The way a conference room is set up can make or break a meeting. It is important to make sure that every aspect of the room itself is set up in such a way that it maximizes productivity and minimizes distractions. Here are a few do’s and dont’s to make sure that your next meeting is as efficient as possible.
DO: Consider Your Company’s Image
This is an often-overlooked aspect of setting up a conference room. There will most likely be people in attendance that may be experiencing your business for the first time. This is why it’s incredibly important that you make a good impression in your conference room.
Think about what you want your conference room to convey about your company. Is your company traditional? Have you been in business for a long time and are you tried and true? If so it may be best to keep muted professional tones that express these qualities about your company. If your company relies on creativity and innovation as the central aspects of your business persona then bright bold and complementary colors as well as funky furniture might be the way to go.
DON’T: Overcrowd The Space
There is nothing worse than going to a meeting and bumping elbows with the person next to you as you attempt to take notes or get comfortable. Not having enough room to write, type, or look through handouts can be very distracting when at a meeting.
If chairs are constantly scraping the floor and your attendants are distracted by the coffee breath of the person next to them you can bet that your meeting will be far less productive than you’d like. Make sure that there isn’t too much furniture or not enough space for how many people will be in attendance. Also be sure that the layout is set up in a way that allows for maximum collaboration and doesn’t create inequality among the attendants.
DO: Use Up To Date Equipment
This is one of the most important aspects on the list. Up to date equipment can quite literally make or break a meeting. Not only will your business look outdated and unprofessional without the most current electronics, but you could also run into time consuming “technical difficulties.” These types of deviations from the flow of a meeting can create an atmosphere of frustration and boredom among the attendants. Be sure that you have the most up to date equipment before you even begin inviting those you’d like to attend.
DON’T: Allow Distractions To Derail Productivity
Distractions come in many forms in a meeting. Noises created by squeaky chairs, noisy air vents, loose cords, or flickering lights can all create perfect distractions that can easily decrease productivity. Uncomfortable chairs and clashing colors or decorations can also create distractions by directing the attention of the attendants somewhere other than their work.
By keeping the decorations simple, fixing broken or loud disturbances, tying up loose cords, and making sure the furniture is comfortable you can be sure that everyone focuses on the task at hand and not on that off-center ceiling fan.
Make sure that your next office meeting is a success by following these simple do’s and don’ts for conference rooms. A little extra time and planning can pay off immensely when all of your attendants are comfortable and ready to tackle the major issues and can decide on the best course of action without interruptions.