Meetings can be a surprising cause of controversy in the workplace; whether it’s employees believing they have too many meetings, or not having enough space for meetings, or insufficient meeting booking systems, there are certainly issues that affect the majority of modern workplaces.
For business leaders, knowing how to manage the issue of meeting rooms can be extremely tricky.
A common mistake is wasted space
Allocating too many meeting room spaces, or rooms that are too large. Of course, the opposite can often be true, with some workplaces struggling to house entire teams for meetings, making basic day-to-day responsibilities rather difficult. There are answers and solutions to these issues, for every kind of budget.
Here are five tips, according to the latest Modern Workplace 2018 Report to improve the quality of your meetings:
1. Devote the right amount space to meeting rooms
This seems simple enough, but it’s surprising just how many workplaces fail to fulfil this essential criteria! According to research, the suggestion is that a rule of thumb of
10-15 per cent of floor space to be dedicated to meeting rooms.
Maybe you believe your workplace will need more or less space – in this case, sensor technology could tell you exactly how much.
2. Streamline the booking system
Most businesses surveyed for the Condeco Workplace Report use some form of existing business technology to book meeting rooms – either specialist meeting room booking software, or Google, iCal or Microsoft systems. A surprising amount of businesses – 33 per cent - still contact a PA or receptionist to book meetings. Some employees reported confusion about their booking systems, which may be one reason why they continue to ask other members of staff to help them. If this is the case in your workplace, then training may help, and a more streamlined and integrated system could be the answer.
3. Facilitate video conferencing
41 per cent of businesses reported that the amount of video conferences has increased in their workplace in the last year.
This is no surprise – as technology advances, flexibility becomes the norm in the workplace and businesses look to reduce travel budgets, video meetings boom in popularity. For video conferencing to work, meeting rooms (particularly smaller ones) should be kitted with the right equipment:
- Large screens
- Soundproof walls
4. Empower staff to say no
This is a simple step to improve meetings for any business. Many employees report feeling that a large percentage of office meetings are unnecessary and waste time, or distract from more important responsibilities. By allowing employees to say no to meetings, you are giving them the space to decide what is, or isn’t, a priority.
5. Train employees on best practices
32 per cent of businesses find that training people in best practice of attending and hosting meetings has helped them to improve overall quality of meetings. This doesn’t have to be just for external meetings – ensuring that employees know to circulate internal meeting agendas and information, so that every attendee is well-prepared, is an uncomplicated move which is often overlooked.