Meeting rooms are a staple within the modern business world, providing a dedicated space for collaboration, idea generation, and decision-making amongst teams of all sizes. The design and functionality of a conference room can significantly impact productivity, so when making your choice, be sure to optimise these spaces to best suit your operational needs. 

In this article, our specialists at workspace365 share eight tips and tricks to help you get the most out of meeting rooms and maximise productivity.

#1 Choosing the right meeting room

Always consider the number of attendees and the room's capacity when looking for a meeting room hire. A spacious workspace365 meeting room can comfortably accommodate larger groups and create a more inviting atmosphere, while also offering a perfect spot for one-on-one conversations.

Ensure the conference room is accessible to all attendees, including those with mobility challenges. A venue for a meeting should have ramps, elevators, and appropriate door widths to accommodate everyone. If you have specific accessibility requirements, please ensure you confirm with workspace365 prior to booking a room.

If the rooms aren’t in the same place where you conduct your business, then book meeting rooms conveniently located near public transportation or with ample parking. Doing so makes it easier for participants to arrive on time and reduces potential stress.

#2 Meeting room layout

Be sure to consider:

• A flexible layout: Choose a meeting room layout and tables appropriate for your meeting types. workspace365 offers a range of meeting room setups including training, mediation formal, conference presentations and collaborative brainstorming sessions.
• Seating arrangement: Organise seating to maximise engagement and interaction among attendees, fostering a collaborative office space where ideas can flow freely.
• Movement and collaboration: Allow for enough space between chairs and tables, so participants can easily move around the room and collaborate.

#3 Technology and equipment

Unless it’s an informal conversation, it’s likely you will need state-of-the-art technology for successful presentation and collaboration. These include:

• Reliable Wi-Fi: A strong Wi-Fi connection is vital for client meetings, presentations, and video conferences.
• User-friendly presentation tools: Opt for easy-to-use audio-visual equipment, such as projectors and speakers, to enhance presentations and minimise technical difficulties.
• Video conferencing compatibility: Select a meeting room booking system that can accommodate video conferencing for remote attendees, making it simple to include everyone in the discussion.

#4 Lighting and ventilation

A well-lit conference room with ample natural light can boost energy levels and improve focus. If possible, choose a meeting room with large windows or skylights. 

Good ventilation is also an absolute must when maintaining a comfortable environment for attendees. Ensure the room has proper air conditioning or heating, and consider incorporating plants for improved air quality.

#5 Storage and organisation

To ensure there are no delays or disruptions among your attendees, be sure to consider:

• Personal belongings storage: Provide storage options, like coat racks or lockers, to keep attendees' belongings organised and out of the way.
• Necessary materials: Keep essential items like notepads, pens, and whiteboards readily available, so participants have the tools they need for a productive meeting.
• Clean and organised workspace: Encourage attendees to maintain a tidy and clutter-free workspace, which can lead to increased focus and productivity.

#6 Time management

Once the meeting room hire is covered, there are some other tasks to consider around time management, including:

• Clear meeting agendas: Set a detailed agenda ahead of time to ensure the meeting stays on track and covers all necessary topics.
• Timekeeping tools: Use timers or other timekeeping tools to manage meeting durations and allocate appropriate time for each agenda item.
• Breaks and buffer time: Schedule regular breaks to maintain focus and energy levels, and include buffer time between meetings to allow for set up and transition.

#7 Encouraging participation and engagement

Foster a positive, inclusive atmosphere where attendees feel comfortable expressing their ideas and opinions. You can do this by beginning meetings with icebreakers or interactive activities to encourage active participation and help build rapport among attendees. Also, try to promote open dialogue, encourage active listening, and ensure everyone has an opportunity to contribute to the discussion.

#8 Post-meeting follow-up

Document the meeting's key points and distribute these notes to all participants to ensure everyone is on the same page. In doing so, clearly define action items and set task deadlines to keep the team accountable and maintain momentum.

Discover Premium Meeting Rooms for Hire in Brisbane, Sydney & Melbourne 

When taking advantage of our fully-equipped coworking spaces and private offices at workspace365, you can also access our premium meeting rooms to host your clients training, conferences and collaborative sessions. 

Contact us for more information or book a tour of our meeting rooms today.