Meeting Room Management is not just a matter of making sure the room is neat and tidy and available but much more goes into prepping a room for a Meeting Room Management:
- ENOUGH SPACE: Always make sure you use a space that can accommodate everyone at the same time with enough space left for room to move and ” breath” as many people no matter how high or low in management has what is known as ” personal space” issue.
- ENOUGH FURNITURE: Not only is space a major requirement but also the furniture: Make sure you have enough for everyone and if you know the meetings will be long and tedious, make sure it is comfortable and economical, (but not too comfortable allow them to fall asleep). The furniture should also be placed in such a way that all persons can be seen as well as if any projections and or charts are used, can be seen
- PROPER INFORMATION SCHEDULES: Make sure you not only schedule the proper room but at an appropriate time that will suit not only each person involved but most importantly that which suits the appropriate situation, for example, if organizing an emergency meeting.
- PROPER AND WORKING ELECTRONICS: Always make sure any electronic gadgets and or visual assistance equipment is in working order and available with all information required loaded onto it and can be accessed with a click of a button, as nothing can be more frustrating or even embarrassing as having an important budget meeting, maybe and having all information jumbled up and or wrong and giving the wrong impression on the whole meeting causing delays, misinformation and or total collapse of the meeting.
- ALL PAPERWORK: make sure you prepare any paperwork, for example, binders and or portfolios with all relevant and correct information and in order in which you will run or want the meeting to be run. Never just expect all meetings run in alphabetical order, so make sure you know how the meeting will run so you can manage the meeting well before the time and have all the information at hand and to make it run smoothly.
- REFRESHMENTS: some meetings can be very long, so always make sure you supply the right amount and type of refreshments, especially water…rehydration is important for any meeting
PLEASE MAKE SURE EVERYONE IS INFORMED WAY BEFORE THE TIME OR IF EMERGENCY CONTACT EACH PERSONALLY DO NOT USE MESSAGE SYSTEMS.
