Standing Meetings: The Baseline of a Productive Team
Standing meetings are becoming increasingly popular as they can help improve productivity, boost collaboration, and enhance communication between teams in an organization. They have become essential to achieving the goals of the company.
Unfortunately, many of us view an office meeting as a necessary evil that most dread as they open their work calendars. Long, drawn-out meetings can be exhausting and, for some, demotivating.
However, it shouldn't be like that. Meetings should be interactive and engaging, and managed in a way that increases the efficiency of the team. In this article, we will explore what standing meetings are, the key benefits, and how to run effective meetings. We will also go over the furniture and equipment that can help make your standing meetings a success.
Let's get started!
What Are Standing Meetings?
Despite what the name suggests, standing meetings do not mean that participants have to stand up. It is just like a regular meeting, but what makes it different is that these types of sessions occur at a specific frequency. Whether it is weekly, monthly, quarterly, or annually, standing meetings repeat on a predictable basis and are an ongoing obligation on all participants' calendars.
In most cases, the scope of the standing meeting remains the same from one session to another. The main objective is to discuss the team's progress since the last meeting and any changes or updates they should make.
Many people confuse standing meetings with stand-up meetings. A stand-up meeting is similar to a huddle, where all participants quickly meet to provide updates on their work and discuss the task at hand. Standing-up meetings are regular meetings held typically on a daily basis, allowing the organization's management to monitor and manage the team.
You may believe that if there is a stand-up meeting, there must also be a stand-down meeting. That's true, but it has nothing to do with stand-up meetings.
A stand-down meeting involves an employer talking to their employees about safety. It is a special event at construction, utility, and similar companies where employees take a brief break from work to discuss safety issues.
The Key Benefits of Standing Meetings
Although standing meetings may be stressful for many participants, especially if scheduled every week, they have numerous benefits for employees, management, and the organization.
It Gives Way to Synchronous Discussions
Standing meetings are an excellent way for employees to discuss the problems they're facing with their tasks and work together to come up with solutions.
It promotes exchanging ideas to help achieve organizational goals and foster a sense of teamwork and collaboration among team members.
It Updates Management on the Progress
In some companies where there are many projects going on at once or where employees have strict deadlines to deliver work, standing meetings can play a major role in the growth of these organizations.
During these meetings, management can get an update on projects or milestones while employees can stay on top of their tasks. If an employee knows there is a standing meeting just around the corner, they will ensure they achieve their deliverables before the meeting to avoid embarrassment.
It Brings Everyone On the Same Page
When many people are working on a single project, it can be challenging to complete milestones, especially if team members lack communication skills.
Standing meetings give them a platform where they can come together and inform each other of what they're doing and seek assistance when needed. They can even provide constructive feedback on each other's tasks.
These meetings are a great way to ensure everyone is on the same page, build trust and transparency, and foster a culture of open communication.
It Keeps the Organizational Culture Alive
The recent Covid-19 pandemic changed the way individuals work. Many companies shifted towards working remotely, closing down their offices to save on operational costs.
Although remote work has many advantages, there is a sense of isolation and a lack of socialization with team members or office colleagues. Standing meetings provide regular opportunities for team members to connect, helping build a sense of community that is often missing with remote work.
How to Run Effective Standing Meetings?
To get the most out of standing meetings, they must effectively achieve the company's objectives. There are several things to remember when running standing meetings, including the following.
Have Clear Goals
Having goals can prevent the trap of holding meetings for meetings' sake and ensure everyone is on the same page. Employees and management can make decisions that align with the goals, helping the team move forward.
With clearly defined goals, employees understand their responsibilities, which helps promote accountability.
Schedule a Regular Time
It is essential to schedule a standing meeting when everyone is available. Scheduling meetings in the middle of the day can be hectic and prevent employees from completing what they're doing. The best time for planning a meeting is at the start of the day or when the day ends.
Set an Agenda
Although the agenda of standing meetings remains consistent from one session to the other, it is essential to give it careful consideration. A well-crafted agenda is critical to the success of standing meetings.
Review the minutes from the previous meeting and see where you stand. If you've progressed, take note of what you've achieved since the last meeting, and if there are pending tasks, figure out what you need to do to accomplish those tasks.
Participants Should Have Clear Roles
Since standing meetings happen with regularity, it is crucial to establish clear roles for each participant. It could be possible that the roles remain static, or some individuals may not need to attend the meetings given their roles. Having established this earlier can contribute to the overall success of the meeting.
Encourage Meeting Feedback
To run effective standing meetings, you need to emphasize continuous improvement, which comes through feedback. It is essential to talk with team members or employees after each meeting to identify areas for improvement.
Essential Office Furniture and Equipment to Run Standing Meetings
Whether you're adding a sit-stand desk to the meeting room or buying a projector stand, there are many different furniture and equipment options that can make standing meetings more comfortable.
We understand how stressful office meetings can be and have compiled a list of essential furniture and equipment to help improve productivity during these corporate sessions.
With so many people moving around the office or collaborating, it can be challenging to conduct standing meetings due to noise distractions. A meeting booth can be a great addition to an office. Employees can provide updates on their tasks, discuss their problems, and brainstorm without the hustle and bustle of a busy office distracting them.
There are different types of meeting booths available, including the following:
- 4-person pod: This is the perfect type of meeting booth if you want to create a space away from all the noisy distractions. It comes insulated and has a ventilation fan, great lighting, power outlets, and USB ports, perfect for a quick standing meeting.
- Hive 6-person pod: In offices where there are multiple standing meetings with varying numbers of participants, purchasing a 6-person pod can be an excellent investment. It has the same features as a 4-person pod but is big enough to accommodate six people comfortably.
- MOD great work pod: Colors can help induce creativity, boost productivity, and improve mood. The MOD great work pod has a specialized new colorful RAL palette that introduces calmer colors into the workstation, ensuring a great environment to conduct standing meetings.
Thinktanks Quad Pod
|Dimension||87"W x 61"D x 91"H|
|Product weight||860 lbs|
|Power supply||1100-240V/50 - 60HZ|
|Natural lighting system||4000K/421LM|
L-Shaped Standing Desk
Having an L-shaped standing desk can help run effective standing meetings. These types of desks are easily customizable and come equipped with electric motors to help you adjust the desk's height. Whether you prefer a meeting with employees standing or sitting, standing desks are a great addition to meeting rooms, providing sufficient desk space for devices.
When investing in an L-shaped standing desk, you may want to consider buying a desk organizer to have markers, pens, paper clips, and other essentials organized in one place.
|Top dimension||Full: 77”L x 64”W x 1”H|
Large Top: 77”L x 29”W x 1”H
Small Top: 29”L x 35”W x 1”H
|Frame dimension||27.5”W x 42” - 71”L|
|Height range||With top: 29.4" - 48"|
Without top: 28.4" - 47"
|Materials||Top: Warp-proof MDF wood|
Frame: SPCC steel
|Colors||Top: White, Black|
Frame: White, Black
|Weight capacity||400 lbs|
|Warranty||5 years for frame|
1 year for top
A smart desk is a fantastic way for team members to huddle, share their ideas, discuss progress, and brainstorm solutions to problems. They come in a wood top and classic finish, which looks great in an office space.
|Top dimension||Small Top: 43"L x 24"W x 1"H|
Classic Top: 53"L x 29"W x 1"H
XL Top: 70.5"L x 30"W x 1"H
|Frame dimension||27.5"W x 40" - 73"L|
|Height range||With top: 29.4" - 48"|
Without top: 28.4" - 47"
|Materials||Top: Warp-proof, MDF wood, natural Bamboo|
Frame: SPCC steel
|Colors||Top: White, Black, Walnut, White Oak, Bamboo|
Frame: White, Black, Grey
|Weight capacity||265 lbs|
|Warranty||5 years for frame|
1 year for top
As we discussed, there is a difference between standing and stand-up meetings. A standing meeting doesn't require participants to stand, which means offices can have ergonomic chairs to make these meetings more comfortable.
Sometimes a meeting can go for longer than anticipated, and when that happens, comfortable chairs can prevent back pain and exhaustion.
|Dimensions||29”L x 29”W x 46” - 50”H|
|Seat height||18” - 20”|
|Materials||Polyester fabric with molded foam interior and durable nylon plastic frame; PU handrest pads|
|Colors||Cool Gray, Evergreen, All Black|
Red Apple, Black & White, Baby Blue
|Weight capacity||300 lbs|
Although standing meetings are short, there are times when it's necessary to have more detailed discussions. A projector is a great way to introduce visual aid during a standing meeting, making the sessions more engaging and conveying your message clearly.
If you're going to use a projector, you should invest in a projector stand. The projector stand can ensure that the display is at an appropriate height and angle, making it easier for everyone to see and follow along. Additionally, a projector stand can keep the projector stable and prevent it from being knocked over or damaged.
Mount-It! Portable Stand
|Dimensions||Desktop: 13.75”L x 11.75”W|
Keyboard tray: 14.25”L x 11.75”W
Frame: 19.75”L x 17.88”W
|Height adjustment||36.25" - 57.5"|
|Weight capacity||88 lbs|
A whiteboard can be a valuable tool for running successful standing meetings. Like a projector, employees can use it to introduce visual aids when discussing projects or providing updates. It can also promote creativity and discussion, further encouraging the brainstorming of ideas or solutions.
A laptop cart can be essential equipment for employees during a standing meeting. They come with an AC outlet, allowing employees to charge their laptops while discussing their concerns or providing updates about their tasks.
Modernsolid Mobile Laptop Cart
|Dimensions||Product: 27.56”L x 27.56”W x 53.15”H|
Laptop holder: 11.42"D x 15.75"W
Mouse tray: 7.09"D x 8.66"W
|Laptop holder loading||Up to 11 lbs|
Smart Boards/Interactive Displays
Standing meetings don't have to be boring and dry. Interactive displays can increase employee engagement, allowing them to collaborate and contribute to the discussion.
Although standing meetings don't necessarily refer to employees standing during meetings, some start-ups encourage their teams to promote standing up. There are several reasons why they prefer standing during meetings instead of sitting down, including health benefits and shorter discussions. Whatever the reason may be, standing mats can offer comfort and reduce fatigue during such sessions.
|Dimensions||33”L x 20”W x 2”H x 4 lbs|
|Materials||PU (Polyurethane) + PVC leather + SBR anti-slip layer|
|Weight capacity||331 lbs|
Where there are whiteboards, there is a need for marker holders. Having markers kept in one place, rather than all over the meeting room, can keep the place clean and tidy. Also, you don't have to worry about losing or missing markers when needed.
Monitor Desk Mount
Not all meeting rooms come equipped with a projector, and even in offices with projectors, setting one up can be time-consuming.
A monitor desk mount is an excellent way to move around the monitor during standing meetings to give other participants a peek at what you want them to see.
Mount-It! Dual Monitor Desk Mount
|USB Ports||Two USB 3.0 Ports|
|Weight Capacity||17.6 lbs per Arm|
|Tilt||90 degrees down, 90 degrees up|
A lumbar support on all chairs in the meeting room can provide comfort to the participants, while a filing cabinet is essential to store all relevant documents, especially the minutes of the meeting. If the meeting room is big, you may want to invest in a speaker system to make communication easy instead of shouting from across the room.
There are many different office accessories that can play an essential role in the success of a standing meeting. Whether you want to get a home standing desk or a projector stand, it is crucial to explore what type of equipment, furniture, or accessory is essential to conduct standing meetings before buying them. Once you've decided what to buy, consider purchasing wholesale office furniture to help save costs.
Meeting Room Setup Styles
Although this is not furniture or equipment, offices must focus on different meeting room setup styles. A poorly finished conference room can make it challenging to conduct a productive business meeting.
Creating a quality meeting setting in the office can improve creativity and make employees feel they're part of a company that cares about its brand and people.
When setting up meeting rooms, there are different types of styles to choose from, including the following:
- Boardroom style: This style is perfectly suited to standing meetings that are more formal and have up to 30 participants.
- The U-shape style: With a U-shaped table in the middle of the room, this style is great for meetings where participants can easily interact with each other, reach out to grab a pen and paper, and brainstorm ideas. Compared to the boardroom style, the U-shape style is slightly informal and can incorporate video conferencing.
- Typical classroom style: This style is useful for presentations and seminars, with everyone facing the front, and can easily accommodate medium-sized groups.
Upgrade Your Meeting Room Experience with the Autonomous Bulk Order Offer
Are you in the process of setting up or renovating your office meeting room? We have a fantastic suggestion for you. Consider buying your furniture and accessories in bulk from Autonomous to enjoy better prices and significant savings.
Our Bulk Order Program offers great discounts on a wide range of high-quality office furniture and accessories, specifically designed to enhance your meeting room experience. Whether you're looking for stylish conference tables, ergonomic chairs, or state-of-the-art audiovisual equipment, we have you covered.
Don't miss out on the opportunity to create a professional and inviting meeting room while maximizing the value for your money. Explore our Bulk Order Program at Autonomous and transform your office meeting room into a space that inspires collaboration and productivity.
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