How to Create the Meeting Rooms Your Employees Want

We have all been there – it’s Monday morning, and the first thing you see in your inbox is a calendar invite for a long team meeting in the stuffy old meeting room nobody likes. You immediately dread the thought of spending hours in there, surrounded by complicated and outdated audio visual systems you don’t know how to use. What if you could create meeting rooms that you and your colleagues actually enjoy using – ones that are user-friendly and facilitate interactive and productive collaboration? Here are some tips on creating the conference rooms and collaboration spaces your employees want.

1. Make your meeting rooms user-friendly by updating technology.

One of the biggest concerns we hear from new clients is that the technology and systems in their meeting rooms are not user-friendly – generally because they are outdated. Because no one in the workplace knows how to use them, they do not get used. The good news – most current technology is very user-friendly. You just need an upgrade! We recommend utilizing the latest control systems with master touch panels, which allow users to control everything from video conferencing systems, to lights and displays with a simple touch. Also, make sure the systems and technologies you are using play well together – some solutions work best when paired with others, so consult with your A/V integrator to minimize future technology glitches. Your integrator will program your new systems with simplicity and usability in mind, ensuring they are virtually foolproof.

2. Accommodate interactive collaboration in your meeting rooms.

Interactive technology and collaboration software are the secrets to getting employees to be active participants in your conferences – therefore making meetings more interesting and increasing productivity. With the ability to annotate, share content, video chat and more, interactive solutions allow local and remote participants to effectively communicate and share ideas. The more your meeting rooms accommodate interactive collaboration, the more your employees will look forward to using them.

3. Make scheduling easy.

Scheduling panels mounted outside of your meeting rooms make scheduling and booking meetings simple. By allowing anyone in your organization to see if a room is available or in use, you minimize frustrations associated with employees double booking a room or not being able to find a convenient place to meet. Upcoming meetings and open time slots are also displayed on scheduling panels, allowing users to book a meeting on the spot. Find a scheduling panel system that integrates with your organization’s calendar application, allowing users to reserve a room when they create a meeting invite.

4. Teach employees how to use the technology you have in place.

While your meeting rooms should be as user-friendly as possible, it is still important to teach your employees how to use the tools you have in place. Teach them how to join a conference call, give them hands-on experience with touchscreen solutions and show them how to work the master touch panel. The more they know how to use the tools you have in place, the more likely they will be to use them – thus ultimately making the dreaded meeting room experience more inviting and pleasant.

What kinds of meeting rooms are your employees asking for? Tell us below or tweet us at @agt_video!

Melissa Warren Hudson