The placement of participants in a meeting can have an enormous impact on the success of that meeting. Consider the seating arrangements in advance, and, if necessary, draw up a seating plan to give a meeting the best chance of achieving its goals.
Meeting One on One
In a one-on-one meeting, the placement of two individuals can set the tone of the meeting and influence the course of discussion. If you are holding the meeting, influence the degree of formality by arranging the seating appropriately. There are three main examples of one-on-one seating positions to choose from: supporting, collaboration, and confronting.
To find out what the other participant perceives the tone of the meeting to be, set four chairs around a table, take your seat before the other person arrives, and watch where he or she sits.
Seating Groups
The purpose of a large meeting should determine its seating arrangements. When seating a group of people around a table, there are three basic options using two table shapes. If there is a potential for negotiation or confrontation, select a rectangular table at which the two “sides” can sit opposite each other, placing a neutral chairperson in the center of one side.
To reinforce a sense of hierarchy in a meeting, seat the chairperson at the head of the table. For more informal non-hierarchical meetings, choose a round table around which anyone can be seated as equals. If a meeting with a substantial number of people will be held in an auditorium or a sizeable room, arrange the seating in rows facing the chairperson.
The significance of seating positions depends on where the chairperson sits. Traditionally, this is at the head of the table, while the seat to the right is a privileged one. However, this need not be the case.
Tactical seating is based on an assumption that the participants are influenced by the people they are near to. Decide what you want from a meeting, and arrange the seating to help you achieve this. For controversial issues, split up factions and avoid seating people with violently opposed – or very similar – ideas next to each other. This polarizes opinion and prevents the discussion from spreading. When drawing up a meeting plan, base it on your knowledge and research of the attendees’ views on the issue being discussed.
Eye contact is crucial for indicating to members of your own team what steps you want to take next. Ask yourself who should be able to make eye contact with whom, and seat people accordingly.
Observing Seating
When there is no formal seating plan for a meeting, observe where other attendees sit, and select your own seat accordingly. Where someone sits may reveal how they feel about the issues under discussion and what role they wish to play in the meeting. A forceful opponent may choose a commanding position near the chairperson. Sitting in the middle may suggest a wish to participate fully or a desire to dominate the conversation at that part of the table. If you are the chairperson, try to persuade the loudest, most outspoken person to sit directly opposite you.
Presenting Your Case
The presentation of your case will be affected by where you sit in relation to your audience. Plan other’s seating to benefit your cause. Seating an audience around you implies a collaborative and informal discussion, which may not help you sway opinions. Distancing your audience by standing in front of them, sitting on a platform, or sitting behind a desk will increase your authority and presence but may discourage two-way discussion and make it harder to gauge their mood.
Tips
- Seat people at arm’s length away from each other.
- Avoid seating participants in direct sunlight.
- Ask attendees to turn off mobile phones and pagers.
- Avoid using chairs that are too comfortable; they encourage lethargy.
- Consider several seating plans before choosing the most appropriate one.
- Use a round table for meetings with an informal tone.
- Make sure all the participants can see and be seen.
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