A lot of business meetings are moving online. Whether it’s a customer service call over a VoIP system or a conference call with another branch, technology is stepping in when face-to-face meetings aren’t possible. Even if you have a small office space, make sure your floor is equipped with a multifunctional conference room that can handle a wide variety of communications.
Why do you need a separate room for conference calls?
Every department can make use of a separate space for loud communication or private calls. Salespeople might need a wider space to demo services. When the executives come into town or far-flung telecommuters need to come into the office, you need a meeting space. Set it up for these three kinds of meetings:
Confidential phone calls.
An open office saves on space and makes communication easier, but some calls can’t be handled in a cubicle. A small conference room provides enough of a closed door for confidential details, contract negotiations, and ongoing compliance issues.
Equip it with a phone line or VoIP connection, an ethernet cable, and a table. If your employees have their own laptops, they don’t need anything else to pull up the information they need a disclose it as needed. The ethernet cables and hard connections are extra protection against wi-fi outages at critical moments.
Sometimes, the whole department has to come together. They can’t hold a meeting in the middle of the cubicles, so make sure there’s room for everyone and their computers. If departments don’t have a place to go, they’re relying on emails, one-on-ones, and cubicle conversations to stay on the same page.
But if you’re short on space, then the room will already be full of people. Use slim technology to power the meetings. This includes tables with inbuilt ethernet cable connections to minimize tripping hazards, whiteboards on the wall, and foldable technology.
Instead of a large monitor that takes up the wall, you might even consider using a projector. Projectors don’t take up fixed space, especially space that can be used for seating around the walls. You can orient them across the large wall for small crowds and the far wall for large crowds.
If you work at one branch out of many, then you are going to be holding a lot of virtual meetings. The best way to ensure communication and participation is with a mix of online and offline attendance. Bring everyone attending the meeting from your location into the conference room so you can see the other parties as a group. If you are using the same projector from your departmental meetings, you can fit a large group even into a small space. Using a fixed point projector also means you can put a camera on the opposite wall for a close approximation of face-to-face communication.
If your office is mostly taken up by the central open office space, then your separated rooms need to be as multifunctional as possible. Look for technology solutions that can apply to as many situations as possible. For example, that projector gives you more wall space than a large monitor. Tables with in-built connections reduce safety concerns. Conference call systems with clear speakers and microphones also let everyone talk with departments in other offices without having to crowd for space or send their questions down the table to the one person with a microphone.
Even if you don’t need to save on space, equipping every huddle room and conference area with cross-functional technology means more work can get done at once. Meetings don’t have to work around other meetings, and there’s always somewhere to take an emergency call. Browse our blog for more ways to make the most of your office space and optimize your technology.