Improving meeting culture

People being kicked out of meeting rooms, large groups having to cram into a huddle room and others frantically seeking a private place to take that all important call. These are all daily occurrences and why meeting culture is an important thing to cultivate. Here’s some concrete pointers on how to do it.

Find an analysis tool

To even know where to start, you need to look at the numbers. You can always ask employees what they think through a survey but perceptions don’t always match up with reality. For an objective viewpoint and to get the complete picture we recommend having an analysis tool to measure and evaluate your meetings. Once your meetings are measured, you can quickly gain insight into how your meeting rooms are being utilized and how you can improve them.

Are your rooms fully booked everyday?

You might want to look at the meeting room usage to plan your physical meeting spaces. Is it an even level of usage across each room? If you see that a large room is regularly full while small rooms are not widely used, maybe you need to create more larger rooms from several smaller ones – and vice versa.

A low meeting room usage overall could also mean that people are having meetings outside working hours or in other places than the meeting rooms. For example they might be having loud and disturbing “over the desk meetings” which seems okay on the surface but can hurt employee satisfaction overall.

Time management and meeting quality

Check out the standard meeting time, is it several hours? Shorter meetings are generally a good thing so monitor this metric and intervene if it gets too high. What can leaders do to shorten up meetings? Publicly urge employees to keep meetings shorter and set an example by using a meeting agendas.

Extending meetings

If you have a lot of people extending their meeting this also tells you about a meeting culture where the time estimations are off. See if you can do anything to help people with keeping their meeting time

Also, check the total meeting room usage. Extended meetings plus low meeting room usage could tell you that you have too many meeting rooms.

If you notice that people are using meeting rooms as working space you could rethink your meeting room setup. Maybe you need more designated working areas?

A checklist for better meetings:

1 – Put your meeting do’s and dont’s visibly in meeting rooms, on a table card or a wall poster
– just like the wifi password

2 – Invest in a meeting booking system that can give statistics

3 – Think out of the box, be open to rearrange your meeting room setup to fit needs

Other Articles

Hot-desking just got a lot more pleasant with Kleeo, Evoko’s new desk booker

Swedish company Evoko announces its newest product of their smart workplace solutions, Kleeo…

Naso room manager awarded the Red Dot

It is with great pleasure that we announce our Naso room manager is the winner of Red Dot Award:…

Winner of Iconic Awards 2022: Innovative Interior

We are proud to announce our Naso room manager is the winner of the prestigious interior design…

Evoko Insights with Jonas Håkansson, Product Manager

As our Product Manager Jonas Håkansson oversees Evoko’s product portfolio and its…

Evoko Insights with Michael S. Neufer, Global Support Leader

After 10 years at Apple Inc Michael joined Evoko in 2017. As Global Support Leader he works with…

The social distance is getting smaller

Have you wondered what the modern office will be like now that we have a new reality formed by…

The future for corporate real estate

With corporate real estate being the 2nd highest cost behind payroll, and the annualized cost of…

Why your organization needs a room manager

All companies face new challenges every day. There are reports to complete, emails to send, and…

How smart offices save time and money

Digital transformation is now firmly on the agenda of facility managers as we’ve seen…

Reinventing the lobby for the right first impression

Everyone knows that first impressions can be very important, particularly in business….

How to prepare for great meetings

Having a great meeting can never be guaranteed. But what you can do is to prepare for it. Make…

3 aspects to consider when choosing a room booking system for coworking

Offering a digital room booking system for your tenants is certainly a good investment for you…
Solutions
Products
Software

By allowing us to use cookies to gather statistics, you will help us make our website even better meetevoko.com