from stop lights.
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