Expert Office Advice

When planning a meeting it is easy to forget that the room in which you are holding the meeting is a key element that should be given due attention. A bit of planning before the meeting as to the seating, refreshments, heating/cooling, presentation and other arrangements can go a long way towards ensuring a successful and productive meeting.

Tip 1: Try and reserve a room that is not being used for anything else, where there are no phones or other people working that could distract people from the meeting itself. It can be a good idea to use a room with a door or that is separate from the rest of the office so that those involved in the meeting are at full attention.

Tip 2: When setting up the room itself consider what kind of a meeting it is and how many people are to be involved.
• Is it a discussion between colleges that involves only a few people and is somewhat informal? If it is then a large table with chairs position around it would probably be the best plan. This will allow those at the meeting to feel as equals and not intimidated.
• Is it a briefing for subordinates that involves a large number of employees? Then chairs set out facing a desk or podium would be the most effective. Make sure that there is enough room between each of the chairs so that everyone can be comfortable and can get in and out easily.

Tip 3: It is also important to ensure that there is enough light and that the room is neither too hot nor too cold.

Tip 4: Presentation equipment can be a useful tool in order to get your point across. If you have access to a smart board or some kind of projector then this can be used to help illustrate your ideas and reinforce key points. However, if it is a small informal meeting, this could be intimidating so it is essential to ensure that the techniques and equipment you use is appropriate for the type of meeting it is.

Tip 5: Try to have some form of refreshments present, whether it be tea and coffee or a sandwich platter. Refreshments can make people feel more at ease and food and drink can often improve people’s potential to concentrate. However, make sure the buffet is not so exciting that those in the meeting loose all interest in what you are saying.

More information about planning and preparing for meetings can be found on Meetings.org