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5 Tips to Get the Most Out of Your Meeting Room

June 30th 2022

Whether you've got a small conference room at the back of your business, or a large boardroom that's designed for hosting clients, the space is likely to be an important place where business is conducted.

From closing an important deal, hiring an important new member of staff, or allowing your employees to collaborate and develop new ideas a meeting room is an important room in any business. Here are our 5 tips to help get the most out of it.

Choosing a room that has natural light

If you're looking to set the tone for a meeting, one of the best things you can do is choose a room that has natural light. Natural light helps to reduce stress and improve moods, so it's no wonder that studies have shown that people are more productive in rooms with natural light. Clean air and natural light also has the biggest impacts on employee wellbeing, so it is not something to take lightly.

It's also important to choose a room that has good ventilation—not only does this help your team stay healthy and focused, but it also makes sure they're not getting distracted by sounds from outside the room.

Add artwork to create an intimate atmosphere

Artwork can be a great way to add a personal touch to your meeting room. It can also help set the tone of your meeting, whether you’re trying to create a calm and inviting environment or something more energetic and inspiring.

Consider adding artwork that reflects your company’s brand identity or culture, but don’t be afraid to experiment with different styles and themes.

Keep distractions to a minimum

Ensuring that the meeting is productive and focused is important for any typ[e of meeting, whether that be a sales meeting or employee meeting.

Noise can sometimes be an issue in a busy office and that noise can spill into the meeting room even when the door is shut. Placing acoustic panels or products around the office can help to reduce this noise pollution and help to ensure that the meeting remains focused.

Someone knocking or entering the room whilst a meeting is taking place can also be a major distraction and disrupt the flow of the meeting, so something as simple as a do not disturb sign that can be placed on the meeting room door when it is closed is a surprisingly effective strategy to avoid disruptions.

Adopting a no phone policy unless absolutely necessary is another effective strategy. Putting all phones on silent and off the table avoids the distraction of notifications with some companies choosing to not even have them in the room can really help to keep the flow of the meeting.

Make the space comfortable

This is an obvious one, but surprisingly overlooked. Whilst a lot of businesses focus on the style of the furniture and chairs in a meeting room can add to the overall look and appeal, comfortability should not be sacrificed.

Whilst it is important for meetings not to drag on, sometimes the length of time spent in a meeting is unavoidable and sitting on an uncomfortable chair for a prolonged period of time can be a great distraction and even create an overall negative impression, sub conscious or not.

Incorporate all the essential technologies you may need

With the rise in remote working due to the pandemic, hybrid meetings are much more commonplace now if they weren't before. Having a screen, camera and microphone in the office is a must and ensuring that this set up is working properly before the meeting is essential to ensure a smooth transition from face-to-face discussion to presentation or video call.

There are a range of different video conferencing suites we have available that are specifically designed to meet any need which have become more popular over the last year, enabling face to face and zoom or other video conferencing software calls to run at the same time.

So, in conclusion, these are just 5 tips to ensure you are getting the most out of your meeting room space. Ensuring a comfortable, quiet, intimate and focused environment is key and can be achieved in many ways, however using these universal tips will help you to achieve a productive space.

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