Something for Everyone: How to Vary Meeting Programs to Accommodate Learning Styles

In a previous OfficeArrow article, Chrissy Scivicque introduced the concept of learning styles and the importance of understanding which style works best for you. It's also important for meeting planners to understand these styles. You should assume that at least a few people who prefer each of the three main styles will be in your audience. To assure that all participants have a satisfying experience and get the maximum benefit for having attended a meeting you've planned, consider the tips below for ways to add learning style variety to your programs.

Before we get to the tips, let's review the three basic learning styles:

• Visual learners - These are people who learn through seeing. For instance, besides hearing the words that are being said, they need to read the slides, watch the presenter's body language, and sit somewhere free of visual obstructions.
• Auditory learners - People who learn through hearing are in this category. They will benefit from talking things through, listening carefully, and participating in a group discussion.
• Kinesthetic learners - These tactile people learn by exploring their world and taking a hands-on role. They may have trouble sitting still for too long.

There are many things you can do to accommodate these learning styles in your meetings. The key is to mix it up - don't plan a meeting that is purely a lecture, for instance. Consider these tips for adding variety:

• Have both audio and visual components in your programs. These could be slide show presentations or a handout covering what will be said during the meeting. You could have movie clips, skits or other activities to bring important points to life.
• Take breaks when meetings start to run long. Kinesthetic learners may need to move around.
• If you are introducing new materials or concepts - a new policy or ad campaign for example - present it three ways. Have a handout or slides that show the material; have a presenter describe the material; and have presentation boards/easels around the room with physical materials (ads, manuals, etc.) for hands-on learners to peruse.
• Vary the format of the meeting during its course. For instance, you might start with presentations from the podium and then move into breakout sessions or round table discussions at some point.
• If you need to get opinions from your group, consider renting automated polling equipment. That way, instead of merely raising their hands or writing their votes, people press a button to record their opinion (think of the audience on "Who Wants to Be a Millionaire").
• If you have a lot of information to present, consider developing a take-home kit for people so they will have more time to consider the information in their preferred style. The kit could include a handout or copy of the slides for the visual learners; a CD, DVD or podcast with a verbal presentation for the auditory learners; and samples of materials for the kinesthetic learners' to touch and feel.
• Provide notepads and pens at meetings so visual learners can take copious notes. Tape record meetings so auditory learners can re-listen to what was presented.
• If you have regular meetings with the same group, you can study them and take cues from their body language and the things they say. Additionally, be sure to do a comprehensive post-meeting evaluation. Then you will know how best to shape your agenda to reach the majority of your audience in the future.

As a meeting planner, you have a lot of control over whether your meetings will be a satisfying experience for your participants or not, regardless of whether it's a large or small group. Adapting to varying learning styles is one important way to make everyone feel accommodated.