While planning for a successful meeting, selecting the right meeting room is important. The right meeting room can help create a positive atmosphere, promote collaboration, and facilitate productivity. On the contrary of the wrong meeting room that could be distracting, uncomfortable and counterproductive.
Types of Meeting Rooms
While selecting the Best Meeting Room specific to your needs, it is essential to consider the Meeting type that will be held in that room. There are various meeting rooms designed for different purposes and the right meeting room can have a big difference in the success of the meeting.
1. Conference Room
With being the most common type of meeting room, it is large enough to accommodate a large group of people. It is often equipped with audio and visual equipment and is ideal for formal meetings such as presentations, demonstrations, and client one on one dealing.
2. Huddle Room
These are designed for small meetings accommodating smaller groups of people (ranging from ~6 in number). They are also ideal for remote meetings as equipped heavily with video conferencing equipment. Informal meetings can also be held in these including the brainstorming sessions and the team check-ins.
3. Training Room
Specifically designed for training and developmental activities. These are equipped with whiteboards, projectors, and other training essentials. These rooms are ideal for workshops and seminars that are held for training-type events.
4. U-Shape Meeting Rooms
To create a sense of collaboration and equality, the U Shape Meeting Rooms enables the participants to see each other easily. It encourages others to participate in the discussion. These are ideal for team meetings and the meetings held for strategic planning.
5. Boardroom Meeting Setup
Small and private and are designed for meetings of the senior executives and board members. They are equipped with conference tables, chairs and a whiteboard and projector. Confidential meetings and the decision making meetings are a good fit for this type.
Key Considerations While Selecting a Meeting Room
A successful and productive meeting is largely dependent on the room in which it is conducted. Hence, while selecting the meeting room, some key factors must be considered that meets your needs and requirements.
1. Size and Capacity
A meeting room must be large enough to comfortably accommodate all the participants, but not so large enough that it feels impersonal or disjointed. Additionally, the type of meeting held must also be considered. For instance, a brainstorming session requires a room with ample space for movement and collaboration.
The dynamics of the meeting is also influenced by the layout of the meeting room. The formal meetings must be held in a room consisting of rows of chairs facing the speaker or presenter. On the other hand, collaborative discussions must be held in a room consisting of tables and chairs arranged in a circle or U-Shape. Hence, the layout must be appropriate for the type of meeting held and the desired level of engagement among the participants.
3. Technology and Equipment
The meeting rooms must be equipped with state of the art technology and equipment. These must be well evaluated. The standard equipment includes audio and visual equipment such as projectors, screens, and video recorders. Additionally, specialized equipment’s like whiteboards, flip charts, and markers must also be kept aside in case needed. Specific needs must be considered while selecting the room and the technology required for a productive outcome.
The location of the meeting room plays a vital role. A meeting room that is centrally located and easily accessible must be selected so that all the participants can reach easily. The noise level of the surrounding environment must be considered too, such that the room must be conductive to focus and concentration.
5. Amenities and Services
Important amenities such as refreshments and the breakout rooms must be considered too. These are important and are required to create a positive and productive meeting experience for all the participants.
A meeting room that comes under the financial constraints and budget must be chosen as the rental feels widely varies.
7. Purpose of the Meeting
While selecting a Meeting Room, the purpose of the meeting is an important factor to consider. Different meetings have different requirements and aligning them equally can help ensure that the meeting is productive and successful.
To sum up
A right meeting room plays a vital role in a productive and successful meeting. By considering the purpose of the meeting, budget, amenities, and services required, location, size and group capacity, the need for technology and equipment, you can select a room that meets the specific needs of your meeting.
Every meeting is different, so there is no one-size-fits-all approach while selecting a meeting room. Take the time to consider the specific needs of your meeting and make a choice that will help you achieve your desired outcomes.