This article is based on “The Business Meetings Sourcebook.”

A frequent complaint is that meetings are so boring that attendees tune out, attend to other duties, review their e-mails, surf the internet, or even fall asleep. To address this problem, meetings need to be so engaging that all individuals will be compelled to participate as active, willing and enthusiastic partners, for the full duration of the meeting.

The above goal may sound fictional, unless you think about engaging participants through their five senses (sight, sound, taste, smell and touch), as well as their hearts and minds.

1. The sense of sight: Encourage discussion leaders to add visual effects to presentations e.g.: charts, drawings, photos, props and other visual aids. They should do so in moderation and only if the visual effects enhance their presentations (too much “Powerpoint” can cure people’s insomnia). In addition, hold meetings in well-lit rooms. You may want to insist on rooms with windows.
2. The sense of sound: Offer your discussion leaders public speaking training, so they make their voices less monotonous and more interesting, animated and engaging. In some situations, it may be appropriate to use certain music for variety and a different perspective on an issue. Conversely, check if there is a noisy meeting or event next door, to prevent vocal distractions.
3. The sense of taste: Arrange fresh, interesting and tasty snacks and meals (without getting too adventurous). Avoid heavy meals that tend to make people tired and sleepy. Never serve alcohol before or during a business meeting.
4. The sense of smell: Ensure the room is well ventilated. Flowers may be appropriate in some settings (also engaging the sense of sight). Avoid stuffy and smelly rooms. Try to avoid scheduling a meeting next to a hotel kitchen: Spices and other scents may have positive or negative effects.
5. The sense of touch: If appropriate, engage participants in brainstorming and problem solving activities. The goal should be to keep “lecture-mode” to the necessary minimum and give people a chance to physically move around while addressing the issues at hand.
6. Intellectual appeal: Make the content of the meeting intellectually stimulating and challenging, to engage their minds and stimulate creative thinking.
7. Emotional appeal: Ask presenters to support theoretical material with real life stories and examples. Make it safe for people to speak up, even if their views may not be popular with others. Schedule time to recognize and acknowledge special achievements.

By engaging participants through the five senses and through their minds and hearts, you are bound to achieve better substantive outcomes (quality discussions and smart consensus) and better process outcomes (engagement and efficiency). Your group will be more likely to make good decisions, to make these decisions together, and to make them within a reasonable amount of time.