Meeting Rooms & Huddle Spaces: 5 Basic Ways To Optimize Them

Stepping inside a meeting room can feel a lot like stepping inside a black hole: Once you’ve moved beyond the event horizon (i.e. the conference room door), the possibility of escaping within a human lifetime can seem extremely remote. Even huddle spaces — the meeting room’s younger, less time-draining sibling — have a well-documented tendency to hold whoever steps inside them captive for extremely long durations against their will.

But contrary to popular opinion, it is at least theoretically possible for groups of people to set foot inside meeting rooms or huddle spaces and re-emerge within just 30 minutes. Here are 4 ways to help accomplish this: 

  1. Create a To-Do List. A to-do list will help you keep track of the meeting. Being able to check off tasks can help to build motivation and to maintain your focus. Our recommendation would be to create your to-do list for all meetings so you know actually what needs to be done for each person of the team. It’ll give you the opportunity to evaluate your performance and make adjustments in your meeting approach. It will also prepare you for what’s to come.
  2. Time Your Agenda. Your to-do list can help promote time management – which you will know what to speed up and what to slow down. Use your calendar, like Google or Outlook, to send out the agenda prior to the meeting. With Ubiq, you can send your calendar to your conference room TV or interactive displays prior to the meeting to make such that all of the attendees are on the same page. Reserve time to dedicate to projects and tasks, while setting your own expectations for timely completion.
  1. Set Yourself as “Do Not Disturb.” Many of us still get emails, and instant messages during meeting time. The reason for this is because we feel that we can do multiple things at once including replying back to emails or instant messages, and feel the need to reply back. The truth is that many emails can wait, and setting yourself as do not disturb can be a lot more efficient during meetings. Recently, I was in making a wireless presentation during a meeting. However, while I was making a wireless presentation, there were notifications that popped up from my email and instant messaging. One of the emails that I received was from my sister asking me what to eat for dinner. If I set myself as do not disturb, those wouldn’t pop up. Additionally, I would avoid the embarrassment of people reading my emails or messages.
  2. Delegate, When Necessary. It doesn’t hurt to ask for support of others when you need it. That’s the whole point of meetings. Discuss all the problems and best practices with your team. That way, everyone can benefit and sharing stories make meetings go a bit more bearable. When you want to achieve all your goals in meetings, delegate tasks to your peers or have shared tasks. Discussing key problems and delegation can help achieve goals in meetings and create more wins to the team.
  3. Implement a Wireless Presentation System. Every meeting in which users are forced to connect their laptops to the TV or projector with wires or adapters inevitably goes 15 minutes over schedule due to connectivity problems. By investing in a wireless presentation system that allows users to connect their laptop to any audio visual setup regardless of its video outputs, all of this wasted time can easily be avoided.

With fewer distractions and proper delegation of work, you can give proper attention in meetings, which leads to an increase in teamwork and productivity. The challenge comes in how you manage our time and efforts independently and collaboratively. These tips should set you on the right path to getting the most out of your meeting rooms and huddle spaces.

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