Big celebrations, company-wide announcements and executive meetings are popular examples of when conference rooms are used. But too often, and increasingly, 2 or 3 people book these rooms for private meeting spaces, creating a shortage of reservable spaces and fueling the race to find available conference rooms. Sound familiar?
If you’ve experienced this in your own workplace, here’s what to do about it:
- Ask facilities to survey which conference room size is most needed. Ask them to explore how many people are typically in meetings scheduled in conference rooms. The findings should determine how many conference rooms and sizes should be planned.
- Consider outfitting each conference room for video conferencing. Include presentation tools to maximize their use potential.
- Discourage single users occupying four-person conference rooms by instead offering focus rooms designed for 1-2 users. These spaces should include screens and a phone for conference calls or connecting with remote workers. Focus rooms are ideal for heads down work and typically have a quick turn time. Consider making these spaces reservable for private conversations, too.
- Because the average boardroom is wasted space 75% of the time, make yours slightly smaller than what you’d initially think it should be. Consider moveable walls and flexible furniture so it is easily reconfigurable. Promote the usage of your boardroom by including it in your meeting maker calendar, and use it for celebrations to remove the layer of formality often associated with those spaces.
- Finally, with the rise in worker mobility, sometimes it makes sense to save time and travel expenses by scheduling a video conference. These should be balanced with face-to-face meetings in a workplace that’s inspiring, feels safe and is secure from eavesdropping. Using a conference room for these meetings not only ensures you’ll be equipped with the latest technology, but sends the message that your company is professional and ready to get down to work.