At a recent cross-cultural, cross-faith event, hosts enthusiastically met each attendee at the door. Guests were coming together from different religious backgrounds and we wanted our greeting to put them at ease. For some it was the first time to be in a church. The sincere welcome created immediate comfort.

How we invite someone “to the party” so to speak makes all the difference for a successful meeting, gathering and, most importantly, conversation! Even if paper invitations or agendas are obsolete, “Old School” hospitality guides us on how to foster trust and ease between participants.

These days with short attention spans and impersonal digital communication, much is lost in translation. Rarely do we feel a human connection from an Evite. Often responses, therefore, lag and a subtle ambivalence follows. Are guests, aka, employees, “members”, conference participants, feeling undervalued? Probably.

As leaders we are the hosts! By following the “nuts and bolts” of basic hospitality we will engender credence and genuine connection needed for facilitating thoughtful conversation at any forum and venue.

Here are some “entertaining” basics for your review.

The Invitation

Demonstrate attention and care by sharing relevant and meaningful details in the invitation: Why are you meeting? What’s unique? What’s hoped for? More than a flyer, add appeal by investing in the design. Chose words carefully.

RSVP

When responses are low, reach out with an additional email, text and even a phone call. Make your inquiry personal.

Although it’s most considerate when guests do respond, don’t make assumptions or take anything personally. We don’t know about other people’s lives. Why not pick up the phone and connect with a voice and the person you invited?

Employees usually accept a meeting invitation. It’s in their best interest. As a leader, however, it’s best not to take their participation for granted. Value their presence.

Greeting

Greet participants at the door, standing up. Be there physically. Smile, shake hands and make eye contact. The greeting is an automatic host “freebie” and should be noteworthy.

Guide and Introduce

It’s so much easier for guests when someone helps them with introductions. It allows people to forgo a potentially awkward moment.

Provide Context

It’s helpful to provide context as to how guests are related to the company/organization or the “why” they’re at that particular meeting. A little “backstory” from the host makes it easier to engage in conversation. Starting with a compliment is nice, too.

“Connect the dots! Don’t assume that attendees know one another.

Gratitude

Thank those who helped organize the meeting and include as many people as you can. Expressing gratitude is perfect way for setting the stage for conversation.

At the end of the gathering, thank each guest for participating. Walk them to the door. End with your “greeting” one more time: eye contact, a hand shake (or hug, when appropriate) and big smile.

Leadership requires hospitality. Hospitality needs hosts to do their job. The invitation is crucial. When we invite others “in” we create a happy meeting.

Hosting conversation? Ask A Table In Time to create your invitation.

 

A Year of Confab, 2017

#17 Questions for garnering context: What brought you to this meeting? Or, how does your department work with _____ (the “host”)? Or how did you learn about this meeting/organization? How did you become involved with this organization?