In order to host a successful business meeting, you need several ingredients, including the right venue, a well-planned agenda, a good chairperson and the optimum number of attendees to whom the matter at hand is relevant. However, if your corporate meeting room is also not well-equipped, then the meeting may struggle to make a mark.
Here is a checklist of essentials for a successful and productive business meeting.
A comfortable and flexible seating arrangement
Comfortable seating that is arranged to best suit the aims and objectives of the meeting is a must-have. The meeting room will ideally offer flexible layouts – for example, a boardroom setup for discussion-based meetings, or a semi-circular or classroom style layout for ease of viewing a presentation or hybrid video conferencing link.
The seating should be designed for ergonomic comfort, particularly for longer sessions when attendees will need to remain engaged and focussed for several hours.
Quality Wi-Fi and AV equipment
Most of us will now rely on some form of digital technology to support the delivery of a meeting, such as online resources or to include remote participants. It’s therefore essential that the meeting room has a fast and reliable internet connection. This will prevent delays that can disrupt the energy of the meeting and throw the schedule off kilter.
Display screens with wireless connectivity and good quality audio systems are important for larger meetings, to ensure that communication is effective and engaging. Ideally, the meeting venue should also provide on-site technical support to help with the correct setup, and ensure that any issues with IT or equipment are resolved swiftly.
Offline equipment
Offline tools such as stationery, flip charts, whiteboards and markers also have their place: they can encourage participation, helping attendees to quickly express their ideas, take notes, and access a more creative state of thinking. They are also a backup in the event of any unpredictable issues with technology.
A comfortable environment
The environment of the meeting room should be optimised for comfortable ambient temperature and lighting. A room that is too chilly or too hot, stuffy or poorly ventilated will impact on energy, motivation and concentration levels.
Ideally, the room should be naturally lit, and supported with adjustable lighting if necessary to avoid an environment that is too bright or too dimly lit.
Soundproofing and acoustics are a further consideration: the room should not have distractions from external noise sources, and speakers should be able to make themselves clearly heard without straining their voices.
Breakout facilities and catering
For meetings longer than one to two hours, it’s important to provide breaks and refreshments so that attendees can maintain their concentration and energy levels. The opportunity to chat and socialise in a more informal and unstructured way can also help participants build stronger relationships or network.
This can lead to better communication in the meeting and in other workplace situations. Ensure that attendees can access hot and cold drinks and snacks during breaks. Longer meetings should have quality catering options that are nutritious and sustainable.
