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How to Keep Your Meetings on Track with a Meeting Room Checklist


When You Prepare Well, Starting Well is Easy

Given how much of your time at work is spent in meetings, one of the smartest investments you can make is in meeting room equipment and technology. After all, there’s nothing worse than going to a meeting and not being prepared with the right equipment. Imagine fumbling around trying to get your videoconferencing software or projector set up while attendees impatiently wait for the meeting to start. By preparing your meeting rooms with the necessary equipment, you can rest assured that your meetings begin on time and run smoothly.


No conference room is foolproof. The best way to ensure that you have everything you need for your meeting and maximize results is to create a meeting room equipment checklist. Following a checklist will give you peace of mind and limit your worries. Additionally, have a backup plan ready in case things don’t work out as planned.


Basic equipment needs

The type of equipment you’ll need for your meeting room will vary depending on the type of meeting you’re having. For example, if you plan to have frequent, spontaneous meetings, you might want to have a huddle room with minimal equipment and just enough space to stand around a table. Regular meeting rooms with a larger group of attendees will likely require more equipment. Basic equipment you might want to consider placing in your meeting rooms include the following: 

  • Whiteboards with pens
  • Chairs and tables
  • Projector
  • Correct cords and cables
  • Audio or videoconferencing equipment
  • Coffee maker or hot water boiler for tea


Using digital meeting room signs that are displayed outside of each meeting room is also important because they let attendees know that they have reached the right room and allow them to book, extend, or cancel meetings directly on the touch screen. Digital signs integrate with meeting room booking software, so meeting room schedules are updated in real time. Meeting organizers can check into meetings on the digital signs. If there’s a no-show, the meeting room is freed up for others to use.


Survey your employees to find out what kind of equipment they need

Create a conference room survey and distribute it to employees to find out what kind of technology and equipment they need to maximize their meetings. You could ask them what equipment they consider must-haves or nice-to-haves. Other things you could ask them about include whether they think there are enough meeting rooms, whether they often run into issues with the technology available, and whether they think it is easy or difficult to book a meeting room.


Choose standard technology for your meeting rooms

Once you’ve evaluated employee needs and preferences, try to equip all of your meeting rooms with the same room displays, audio and videoconferencing systems, and wiring. This will ensure consistency and prevent confusion among employees. Choosing an effective meeting and resource booking system is also important because it ensures that employees will be able to find and schedule meeting rooms both quickly and easily.


Allow meeting attendees to connect their own devices

Make sure the right adaptors, cables, and cords are available in meeting rooms to allow attendees to connect their devices with ease. Furthermore, display the Wi-Fi network password in a prominent location to make it easy for guests to log into the local Wi-Fi network.  


Invest in meeting room booking software that shows how your meetings and resources are utilized

One of the major benefits of using meeting and resource booking software is that it provides you with a wealth of meeting analytics and insights. You can find out which rooms are overutilized or underutilized, as well as how meeting spaces are actually being used. With this information, you can get a better understanding of how to maximize your current real estate and determine which amenities are needed.


Use this checklist to set up your meeting rooms and you’ll be well on your way to maximizing your meetings. Along with this checklist, implement a meeting room booking system for Microsoft Outlook®, Exchange, and Office365, such as Resource Central.


Resource Central allows you to easily find and book meeting rooms by providing visual, at-a-glance overviews of available meeting rooms. Users can also book catering, A/V equipment, and other services through the tool, which is an extension of Outlook’s familiar interface. Additionally, Resource Central boasts visitor management and resource utilization reporting capabilities, and it integrates with digital signage.

To learn more about Resource Central, sign up for a free trial or free online demo now. 





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Thursday, 09 July 2020