Meeting room tech

This recommendation contributes to improvements in Social Group and Spaces

Meetings are essential to effective collaboration in the workplace — and there are 25 million of them happening every day in the U.S. alone. According to a study by Bain & Company, organizations spend about 15% of their time in meetings. For upper management, that number can be as high as 50%.

Meeting technology has emerged as a critical technology in the COVID and post-COVID era. It is critical to optimize the integration and ease of use into meeting spaces. 

At a basic level, provide adequate WIFI access to employees and visitors, enable quick set up for meetings. Power modules should be located to accommodate the typically short cord lengths of devices, so people do not assume unsafe postures (e.g., bending, stooping) when plugging in. The use of projection and video conference technology should work adequately when needed.

1

Streamline the conference room scheduling system. Research suggests that ⅓ of the time, the primary challenge with meetings is finding and booking meeting space. And a third of all businesses still rely on a receptionist to book meetings for them. 

Robust and easy-to-use conference room scheduling software helps to streamline and simplify the process of reserving meeting space, saving time spent looking for available rooms and reducing double-bookings and other scheduling errors. Such a system can update attendees if there are any changes to the meeting time, location or agenda, helping to eliminate confusion and keep people on schedule so that they do their best work and can go about their day with minimal interruption.

2

Make video conferencing easier with better workplace technology. Video conferencing can instantly connect people face to face, no matter where they’re located. Ensure the technology is easy to use, add people to, and offers seamless and more equitable participation by people who join virtual as well as those in person.

3

Train employees on conference room best practices and etiquette. Poor workplace etiquette can derail a meeting. For example, starting and ending on time shows respect for everyone’s schedules and ensures there’s enough time to cover the agenda. And keeping the door closed promotes goodwill toward co-workers whose desks are near meeting rooms. Make sure employees understand your company’s policies related to booking and using conference rooms.

Read more

If you want to learn more, we suggest the following resources:

4 ways to improve the conference room experience. Envoy, Jan. 2020

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