Late for a Meeting

Top 10 things to Avoid doing in a Business Meeting

/in , /by

Unsatisfactory Meeting Space

10. Do not have your meeting in a space that is unsatisfactory

One way to have an unsuccessful meeting is to hold it in a room that is dark, unclean, and unorganized. A poor environment will surely lead to a loss in morale and most likely put employees to sleep. (At The Rostie Group, you will not have these problems). This may also be a sign to your employees that their boss does not care to spend money on their employees.

9. This is obvious; do not fight

Unfortunately, some adults regress to children when arguing and may begin to shout and/or get physical (Yes this happens sadly…). Remain mature at all times even if others may be irritating. Anyone can get frustrated when trapped in a room with your coworkers for hours on end. The professionals will maintain calm and focus on the task at hand. This should not be a consideration, as it should go unsaid that fighting is unacceptable behavior.

eating in meeting

8. Do not allow eating if it is a serious meeting

Eating can be distracting, so if the meeting requires concentration and quiet, eating should not be allowed.

Meeting Resolution

7. Do not prepare a meeting without reaching a resolution

Since a meeting will cost a lot of money, it is expected that there will be some worthwhile results. Whether you solve a problem that has been troubling you, or you come up with a solution to a potential upcoming issue, you must make your meeting constructive.

Meeting Time

6. Do not have a meeting go longer than expected

This would typically be the fault of the host/boss. If your meetings last too long, you cannot expect your employees to stay past the scheduled time. This would essentially be holding your employees overtime unexpectedly. This will most likely affect morale amongst employees, causing an unsteady relationship between employee and employer.

Distractions in a Meeting

5. Do not distract yourself and others

When in a business meeting, it may be difficult to pay attention for so long; especially if the meeting is going to take up to 8 hours or longer. You may get restless. It is important to remember however, that your company is paying for this time and place. Every minute counts, so you must remain on task until it’s over.

Drowsy in Meeting

4. Do not show up half awake

Just because your meeting day isn’t going to require as much energy as a typical work day does not mean you can stay up late the night before and watch your favourite movie until 2am. You must contribute! In order to contribute, you have to be awake and able to think properly without nodding off every 10 minutes. Your meeting is to discuss ideas, but it will not be easy to concentrate when you’re catching up on some shuteye.

3. Do not shoot down other’s ideas

It is important that at a business meeting, every idea is respected. This will enforce others to share their ideas even if they are unsure about it. A successful meeting must encourage all to speak. The purpose is to bounce ideas off of each other, which means that if members are afraid to share their ideas or they know they will be shot down, they will not want to share.

Unprepared for Meeting

2. Do not come unprepared

Nothing shows more disrespect towards your boss than showing up unprepared. It tells them that you simply do not care about them or their business. This is a pretty easy way to get fired if that’s what you’re aiming for! A meeting costs the business money since it is taking employees away from working. If you are not contributing to the meeting, you are basically taking the day off.

Late for a Meeting

1. Do not show up late

Showing up late is another way to show that you are unprepared and uncaring. You must be ready to start the meeting the same as a day at the office. You must be punctual in order to maintain a professional reputation.

Bonus. Do not have a meeting anywhere else other than Toronto Meetings

You wouldn’t dare choose any other meeting space… No excuses.  Our spaces are second to none and you can expect that there will be no issues regarding your environment. We offer modernly designed rooms with natural light and views of the downtown Toronto core.

So book your next Meeting Today!

The Art of Presentation in a Meeting

The Art of Presentation at a Meeting

/in , , /by

Being the lead for presentation at a meeting is a talent that requires an array of developed communication skills. In order to be effective, you must be aware of the elements of a good presentation. Here are some tips to help you at your next meeting.

Clear speaking voice

There may not be a more effective lullaby than that of someone lecturing you with a voice that makes Ben Stein sound like a motivational speaker. In order to keep your audiences attention, you must be loud, assertive, confident, and most importantly, coherent.

Take these strategies and apply them twofold if your audience consists of your boss and/or clients you wish to impress. Strong presentation skills instills confidence in the eyes of your audience that you are confident in what you are speaking about as well as caring about your subject.

Plan out your presentation

It is important to prepare a well-structured schedule for your meeting; an order of business. This means that you want to have a mental list or a notebook of what you would like to discuss in which order. Keep the notebook beside you or even in your hands while you’re speaking. It does not look unprofessional as long as you do not read straight off of the pages. On the contrary, it may actually look more professional since you have prepared yourself quite well beforehand.

However, it is unprofessional to have a presentation that doesn’t transition well from one subject to another. If there is a lot of content in your presentation, then you may want to practice beforehand to become familiar with your arrangement.

Lead with your strongest and most exciting idea

One thing to always keep in mind if you are going to be presenting in front of a somewhat large audience, is that most people are most likely bored before you even open your mouth. Nobody is necessarily excited for their upcoming eleven hour long meeting.

Surprise them with an entertaining and/or interesting opening line. Open with something that catches their attention right away and makes them sit up in their seats. For instance, try something like this: “Who wishes they could turn back time? Who wishes they could find a way? Let me introduce you to my invention of the time machine!” Obviously a time machine would be interesting enough on its own, but that’s beside the point. Once you have caught their attention, introduce your strongest point first. For example, try: “My time machine is better than your time machine because mine will have a cup holder!” Assuming that your opposition has also invented this revolutionary machine, you have one-upped them!

What’s the significance?

There’s no need to beat around the bush when hosting a meeting. Try to get your point across right from the start. Start your presentation by stating the goals in chronological order you wish to accomplish by the end. As mentioned prior, lead off with your strongest idea and go from there. Be sure to explain the motivation behind your ideas and how they are directly beneficial to your business. It is great and all if you have a great idea, but what if it doesn’t help your business. What then would be the point?

Recollection

Be sure to make your presentation one to remember. What’s the point of having one if nobody remembers anything from the session a week later? Be confident that your attendees paid attention and made use of your ideas.

For example, sometimes a slogan can prove an effective strategy for grabbing someone’s attention. Even if it is lame, it will be effective since it is remembered for being such. “Don’t dwell on the past, dwell from the past!” This is still fairly negative, but clever! The point is that you want to keep their attention throughout your presentation.

Having a strange hook line may actually end up being the most important part of your presentation since it may be the only thing that anyone remembers a month after the meeting. If this is the case, you will want it to be something that reminds them of your presentation day; something to ring a bell. Like mentioned earlier, “don’t dwell on the past, dwell from the past!” has a humourous connotation, and so will be remembered because it makes those who say it laugh.

In brief, be sure to up your presentation skills in order impress your bosses and coworkers, make a contribution to your business, and improve your communication skills as well. Someone with strong presentation skills is someone who tends to be successful overall as well.

If you’re prepared to put your presentation chops to the test, then why don’t you book your next meeting here at Toronto Meetings? You’ll get all the best tech in a room set up just how you need it. Book Today! 

The Winter Scoop is Out!

/in , /by
Read more
Staff Meeting

Staff Meetings are Important for your Business

/in , /by

When preparing a staff meeting, you want to be certain that everything the setup is complete, and you have all the items on hand to ensure the meeting goes according to plan. At this Toronto Meetings, you can feel confident knowing that your room will be shaped to your preference.

The Importance of a Staff Meeting

As a business owner, you want your staff to be efficient, loyal, and hard-working. An effective way to ensure that your staff is effective is to boost their morale through a staff meeting. A staff meeting is not simply for the gathering of ideas; it’s a coming together under a mutual understanding that every member wants what is best for the business.

Planning a Staff Meeting

In order to have an effective staff meeting, you must understand that a professional meeting requires a professional environment. A staff meeting cannot be expected to succeed if it is held in the dimly lit corner of your local Starbucks. Instead, rent a meeting space that can provide you with a well lit room, options for refreshments; the works! You want your staff meeting to proceed without distractions such as someone being hungry or complaining that they cannot hear the speaker.

The Perfect Meeting Space

Luckily, our meeting space can do all that you require and more! We understand the importance of a successful staff meetings and their amazing outcomes in increasing morale and efficiency!

We take pride in the fact that our meeting spaces will set you up for success! Simply request your setup with any requirements such as refreshments or A/V equipment. And we will be sure to provide you with exactly what you need to make your meeting a success!

What you can expect from us!

    • Variety – You can expect that we have a variety of rooms to select from depending on the group size. Whether it is a group of 4 or a group of 40, we can accommodate you.
    • Catering – From sandwiches and pastries to fruit and yogurt, our catering will provide you with whatever you may need for your day long meeting! On top of this, if you have an allergy or a specific diet, simply request your meal to be how you like it and we will take care of the rest!
    • Friendly Staff – With large corporations, they are not able to take the time to meet you on a personal level and share a relationship with their clients. We encourage you to interact with our staff so that we know that you are satisfied with your setup.
    • Organization – You will find that our rooms are cleaned regularly as we are constantly checking in. We maintain a tidy environment that is well kept with modern décor and natural lighting.
    • Easy Communication – simply call or email and we will answer you at our earliest convenience! We are always quick to respond and will be glad to help! No need having to call multiple times to no avail. If we are not in to take your call at that moment in time, then leave a message or email for us to get back to you!

Overall, you can expect that we will provide the perfect experience for your meeting! We will make sure that you are set up for success. We take the importance of a meeting seriously and will do what is needed to ensure your meeting is perfect. Book with Toronto Meetings and feel confident that your staff meeting is in good hands.

Toronto Meetings Catering

Food for Thought – Catering for your Successful Session

/in , /by

Toronto Meetings Catering

Planning a meeting or workshop can be a multi-faceted task as there are many things to be considered. Aside from the venue, date, time, number of attendees and materials, you must also ensure that the proper catering is prepared for the ultimate success of the session.

Are you planning a full day session? Is the workshop happening in the middle of the summer or the frigid winter? Will you be feeding 10 people or 100 people? Are you working on a tight budget?

Here’s a quick guide to preparing the best catering options for a successful session.

Start with the coffee and tea. It’s as easy as that. Always make sure you are serving some sort of hot beverage at any session you’re hosting. There’s nothing that can satisfy someone throughout the day like a fresh cup of coffee or tea. This is a must have.

Breakfasts are either continental or a hot buffet. Depending on the starting time and number of guests, one must consider which option would be best fit.
With small groups, continental breakfasts are always a safe bet. This will also cut down the costs of a smaller session. Selections such as: pastries, muffins, yogurts and fruit will always provide a light, yet filling option for your guests.

With larger groups, you may want to consider the hot breakfast buffet. Buffets are great for feeding mass quantities of people and the chances of leftovers is minimal. For every person that is looking for something light, there’s someone who had to rush out the door and could use a hearty meal to start their day off right.

When it comes to lunch, a sandwich platter is a great place to start, as this versatile selection can accommodate the majority (if not all) of your guests. It’s a light option that provides a wide variety of combinations that will please most everyone. Special requests can be made and fulfilled for any of your attendees with special dietary requirements. They can even be made to suffice any religious restrictions, which in a multicultural environment is very important.

But, with a sandwich platter, you also have to consider the proper side dish to accompany this. There are a number of things to keep in mind when selecting the best side dish for the event you’re hosting. For instance, if it’s a winter meeting, you may want to consider soup, whereas a salad option would be better fit for the summer. If you’re doing a multi-day session, you may want to provide different sides for each day so the meals don’t become repetitive.

If you’re looking for more than sandwiches, a hot lunch can surely make an impression on your guests. Options such as: chicken, fish, beef or pasta will ensure that no one goes home hungry. This is an easy way of replicating a traditional lunch meeting at a restaurant, but within the confines of your meeting space. You may even go home with some leftovers. Although more expensive, these options will surely help avoid the “cafeteria” feeling your attendees experience and can be a make or break factor as to whether they attend again in the future.

As for the afternoon snack, this option is for the most part, subjective. We all love a good desert to satisfy our mid-day sweet tooth craving. This certainly isn’t a must-have, but depending on your budget, group size and make up of attendees, is a great idea that will leave a lasting impression. Try and do something unique for this as it ties the entire day’s menu together and makes for a strong finish to the session.

At The Rostie Group, we’ve put a tremendous effort in providing catering options for any type of session that you’re hosting. With our unique, customizable menu, which includes both hot and cold options for all meals, we’re confident that this will be a critical part of the success of your session.

For more information on catering options, including our all in one priced Prix Fix Menu, please feel free to call (416) 214-1840 or email catering@rostiegroup.com.

We look forward to hosting your next fully catered meeting or workshop.

Bon appétit.

Staff Meeting

Better Staff Meetings – 4 quick tips

/in , /by

Many times a staff meeting is scheduled and carried out that “could just have been an email.” People are busy and the last thing they need is to be taken away from that work. (Ironically enough, many times staff meetings are held specifically to address concerns with productivity.)

Still, there is a need for face-to-face staff meetings. While email is great, the written word can’t convey tones or emotions.

Since you absolutely need to have the occasional staff meeting, we’ve decided to give you 4 quick tips so those meetings will go smoothly. Tips that even HR experts agree with. 

Staff Meeting Tip #1  – Agenda

It is of utmost importance to set an Agenda for the meeting. That way, the attendees will be able to come prepared for the meeting by bringing any documentation and reports, as well as knowing if they should come prepared with their laptops and equipment, or just a notebook.

Staff Meeting Tip #2 – Who should Attend

Don’t automatically assume that a staff meeting should include all of your staff (unless your firm is small enough). Not everyone has to be at every meeting, and it’s vitally important that when someone is requested to be at a meeting that they have a part to play, and are getting value from it as well.

Staff Meeting Tip #3 – Start on Time and End on Time

Sometimes people run late. It happens. If you make a big deal out of it, you’ll only slow down the meeting further. If it’s a recurring issue, then maybe the meeting time is the problem. Regardless of the time you start, it is crucial that you end your meeting on time. This gives everyone a chance to return missed emails and calls, at the time they said they would. Also, if the meeting is in the afternoon, it helps to not let the clock run out, so work doesn’t have to get pushed for tomorrow.

Staff Meeting Tip #4 – Feedback

It is critically important that you get feedback from your attendees. Afterall, they may feel the meeting truly was a waste of their time, or that nothing got discussed or done. Maybe the timing is bad, or they are too frequent, or not frequent enough. This doesn’t have to reflect badly on you as the person who ran the meeting. The reason why you have a team is because work is accomplished collaboratively, and other opinions are necessary as well.

 

If you’re ready to book your next meeting, whether a staff meeting, client meeting, or corporate meeting, why don’t you consider booking with Toronto Meetings. Beautifully designed rooms, set up exactly the way you want them, for as many attendees as you’d like.

Serviced Meeting Rooms

Serviced Meeting Rooms

/in , /by

You may be asking yourself, what is a serviced meeting room? What makes it different than a standard room? What are the advantages and disadvantages of a space like that, and do you need one?

First of all, the main difference between a serviced meeting room and a standard one is the location. Meaning that you may have a standard room for yourself, but a serviced room is something you go out to meet in. And you want to make sure you have the best Meeting.

You may think that the room you’ve been using forever is good enough. Even though it’s being used as a partial lunch room, and people wander in occasionally for a phone call. The TV on the wall hasn’t worked for ages, and it’s also partially to store old unused computer keyboards and monitors. But yeah, for most uses, pretty good.

But when you’re meeting with a Client, or have a large gathering, or even want to go a little above and beyond, you’ll need a serviced meeting room.

Not only are you guaranteed to get a clean, well decorated and well lit room to conduct your meeting in. But you’ll also have access to the latest tech: Wi-Fi for all the laptops, large TVs to show your presentation and notes, and crisp, clear audio so you can make sure you’re heard well.

And of course, the catering. Meeting attendees are going to get hungry. And making sure that everyone breaks for lunch and eventually wanders back in can result in wasted time. If you get your meeting catered, you can make sure the food is ready, and well presented, when you’re ready for your break.

When you’re ready to take your meeting to the next level, take a look at the rooms that Toronto Meetings has available for you.  All our meeting rooms are fully serviced, and you can focus on your presentation, while we take care of the rest. So book today!

 

 

 

Getting Back On Track One Meeting At A Time

/in , , , /by

Getting Back on Track One Meeting at a Time

 

It’s time to get back on track, one meeting at a time.

With COVID-19 becoming seemingly more manageable with every precaution put in place, businesses worldwide are beginning to consider the next steps to get their 2020 back on track.

The main component of taking that next step is proper planning.

So, what is the best way to plan? Getting together!

While most of the world are waking up from their Zoom hangovers, alternatives to digital communication are now strongly being considered.

But why reinvent the wheel?

Instead of trying to come up with a creative way to get everybody on the same page, businesses should consider what they know best; hold a meeting.

Like many aspects of our lives, what we once knew as normal is now nearly opposite.

The same can be said for traditional meetings where planning, training, discussion, and social interaction could prove to be exactly what businesses worldwide need to recreate the company wide synergy that seemingly fell off a cliff in mid-March.

Yes – meetings have garnered a bad reputation over years past as being time-wasting gatherings, but in the post-pandemic 2020 they may be the most effective way of getting things done.

This 2020 article from Robin, titled The Meeting Room Isn’t Dead outlines tips for businesses who are considering moving forward with post-pandemic meetings.

But, what do you do if you were put in a position to downsize your physical footprint as a result of the crippling pandemic?

Where planning a meeting in your in-house boardroom was as easy as sending an email, more thought must be put in place to ensure that companies are in a setting that will help them make the best of their time.

Toronto Meetings can provide that setting. Our meeting rooms are exactly what you need to kickstart your company into a bounce back third quarter.

With direct access to Union Station via the PATH network, our location makes it easy for you and your guests to arrive at your meeting room without ever stepping outdoors.

Industry leading technology and our wide variety of meeting and training rooms, makes Toronto Meetings the ideal choice for any off-site meeting requirements.

Our extensive Catering Menu, which includes both hot and cold meals, will all be singularly packaged and individually labelled to reduce the spread of germs and mitigate the risk of contamination all while presenting delicious selections for all of your guests.

With COVID-19 protocols such as daily disinfecting, 2-meter distance between attendees, reduced room capacities, optimized HVAC, and readily available disinfectant wipes and hand sanitizers, we’ve put ourselves at the forefront for the safe practice of off-site meetings.

For more information about our meeting and training rooms, as well as securing your next space, feel free to call 416-214-1840 or email meetings@rostiegroup.com.

It’s time to get back on track, one meeting at a time and Toronto Meetings looks forward to servicing your meeting room needs.