How do I make better use of my meeting room?

We are living in the Digital Age, where everything happens at lightening speed and we use technology to provide us with the best solutions. The aim is to increase productivity and optimize our time. This has resulted in the growth of well managed meeting rooms that are professionally handled and well equipped to suffice the people’s requirements.

The importance of a meeting room lies in the fact that we need to smoothly run meetings without any interruptions and distractions. It helps you to keep away from the noise and clutter of small cubicles. It is also about creating the first impression on your clients by giving them a sneak peek into your working environment. Thus, a nice and convenient meeting room is the best place to discuss about business.

There are some challenges that employees face while booking meeting rooms and that need to be tackled for their better utilization. Some common problems faced are double bookings that results in wasting important time of different teams.The next one is no show where the booking is made, but no one turns up and this blocks the resource unnecessarily. Communication problem between teams and departments is also a frequent problem while blocking meetings rooms.

You can make better use of your meeting rooms with the following pointers:

  1. Have An Agenda

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Before booking a meeting room, be sure of the agenda of the meeting as well as the people required to attend the meeting.This will help to determine the time required for the meeting and you will fully utilize your time in the meeting room. The members attending the meeting should be given a meeting invite well in advance along with the agenda for the meeting  as this will help everyone to actively participate and contribute during the meeting and fully utilize the time spent inside the meeting room.

  1. Easy to Use Equipment

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Nowadays meeting rooms are equipped with the latest gadgets and try to use technology to the best to achieve maximum results. It is best to ensure that the equipment’s installed in the meeting room are state of the art to give the attendees a nice experience. They should be easy to use and navigate through otherwise a lot of time is wasted in operating and connecting different gadgets. Thus make sure that before starting the meeting the technical team checks the equipment’s. At least one member of the group should understand the functionality of the projectors, screen, video conferencing, etc. so that meeting is conducted in a professional manner.

  1. Internet Connectivity

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Nothing can function well in today’s world without high speed and uninterrupted internet. The meeting room should have a facility of good bandwidth of the internet and should support multiple people connected at the same time. If the meeting room has guest Wi-Fi, please ensure that the password is easily available and connecting it doesn’t require an IT person. The internet speed should be prompt and should be able to play videos, multimedia content, streaming without taking buffering time as this affects the concentration during the meeting.

  1. Time Management

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It is important to schedule your meetings and block the meeting room in advance to avoid conflicting meetings and ensure that no time is wasted. You should plan the duration of your meeting and block the meeting room accordingly. It is important to start on time and value the time blocked as the meeting room could be booked for a subsequent meeting. Also, meeting rooms can be given specific names and can be categorized as per the number of people attending, duration of meetings, nature of meetings, etc. This will help everyone to analyze their respective and book a suitable meeting room.

  1. Meeting Room Aesthetics

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The aesthetics of the meeting room should be thought of in a manner that it looks professional. The meeting room should not look cluttered thus the cords and wires need to be placed appropriately or wireless equipment needs to be installed. The meeting room should have plenty of light and a board to collect thoughts during discussions. Proper ventilation should be present in the room. A minimalist design is best suitable for an apt meeting room as they invite a free flowing thought process during a meeting. Basic necessities like notepads, pens, markers and refreshments like water and coffee so that the continuity of the meeting is not broken.

Why are serviced offices so expensive? Does the extra cost outweigh the benefits?

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The first question that most people often ask me when I explain serviced offices are, ‘Why are serviced offices so expensive?’. Even though serviced offices are growing in number in today’s volatile business environment, myths about these offices are still not completely refuted. The chief myth is the misguided notion that serviced offices are expensive.

What’s a serviced office?

Serviced offices are fully furnished offices. They have all the amenities and infrastructure that you would require for your startup. Also known as executive offices and managed offices, you'll find most serviced offices in prime business districts of metropolitan cities.

Are serviced offices more expensive?

Serviced offices appear expensive when you compare them literally. But that’s like comparing an apple with an apple pie. The apple is going to be cheaper but that’s because it doesn’t have all the ingredients used in the apple pie. The apple pie is complete. It’s ready for you to eat. Plus it’s more tempting.

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At your first glance of the price, you might be tempted to just go with a regular office. But serviced offices don’t just charge for space and the location, the charges include all the amenities and infrastructure. This includes office furniture, maintenance, air conditioning, electricity, water, the internet, cleaning crew, security etc.  So, when you pay for serviced office, you get the entire package. You can shift in the very next day and go to work.

I would go completely against the grain and claim that serviced offices are in fact, more affordable than regular offices. You don’t go about designing your office. You don’t have to buy furniture or other office equipment. They are already there in serviced offices.

Also, when you need additional office equipment for a part-time or a one-time gig, you don’t have to buy the equipment. You can just rent it from your serviced office provider. Return it after you have used and only pay for the one time use.

Are Serviced Offices worth it?

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Decide for yourself, after I lay down the benefits of a serviced office:

  • Low start-up costs: Serviced offices are available for short term lease, even as low as three months. With a serviced office, you don’t have to invest in buying your own furniture, office equipment, and additional employees to complete the office.
  • Prime Location: Most serviced offices are located in the hub of the business district. The prime location gives you maximum
  • No Additional Cost: If you opt for a regular office, you will have to pay your own utility bills, taxes, internet charges etc. All this is inclusive in your serviced office contract.
  • Pay-as-You-Go Feature: When you start a new business, it’s often not possible to set up all everything. All this takes time and money. With a serviced office, you don’t need to hire your own lawyer or tax officer. You can easily pay for their services on an hourly basis when you want them. That’s one practical way of saving up on overhead costs.
  • Instant Availability: Serviced offices are available to move in instantly. When you have all the permits and papers in your hand, waiting for an office is quite frustrating. Getting the location you want may also take time. Meanwhile, you can always shift in a serviced office.

There are no hidden costs in a serviced office, but there are hidden benefits. It’s these benefits that make it worth the extra cost. You may be able to cut your own hair, but you probably go to a stylist for that. There’s no arguing that the stylist will do a better job because she is professional. The stylist charges you more money, but then she gives her experience, time and tools to bring so that you’ll look your absolute best.

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The benefits of a serviced office do outweigh its costs. That’s because when you lease a regular office space, you’ll be spending that extra money turning that space into a proper office. You could always go the smart way and relieve yourself of that stress.

Want to compare the cost of serviced office with a regular office in Dubai? Talk to us. Our people will be happy to give you a detailed, breakdown of the costs involved. Don’t forget to ask them how the costs outweigh the benefits.