Walking Meetings: A Guide to Planning and Tech

Desk checklist

Setting	Aim for	Quick check
Meeting Type	Choose meetings that are suitable for walking, such as one-on-one check-ins, brainstorming sessions, or small group discussions that do not require extensive screen sharing or note-taking.	Look at your next meeting’s agenda. Can the goals be achieved through conversation alone, without needing a large screen?
Route and Pace	Select a route that is safe, accessible for all participants, and relatively quiet. The pace should be comfortable and allow for easy conversation without anyone becoming breathless.	Can you and your colleagues talk comfortably without having to raise your voices or stop to catch your breath?
Group Size	Keep the group small, ideally two to four people. This makes conversation easier and allows everyone to walk together on most paths without blocking the way for others.	Can everyone in your group easily hear and participate in the conversation while walking?
Tools and Technology	Keep technology minimal. Use a phone for the call or a small notepad and pen for essential notes. A headset can keep your hands free, but ensure it allows you to hear your surroundings.	Can you carry everything you need for the meeting easily, without juggling a laptop or bulky folders?
Footwear and Attire	Wear comfortable, supportive shoes suitable for walking. Dress for the weather, considering layers that can be added or removed.	Before you leave, check your shoes. Are they comfortable enough for the planned duration of the walk?
Capturing Outcomes	Have a simple method to record key decisions or action items. This could be a quick voice memo, a note-taking app on your phone, or scheduling five minutes to write a summary email upon returning to your desk.	Do you have a clear plan for how you will remember and share the meeting’s important points afterward?

A walking meeting is a discussion with colleagues held while walking, rather than sitting in a conference room. The practice introduces light physical activity into the workday and offers a change of scenery that can aid creative thinking.

This approach is best for one-on-one check-ins, brainstorming sessions, or small group discussions that do not require extensive screen sharing. The goal is to choose meetings that can be accomplished through conversation alone.

How to Prepare for a Walking Meeting

First, confirm that your meeting is suitable for walking by checking its agenda. Keep the group small, ideally two to four people, so everyone can hear and participate easily. To avoid common mistakes, choose a meeting that does not require screen sharing or reviewing detailed data.

Plan your technology ahead of time. Keep it minimal with a phone or a small notepad for essential notes. A headset can keep your hands free, but make sure you can still hear your surroundings. To avoid juggling a laptop or bulky folders, use a voice recorder app on a smartphone for hands-free note-taking.

Finally, have a simple method for recording key decisions. You could use a quick voice memo or a note-taking app. A good low-cost fix is to schedule five minutes on your calendar right after the meeting to write and share a summary email.

On the Day: Route, Pace, and Attire

Select a route that is safe, accessible, and quiet enough for conversation. It can be helpful to scout out a few loops of different lengths near your workplace. Before you start, agree on a comfortable pace with your colleagues that allows for easy conversation without anyone becoming breathless.

Wear comfortable, supportive shoes suitable for the walk’s duration. It is a good idea to keep a pair of walking shoes and a jacket at the office. Also, remember to dress for the weather, considering layers you can add or remove as needed.

Understanding the Limits

Walking meetings are a form of light activity and are not a replacement for regular, dedicated exercise. They are not suitable for formal presentations, confidential discussions, or tasks requiring a computer or large documents.

This practice may not be feasible in all situations. Extreme weather or a lack of safe walking routes can be significant barriers. Walking meetings may also not be inclusive for all colleagues, depending on individual mobility or health considerations.

Common mistakes

Choosing meetings that require screen sharing or detailed data review.
Walking on a noisy or crowded route that makes conversation difficult.
Forgetting to check the weather or wear appropriate shoes and clothing.
Setting a pace that is too fast for some participants to keep up with comfortably.
Not having a plan for how to take notes or record action items.
Inviting too many people, which can fracture the conversation and make logistics difficult.

Low-cost fixes

Set a clear agenda beforehand and confirm the meeting is suitable for walking.
Scout out a few quiet, safe walking loops of different lengths near your workplace.
Keep a comfortable pair of walking shoes and a jacket at the office.
Use a voice recorder app on a smartphone for hands-free note-taking.
Agree on a comfortable pace with your meeting partners before you start.
Block out five minutes on your calendar immediately after the meeting to type up and distribute notes.

What it will not do

Walking meetings are a form of light activity and are not a replacement for regular, dedicated exercise.
They are not suitable for formal presentations, confidential discussions, or work that requires a computer or large documents.
This practice may not be feasible in areas with unsafe walking routes or during extreme weather.
They may not be inclusive for all colleagues, depending on individual mobility or health considerations.

Quick questions

What kind of meetings work best for walking?

Walking meetings are ideal for one-on-one check-ins, brainstorming sessions, and small group discussions that do not require screen sharing or extensive note-taking.

How can I take notes during a walking meeting?

Keep technology minimal. You can use a voice memo, a note-taking app on your phone, or a small notepad. It is also effective to schedule five minutes after the meeting to write up a summary.

Are walking meetings a substitute for a workout?

No, walking meetings provide light physical activity but are not a replacement for regular, dedicated exercise.

When to see a doctor or physio

Consult a doctor or physical therapist if you experience new or worsening pain in your feet, ankles, knees, or hips during or after walking. You should also seek advice if you feel dizzy, lightheaded, or excessively out of breath at a conversational pace, or if you have concerns about walking due to a pre-existing health condition.

You experience new or worsening pain in your feet, ankles, knees, or hips during or after walking.
You feel dizzy, lightheaded, or excessively out of breath during a walk at a conversational pace.
You have concerns about whether walking is a safe activity for you due to a pre-existing health condition.

How this page was put together: general guidance consistent with public workstation and movement-break resources from OSHA, CDC/NIOSH and the NHS, and with standard exercise handouts. It was drafted with AI assistance, checked in a separate review pass and edited under our editorial policy. It is not medical advice and no clinician reviewed it. Last checked October 2026.