Meeting about a Meeting?

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Have you ever been in that meeting about a meeting? In the busy lives that we lead, having unnecessary meetings puts a great burden on our valuable time and resources. What is worse is that often those meetings are not as productive as they should be due to the meeting space used and/or the technology provided, whether this be physical or virtual.

It is estimated that $37 Billion per year is spent globally on unproductive meetings and 15% of an organisation’s collective time is spent in meetings, and this has grown annually since 2008[1]

The problem is the one meeting about a meeting that should be taking place rarely happens. That’s the meeting with all the parts of the organisation which are involved in deciding how the meeting and collaboration spaces should look and function.

More Than Just a Room

When we think about the how and where people work, what the culture of the organisation is and the technology strategy employed, you can see that a variety of groups and stakeholders need to work together to provide input into the strategy around meeting rooms and collaboration spaces. I often engage with HR, Facilities, IT, End User Teams and of course the users themselves to ensure that we have a consolidated and agreed strategy leading to a better user experience.

It is imperative that the modern workplace with its diversity of collaboration tools, from the user devices through to the meeting rooms and collaboration spaces, enable a consistent user experience. Failure to do this often means that users become frustrated, efficiency and productivity drops, and meeting and collaboration spaces become a hindrance to productivity rather than an enabler.

In addition, all collaboration and meeting spaces need to have consistency across geographic locations and room type or size, enabling your users to be productive wherever they may be. But to ensure all of these elements work for your users, the end-to-end experience, from booking a meeting or collaboration space through to finding and using the space must be easy and intuitive, and this too is sometimes neglected.

Know Thy Space

Common problems that companies experience are Meeting spaces being the wrong type and size; often I see large meeting rooms with 2 people in them or vice versa, Meeting spaces show up as being booked yet a walk around the building shows many rooms unoccupied, further adding to the cost of unproductive meetings. People often search for meeting rooms if they don’t often use that particular office and can arrive late or flustered leaving them in the wrong mindset to be fully productive.

As space becomes more of a premium, better use of what you currently have, or changing the configuration of existing rooms becomes invaluable in getting the best usage and driving effective collaboration and meetings.

To help organisations drive toward a better collaborative meeting experience, Computacenter provide an advisory service called “Meeting Spaces Assessment Service” (MSAS).

MSAS

 

The service provides guidance on how best to shape and drive collaboration and meeting spaces based on the following criteria:

  • Understanding what is currently in place for the meeting and collaboration spaces including booking tools and room surveys
  • Examine the current tools being used and how these fit into the wider collaboration strategy
  • Have that meeting about meetings that really matter and bring the necessary stakeholders together to agree the approach
  • Speak with people who use the rooms and understand what opportunities there are to enhance the collaboration and meeting spaces
  • Provide clear guidance and costs associated with driving these changes into the business

We understand the challenges associated with enabling users to collaborate and engage across multiple devices, locations and technologies, and can help to solve these. Your employees won’t need to keep having unproductive meetings about meetings, if you  have that one meeting about all meetings, and set up your collaboration and meeting spaces to provide a great, consistent experience and enable your users to be more productive.

[1]https://www.inc.com/laura-montini/infographic/the-ugly-truth-about-meetings.html

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