The choice of venue is more important than many people believe.
‘Won’t any old room do?’ Absolutely not.
Although many meetings are relatively informal and held ‘on-site’ in dedicated meeting rooms, the meeting type, numbers of participants and room configuration are all factors that have a huge bearing on the room choice, and therefore form part of the overall effectiveness of the meeting.
Venue considerations
Critical to the success of a meeting is matching the venue to the meeting purpose, taking into consideration the following:
- the size of room for the chosen number of participants;
- the room configuration, type and comfort of furniture;
- audio visual equipment and other in-room resources;
- heating, lighting, ventilation requirements;
- potential for disruption/distraction;
- need for confidentiality/neutrality;
- disabled access;
- travel/environmental factors;
- accommodation /hospitality;
- availability and cost.
Standard meeting rooms typically are configured in traditional boardroom style. An oblong table with chairs placed around the outside, possibly equipped with a projector, screen and flip chart easel. For some meeting types, this traditionally configured space will reduce the chances of successfully achieving the meeting objectives and purpose.
Because of meeting type and purpose, the following examples require additional venue considerations;
- Collaboration/Brainstorming
If succinct, productive collaboration is the desired outcome, then the room must be the correct size for the number of participants. The meeting room should be configured to allow equal access by all participants to any group device, such as a flip chart, whiteboard, etc. Collaboration does not work well in a theatre-style environment. People need to have line of sight to each other’s eyes, they need to be close enough to feel included, but not too crammed in that they are invading the next person’s personal space.
If collaboration over distance is required, then the venue choice will be subject to correct data connectivity to allow all locations to see, share and participate effectively.
Collabatorium
Currently a UK university is planning to develop a ‘Collabatorium’ for brainstorming meetings – a dedicated environment free from interruption and technology problems.
The principle is that participants have to be available for the entire meeting duration, and then they are metaphorically locked into the room until the outcomes are reached. Video and data conferencing equipment allows other locations and people to be connected for any required distance collaboration.
The environment will be complete with a fridge, into which lunch or other refreshments (if required) will be placed before the meeting starts, a coffee machine supplies vital caffeine, and the room has it own toilets leading directly from it.
This experience limits the likelihood of interruption and external distractions, allowing the participants to focus solely on the task in hand.
- Confidential
If the content of the meeting is highly confidential then do not book an open environment or a room with glass walls. Also remember to schedule time to remove confidential information from whiteboards and flip charts when the meeting has concluded. - Sharing information
If formal presentations are to take place as part of a meeting designed to share information, then the room should be set up in a theatre-style configuration, with the audience in rows, preferably with tables, facing the meeting leader. - Training/workshops
Traditionally a training environment is set up ‘classroom style’ with rows of tables and chairs directed towards the front of the room. Information is broadcast, and notable points captured separately on flip charts or dry erase boards. However, rooms now exist that allow multiple screens of information to be displayed simultaneously, encouraging the content to be moved, annotated and captured in a digital format and in real time.
Microsoft’s PowerPoint™ is traditionally the software used to deliver training sessions, due to familiarity and ease of use. However, the content is then constrained to a ‘single window’ or one slide of information at a time, reducing the persistence and significance of the material.
Multi-Slides is a solution that allows PowerPoint™ slides to be simultaneously arrayed around the room that delivers multiple benefits of information persistence, digital annotations and, most significantly, ease of use in any training/meeting environment.
For more information visit www.meetingexpert.co.uk
- Informal
To create a relaxed atmosphere, conducive to planning and creativity sessions, organise lounge-style furniture, with easy chairs and coffee tables.
If the only space available within your organisation is not right, then either wait until a suitable space becomes available, or hold the meeting off-site at a hotel or conference location. Yes this will incur an additional cost, but the cost of a poor meeting in your own offices will be greater still.
Always go and check the room personally, in advance.
Do not wait until the day itself only to find that it does not suit the needs of the meeting.
‘More work, less traffic’
Connected meetings held simultaneously in multiple venues can be delivered successfully through modern conferencing solutions. Accessing technologies such as video conferencing may dictate the venue for the meeting and therefore may also have an impact on your meeting budget if you need to book external meeting facilities. However, video conferencing consistently delivers benefits such as:
- increased productivity through quicker engagement;
- elimination of expensive and extensive travel;
- reduction in carbon footprint, in line with corporate social responsibility targets;
- improved work/life balance.
Facilities
Dependent on the meeting format, the following services and resources need to be considered and, if required, confirmed at the same time as booking the venue:
If your meeting room needs setting up in a specific arrangement, ensure that the set up time is included in your room booking.
For information on how to get the best from your existing in-room resources see Chapter 13.