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In his groundbreaking 1972 book Victims of Groupthink, research psychologist Irving Janis examines three case studies: the United States’ failure to anticipate the Pearl Harbour attacks, the Vietnam War, and the disastrous Bay of Pigs invasion. Had he written his book a few decades later, Janis may have been tempted to include a few examples from the corporate world, such as Xerox voluntarily giving away its graphical user interface to Apple in exchange for some shares of Apple stock, Kodak suppressing the digital camera that it had invented in order to focus on selling soon-to-be-obsolete celluloid, and Excite turning down a $750,000 offer to buy a little known start-up called Google.
What each of these examples has in common is that they all involve large groups of very smart people making inexplicably poor decisions. Xerox, for instance, is a company that employs over 100,000 people. Surely at least one of them recognized the potential of the GUI to spawn the trillion dollar business we now know as the computer industry?
As it happens, more than a few employees did. In his biography of Steve Jobs, Walter Isaacson describes how one enterprising Xerox employee, in a scene that plays like something out of a sitcom, cleverly tried to hide the GUI from Jobs and his Apple associates while giving them a tour of the Xerox premises. Unfortunately for Xerox, these efforts were thwarted by upper management, who remained dead set on giving their game-changing technology away. The company was confident in the belief that it would forever hold a monopoly on the photocopying market, ignored the dissenting voices in its ranks, and as a result you’re probably reading this on an iMac, iPad, or MacBook, and not on the non-existent iXerox.
If poor decision-making of this calibre is possible at the highest levels of the corporate world, it’s possible anywhere. So how do you protect yourself against it? Luckily, Janis outlined 3 warning signs.
1. Overestimation of the Group, Underestimation of Competition
A still from The Princess Bride illustrates one of the key symptoms of Groupthink.

via MovieReviewTheBlog

One of the big lessons that Kennedy learned in the wake of the Bay of Pigs invasion was that he shouldn’t have taken the CIA’s report on Castro’s military ineptitude at face value. As it turned out, Castro’s 20,000 soldiers were more than capable of warding off an invasion of just 1,400 poorly equipped exiles with no ground support.
A report that advocates for a brazen assault against an opponent that’s 20 times larger would, in most circumstances, be greeted with incredulity. “Surely a hilariously inappropriate typo has been made here?” the average person would no doubt wonder. But Kennedy trusted that the CIA knew what they were doing and kept silent.
The Kennedy administration also radically overestimated their ability to keep the invasion plan a secret. When the invasion plan inevitably leaked, the administration bizarrely decided that the leak wasn’t a big deal: Should Castro decide that a foreign invasion was something that he wanted to defend against, the invading force could just flee to the mountains. Once they were in the mountains, it was assumed that they would be assisted by Cuban farmers and peasants desperate to overthrow the Castro regime. These assumptions, it was soon discovered, had zero foundation in reality.
2. Close-mindedness
Sticking your head in the sand: A symptom of Groupthink.

via Sherm-Law

The other big lesson that Kennedy learned was that he shouldn’t have ignored the handful of advisors who warned him that the plan was a terrible idea. “At one stroke you would dissipate all the extraordinary good will which has been rising toward the new Administration through the world. It would fix a malevolent image of the new Administration in the minds of millions,” one of Kennedy’s advisors, historian Arthur M. Schlesinger Jr., wrote in a memo (which Kennedy later admitted “will look pretty good when he gets around to writing his book on my administration.”)
Senator J. William Fulbright also voiced these concerns during a presentation to Kennedy’s cabinet. But rather than invite his cabinet to address Fulbright’s points, Kennedy decided instead to move on to the next order of business and pretend that Fulbright’s presentation never happened.
3. Pressure Toward Uniformity
The poster for Being John Malkovich helps illustrate why the Bay of Pigs invasion was a failure.

via Cineapse

The reason Schlesinger voiced his concerns in a memo rather than during a cabinet meeting was the same reason that many teenagers cite for smoking cigarettes: peer pressure. Kennedy had cultivated an atmosphere in which group consensus was highly valued and Schlesinger didn’t want to be the one to spoil things. ”I can only explain my failure to do more than raise a few timid questions by reporting that one’s impulse to blow the whistle on this nonsense was simply undone by the circumstances of the discussion,” he later wrote. “Our meetings took place in a curious atmosphere of assumed consensus.”
One year later, Kennedy applied some of the lessons he learned from the Bay of Pigs to the Cuban Missile Crisis. He no longer underestimated Castro, listened to his advisors, and deliberately went out of his way to make sure that all dissenting voices were heard. In so doing, he successfully managed to prevent nuclear armageddon, thus allowing Xerox, Kodak, and Excite to make their terrible business decisions in an environment not teeming with deadly nuclear radiation.
Since the publication of Janis’ book, other psychologists and researchers have called some of his claims into question. But even so, it’s probably safe to say that if the most common sentences spoken during your business meetings are, “We’re invincible” and “Apple won’t know what hit them” and “I agree” and “Let’s not hire a consultant,” you may want to take a closer look in the mirror.
Additional Reading
Is Your Business Being Held Back By Groupthink?
6 Steps For Avoiding Groupthink on Your Team
Don’t Let Groupthink Take Down Your Company

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Technology has completely revolutionized the way we communicate and collaborate. You no longer need to travel miles across oceans to meet a client or supplier, you can now simply use your video conferencing system to conduct a live meeting. It is the closest you can get to meeting someone in person. However, this does not mean videoconferencing can replace face-to-face meetings. There are various reasons why face-to-face meetings are here to stay:

  • Video conferencing lacks detail. Although you can replicate lifelike scenes with high resolution videos, it is nowhere as immersive an experience as it is when you meet face-to-face
  • Simple gestures such as a handshake or a customary physical exchange of business cards are culturally important and help start the meeting on a positive note. There is no way video conferencing can support these actions.
  • You cannot notice the micro expressions and body language as long as you are sharing the same physical space
  • When on a video conference, a part of your concentration tends to get diverted to how good or bad you are looking
  • There are technical complexities of managing video conferences with virtual teams using different devices and networks

Having said this, we cannot deny the fact that there are use cases of video conferencing. In certain types of organizations, video conferencing is used extensively for various reasons. Video conferencing makes sense when:

  • It is not possible to meet in person, but you need some face time to put across your message effectively
  • An international or dispersed group needs to meet
  • There are scheduling conflicts and a face-to-face meeting cannot be organized
  • There is no time to travel for a meeting
  • Situation demands that a group of people from varied locations come together for an urgent brainstorming session
  • You are fine tuning a presentation with a virtual team

Types of organizations where video conferencing is used:

  • In educational institutions video conferencing is used in order to:
  • Bring in subject matter experts from across the world
  • Collaborate with remote classrooms
  • Broadcast administration news and policies
  • Distance learning
  • Record and archive teaching sessions for future playback
  • Virtual field trips
  • Regional staff meetings


  • Collaborate with medical specialists from across the world
  • Administer remote healthcare
  • Broadcast board meetings and news
  • Distance learning


  • International collaboration
  • Vendor and contractor meetings
  • Remote supply chain management and remote quality control
  • Distance learning


  • International collaboration
  • Communication with corporate office
  • Financial earning and other daily updates broadcast
  • Remote customer meetings
  • Monthly/quarterly reviews

Not for profit

  • To expand Outreach without having to travel to rural or remote areas
  • Improve donor pitches to win more contributions


  • To enable testifying witnesses in court without having to actually travel to court
  • Enabling expert witnesses to testify from remote locations
  • Enabling prisoners to see and hear everything that happens in the courtroom, and reducing high-security prisoner travel

While these organizations use video conferencing to save time and money, and to overcome some other situational barriers, but it does not mean video conferencing can work equally well in all organizations. Of course, the factors of cost, time and distance are crucial, but it is important for organizations to weigh them wisely. Face-to-face meetings foster invaluable people skills, which is undeniably the most important part of business.
Remember, while video conferencing allows people to share a connection with each other, the lack of face-to-face puts limits on the amount of connection that can be shared. Without a face-to-face interaction, it is impossible to foster feelings of trust and empathy, which are essential in any successful relationship.

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Meetings are the lifeline of organizations. All decisions – big and small – are made in meetings, and each department in an organization relies on meetings to discuss plans, set targets, and to resolve disputes. With advancements in technology, the way business people collaborate and communicate have changed completely.
Today, virtual teams and business associates across all geographical borders can communicate without having to step out of their offices, thanks to video conferencing technology. However, it is important to understand that modern technology promises convenience, but often at the cost of efficiency. So, we must think whether all the hype surrounding video conferencing is justified or not? Does it really bring people together and help save on costs and time? May be not. Let us discuss how organisations across the world are trying to use video conferencing to make communication and collaboration better, and how it might be doing just the opposite.
Why companies choose video conferencing
Most organisations use video conferencing because

  • It allows people from different geographic locations to communicate without anyone having to travel
  • Video conferencing can be organized to facilitate meetings on any device, like laptops, smartphones and even large screen projectors in a conference room.
  • They facilitate better communication than telephones for important decision that require quick, face-to-face discussions.

However, in spite of these positives, video conferencing poses some serious challenges too. Some of these challenges are serious enough to render meetings ineffective and unproductive. Here is how video conferencing can make meetings unproductive:

  1. User experience

Every year, video vendors introduce “new and improved” versions of video conferencing technology, in a bid to provide a better user experience for their customers. However, despite these changes and improvements, users find that a number of glitches make video conferencing, on the whole, ineffective. The main issues and concerns that users face are

  • Inter-operability: Most video conferencing solutions fail when it comes to operability across difference hardware systems and virtual bridges.
  • Training gaps – In an organisation, not everyone is technology savvy. Users are required to get accustomed to new and changing video conferencing technology, and they often need regular assistance from the IT department. At times, the IT departments cannot accommodate all requests for assistance, once again causing delay and reducing cost effectiveness.
  1. Quality issues

Even with the most popular video conferencing solutions, users often face quality concerns rendering video conferencing ineffective. Quality issues such as call drops, call fails, incorrect configurations, inability to make products compatible to existing firewalls, poor call quality, jittery video, latency, packet loss and low resolution may make the meeting unproductive.

  1. Device and infrastructure issues

It takes a lot of time and resources to track infrastructure issues efficiently and to troubleshoot these issues on an organization-wide basis becomes virtually impossible.  These technical snags at hardware and infrastructure level make meetings either impossible, or grossly unproductive. By the time a company pulls out reports on effective usage and adoption of the current software, it is time to change the product.

  1. Stability

Technology is not always stable. Hardware, software and wireless connections are prone to breakdowns, especially in case of video conferencing. For example, if a call or video gets disconnected, it interrupts the flow of the meeting, rendering meeting ineffective. These issues are often faced when using inexpensive or free video conferencing packages.

  1. Human interaction

Unlike face- to- face meetings, video conferencing relies on proper functioning of the hardware and the software. Low resolution, poor video quality, incoherent video and sound, incorrect positioning of the webcam, and bad light are some of the issues that limit human interaction making meetings unproductive. Inability to make eye contact due to limitations in webcam positioning hinder effective communication. Research shows that even video conference job interviews are bad for both companies and candidates.
This shows that video conferencing does not really live up to its promise of enabling better communication and collaboration virtually. Another main argument in favour of video conferencing is that it is cost effective, however, there are two key issues that challenge this argument. First, that it is often extremely difficult for IT teams to prove ROI of this technology, and second that does not produce a substantial ROI unless it is used widely across the organization.
In short, no form of virtual meetings can beat face-to-face interactions in terms of efficiency and effectiveness.

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Meetings are an important part of running businesses, and they come in all shapes and sizes. From unplanned chats in the office corridor to monthly sales reviews and annual conferences, meetings can take many forms.
A face-to-face discussion of organizational issues can be conducted in various ways. In this digital age, people can conveniently communicate through emails and video conference, however, this limits the ability of individuals to express their ideas only through the power of words. Alternatively, traditional, face-to-face meetings allow people to facilitate interaction and discussion in a more effective manner, and allows participants to express their views freely using both verbal and non-verbal communication.
Here are some ways in which meetings benefit individuals and businesses
A Potent Business Weapon
Considering the fact that we live in a world where competition is cut throat, business people need more personal interaction than ever before. While online communication and telephone offer a convenient and quick way to communicate, conducting a face-to-face meeting with clients creates an altogether different effect. Business meetings provide the best avenue to carry out negotiations.
Keep organizations on track
Regular meetings strengthen work relationships and bonds among employees, and keeps them on track regarding work matters. Let us take an example. Whenever a team is required to work on a new, large project, it is best to have a kick-off meetings to delegate responsibilities and tasks. Regular meetings can then be conducted to keep track of work progress. This way, whole team can stay abreast with the way project is progressing. Meetings also offer a great opportunity for the management to acknowledge and appreciate the achievements of the team through public recognition.
Relationship building through “human connection” 
Human connection via face-to-face meetings is probably the best way to become closer as a team and people, and it makes collaboration much easier. As you spend more time together, you are able to make a complete personal assessment that can help you learn more about your own personality and behavior and that of others. Discussing and sharing this assessment with the team members allows you to understand how you can better adapt your style to communicate and collaborate more effectively with others. Human connection and face-to-face interaction also minimizes team conflict.
Build Good Working Relationship
When people with diverse opinions, personalities and interests come together in a meeting, they somehow end up creating a cordial affiliation with their colleagues and the bond strengthens over time. This may be because people, despite their busy schedule at work find time to meet others and bond with them. This kind of relationship building is not possible with phone calls, emails or even virtual meetings. Facial expressions, handshakes and a positive body language can go a long way in building strong human bonds.
Boost Individual Morale
Meetings provide the perfect platform for good and open communication. A good meeting facilitator can help even the most timid team member to open up and share his thoughts, and contribute to the discussion. This boosts individual morale and helps bring some brilliant ideas to the table.
Most organizations survive on ideas and creativity. When it comes to brainstorming, meetings are the perfect platform. Many minds put together can bring out better ideas and solutions and that too much faster. Mere presence of other people can make things work. It could be the visual aids from markers and flipcharts, their body language or sharing their experience, but face-to-face communication does make a brainstorming session more engaging and fruitful.
Broader buy-in and consensus
Whenever an organization or team has to make a major decision, it becomes extremely important for people to buy-in to the decision, and meetings are the perfect way to achieve it. Consensus can be best achieved face-to-face, not on a phone call or email. Decision making and consensus achieved through effective meetings has immense business value.
It is important for individuals to understand that meetings are essential to the success of the organization. While some people may find it plain and boring, but in the long run, meetings go beyond achieving goals; they help foster and strengthen good working relationships.

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It is estimated that a whopping 11 million official business meetings take place in the United States on a daily basis. That translates to 2.6 billion meetings per year. Therefore it is not surprising that almost all companies – from new fledgling start-ups to gigantic conglomerates – run on meetings. And meetings run on presentations!
Presentations determine the way we work, the way we understand our business, the way we analyze the business, the outcome, the planning, and so much more. Presentations are the centerpiece of meetings. A tedious, uninformative presentation can ruin your day; a great one can make your week. However, statistics also reveal that on average, out of the 62 monthly meetings that are attended by an employee, the employee spends 31 meeting hours unproductively. That means the economy loses $37 billion to unproductive meeting hours.
On average, employees spend 15% of their time attending meetings. For mid-level managers, the figure rises to 35%.
Yet statistics reveal that these meetings are not as efficient as they should be nor are they as productive or cost-efficient. This clearly goes to show that while plenty of meetings are taking place, they are not smart meetings
Here are some of the reasons that make meetings unproductive:
Cables on the Table
Conventional meeting rooms use cables to connect computers, laptops, and other devices for presentations. However, ensuring that all meeting attendees can view the same material becomes increasingly cumbersome, especially, for remote attendees attending meetings from other locations. Finding cables for HDMI / HDMI Mini / USB / Micro outputs, and getting them to work also proves to be a difficult task.
BYOD – Bring your own device
The concept of BYOD was first coined by Intel. With more and more employees getting their own devices, the problem of supporting different systems, different hardware, connectivity ports, etc. emerges. This slows down meetings, makes them ineffective, and pose a threat to the company’s security too.
Inefficient meeting rooms
Conventional meeting rooms make the job of the presenter tough. As it is, not everyone is good at presentations, and then to ensure that the connectivity cables work, connected devices work properly, that every member present can view the material properly, displays are uniform, the software is compatible, etc. prove to be additional hindrances.
Changing conference room technology and cost-effectiveness.
Conventional meeting room systems do not adapt to changing technology, rendering them ineffective and eventually increasing costs to make them adaptable to newer and constantly changing technology.
The antidote for these shortcomings is simple: wireless presentation systems.
Wireless presentation systems enable better meetings. Here’s how:
• Wireless presentation systems and meeting room software enable hassle free connectivity. All devices in the meeting room can connect to the main display, allowing wireless transmission of data, eliminating the need for printing copies, moving laptops and phones around the room so that all attendees can get a look, or send heavy presentation files via e-mail.
• With the advent of smartphones, wireless presentation systems make it easy to use different platforms like Windows, MAC, Android and iOS.
• Anyone can connect to the wireless system from anywhere, making meetings and presentations seamless and multi-user collaborative. Your meetings become more interactive, enabling a seamless presentation, as other participants can simultaneously share and present data from their devices.
• Training becomes easier, more interactive, and covers a wider range as users can log into the system from anywhere.
• Organizations and their meeting rooms are able to keep up with changing technology, as the wireless presentation system can adapt to newer AV technology.
In short, wireless presentation systems are more cost-effective, more productive and efficient. Wireless presentation systems make meeting a success!

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Meetings are often regarded as boring, unproductive wastes of time. In one study by Hubspot, 47 percent of respondents said that meetings were the top time waster in the office. However, that is largely due to how they are conducted. When conducted effectively, meetings disseminate valuable information, increase workplace communication, and boost morale and productivity.
One major contributor to meeting success is punctuality. Punctuality greatly affects the value of meetings. In some cultures, starting a meeting a little later than the scheduled time is completely normal or even expected. However, in general, there are several reasons why starting on time is crucial to its success.
It Fosters Productivity 
According to a recent study by Bain & Company, a meeting that starts five minutes late will be eight percent less productive. When given an exact time limit for completely meeting objectives, people are more likely to work harder to accomplish them.
Keeping the time limit for meetings below one hour can help increase the effectiveness by helping to maintain attention. Online collaboration tools and conference room technology have also helped to decrease the time we spend in unproductive meetings. Save small updates and information for emails, instant messengers or other collaboration tools. This way, you can more easily stay within your time limit and meet the objectives that you set.
It Makes a Good First Impression
Imagine that you are attending a meeting with two different presenters. When you walk into the first one, the speaker is already there. His or her equipment is not ready and not functional, they hand you an agenda with objectives, and they cannot start exactly on time. The second speaker arrives five minutes late and spends another 15 minutes setting up presentation technology.
Which presenter made the best impression? Most likely, none of them. When you are leading a meeting, attendees expect organization and promptness. If your meeting room setup relies on wires and cables and your end users spend the first 15 minutes of their presentation struggling with connectivity issues, they may as well be presenting to an empty room. Individuals can eliminate set up time and worries by using wireless presentation systems and by arriving a few minutes before the scheduled time.
It Shows You Value Attendee’s Time.
By starting a meeting on time, presenters are also showing that they value the time of their attendees. When meetings continuously start and end on time, presenters build a reputation of respect, professionalism, and competence. On the other hand, when the start time fluctuates, people are more likely to show up late, daydream during them, or stop attending them altogether.
Along with a number of other positive benefits, meetings can be an effective way to bring your team together, share updates, boost morale, and improve communications. However, when they start late, presenters already set them up to be less productive and effective. Starting meetings on time is one of the top ways to ensure that they are successful and engaging.
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Meetings can be boring, exhaustive, and a down-right ridiculous waste of time if you don’t handle them properly. When you’re in a leadership position, meetings are a part of your day-to-day life. When you need to discuss important details about a project with your team, you need to plan the meeting carefully. You’re going to get nowhere if you’re not able to retain your team’s attention.
Some Tips
Here are some tips of how to make your meeting more productive and keep every participant engaged.
Less is More – Before you even plan a meeting, consider whether it’s actually needed. Several leaders think that meetings need to happen regularly whether they’re needed or not. For example, you tend to schedule a meeting at the end of every month. Why schedule a meeting at the end of every month unless it’s absolutely needed? It’s best if you only schedule a meeting when you need it. To keep your team engaged and updated, you can easily schedule a meeting every quarter.
Have a Meaningful Agenda- Just having an agenda isn’t enough; you need to have a meaningful agenda. There are some companies that schedule meetings regularly and discuss company policy and ethics for the lack of any other subject. That’s just a waste of everyone’s time and no one’s going to be happy about it. However, if you need to discuss an upcoming project, or a new client, or any subject that your team needs to know about, having a meeting is necessary.
Planning Ahead Plan the meeting carefully and well in advance. While you’re planning it, be sure to consider the following points:
− The number of people needed for the meeting. You need to limit this number to people who’re absolutely necessary.
− See if you can use remote conferencing tools to have meetings with people in other areas.
− Consider if it can be conducted remotely.
− Check in with everyone you want to call to the meeting. You need to make sure that the time is convenient for most people.
Organize your Agenda- Now that you know you have a meaningful agenda to discuss; you need to decide how to go about it. It’s vital to deliver the information in a clear yet concise manner. You should use tools like presentations or videos, etc, to explain your point.
Visual mediums convey information more clearly and in a structured way. Organize all your information and explain it in steps. You need to make sure that there’s no room for ambiguity.
No Open-Ended Statements to Conclude the Meeting- One of the best ways to make meetings successful and productive is to end it with a call to action. Essentially, you need to set clear goals during the meeting that every member of the team needs to follow.
For example, if you need to prepare a detailed proposal for a client along with design samples, give your team a timeline and assign individual duties. This will ensure that they have a purpose as they leave the meeting.
If you follow these points, you’ll have meetings that are purposeful, interesting, and that don’t suck.

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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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