What are walking meetings?

Traditional planned meetings usually take place in an office or conference room, whereas a walking meeting is a meeting on the go. The group walks around while they discuss the topics at hand. You can walk through the hallways in your office building or head outdoors and walk on nearby sidewalks or walking trails. The length of a walking meeting can vary from just a few minutes to much longer, depending on the purpose.

Reasons to start a walking meeting habit

If your meetings are working, why should you change your routine? On-the-go meetings offer unique advantages you don’t get while sitting around a table. Some benefits of walking meetings include:

• Promoting general well-being: Moving during meetings can promote a company culture of well-being and support for your staff’s overall wellness. Physical activity can help reduce anxiety and helps your employees meet their recommended exercise amounts.
• Sparking creativity: A change of scenery may help boost creativity, resulting in better meeting outcomes. The boost of blood flow to the brain might also help inspire creativity and improve productivity.
• Maintaining focus: A walking meeting can boost energy levels and help participants stay focused and active in the conversation.
• Building bonds: Getting out of the office and walking while you discuss work topics can inspire a more relaxed feeling. If your discussions end early, you can spend the rest of the walk getting to know each other personally for team building.

Planning a walk and talk

The planning stage is crucial to help your walking meeting run smoothly. Just like any meeting, you need clear goals and expectations. When you’re ready to give walking meetings a try, these steps can help you plan.

1. Identify the purpose of the meeting

Have a specific purpose in mind for the meeting. A walk and talk can work well when you’re generating ideas, problem-solving or discussing decisions. If you’re planning a meeting that covers lots of information, you might wish to choose a different format that makes it easier for participants to take notes or present data.

2. Choose the participants

Create your invite list based on the purpose of the meeting and who needs to be involved. If you’re scheduling an employee one-on-one, the participant list is easy. Brainstorming sessions might include a few key team members.

3. Create the meeting agenda

You might be walking, but you still need a meeting agenda to keep the discussion on track and make sure you cover all necessary topics. It’s helpful to send out the agenda to the participants before the meeting so they’re prepared. Use a notes app to create a portable agenda that you can use while you’re walking.

4. Alert the participants about the format

Give your meeting guests plenty of warning about the walking format. Suggest that they bring a pair of comfortable walking shoes and dress appropriately for the weather.

If employees raise concerns about walking during the meeting, listen to those concerns with an open mind. Some of the issues might be valid concerns that you need to work through before the meeting.

5. Choose the location and route

When planning the route, think about the surroundings and the meeting agenda. Estimate how long the meeting will take. This helps you choose a route that will take about the same amount of time to walk. A flat, smooth route offers the safest option and makes it easier for people of all fitness levels to handle.

You also want a route that’s free of too many distractions or noises. You can’t escape all sounds while walking outdoors, but some routes will be noisier than others. Think about traffic and construction noise that could make it difficult to hear one another and focus on the discussion.

If you’re thinking of an indoor meeting through office hallways, consider distractions for your group and how your discussions could disrupt other work groups. Be respectful of other teams as you hold your meetings in the hallways.

Tips for walking meetings

Once you have the basics of the meeting planned, don’t forget to look into the small details that can make or break the meeting. Here are some tips to help make the walking meeting a success:

• Think about hydration: Exercise is beneficial, but you want your team to stay hydrated. Remind participants to bring water bottles or offer bottled water before you leave. You could also treat the team to refreshments along the way.
• Check the weather: Keep an eye on the weather leading up to the scheduled walking meeting. If it looks like bad weather, plan an alternative meeting location, whether that’s a conference room or a walk through the halls.
• Consider sensitive information: When you’re walking and talking in public, anyone could overhear what you’re saying. If anything you’re discussing is sensitive, such as information about clients or proprietary company information, consider a more traditional closed-door meeting.
• Factor in physical limitations or health concerns: While staying active is important for all ages and ability levels, some people have restrictions on the type and amount of exercise they can do. Ensure all participants are physically able and healthy enough to join in on the walk.
• Keep a sustainable pace: You might be aiming to raise your heart rate, but don’t keep the pace too fast. Some people might naturally walk slower than others, and you don’t want to make employees feel like they’re struggling to keep up with the group.
• Time it well: Think about how busy the route will be during different times of the day. If you’re walking in an area with lots of restaurants, lunchtime might be busier and make your meeting more challenging. During warmer months, mornings are cooler and help you avoid direct sunlight in the afternoon.
• Establish expectations: Even though walking meetings are typically less formal, you still need to accomplish tasks. Set expectations, such as shutting off phones during the meeting. Ensure everyone knows their roles in the meeting. For instance, if you want one person to take notes, make sure that person is aware of that duty.

FAQs about walking meetings

What size of group works well for a walking meeting?

Walking meetings usually work better with a smaller group, especially if you’re doing them in person. Hallways and sidewalks may not be able to accommodate larger groups, but they could work well for one-on-one meetings. Larger groups may have to break off into smaller teams or rows, which could limit collaboration. It can work with more than three people if you want to discuss in smaller groups. Then, you can have stopping points where you all stand in a circle and share ideas.

How can you make your walk and talk more effective?

Make sure everyone is on board with taking the meeting on the go. Giving participants plenty of notice lets them prepare for walking instead of sitting around a table. Having someone take meeting minutes ensures all the important information is documented from the meeting. It can also help to have fun stops along the way or a destination where everyone can grab a coffee or enjoy a pretty view.