The Top Meeting Room Mistakes to Avoid

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Top meeting room mistakes to avoid

The conference or meeting room is one of the most important spaces in any office environment. However, it’s fair to say that the nature of the meeting room has changed in recent years, thanks to transformations in disruptive technology and workplace trends.

A meeting room has the power to influence and empower innovation within an organisation. Whether it’s a one-on-one meeting between a company leader and their client, or a group conversation held between team members collaborating on a project, the right meeting room can make or break the growth of a business. Unfortunately, it’s 2019, and some companies are still making the same 3 meeting room mistakes that continue to stop them from reaching their real potential.

Here are the meeting room mistakes you should leave behind in 2019.

1.    Relying on a Single, Huge Conference Room

One of the biggest mistakes a company can make today is counting on a single conference room to manage all of their communication needs. The truth is that modern meetings can come in many different shapes and sizes, from large meetings capable of supporting hundreds of people at once, to tiny huddle room spaces.

Today’s agile businesses need the freedom to transform any space into a conferencing hub when the need calls for it. For instance, the RingCentral Rooms solution provides an affordable and easy-to-use conferencing solution that eliminates the complexity and cost of sizeable traditional conference rooms. Participants can join from anywhere with a tap on their device, and there are even opportunities to extend your reach further with RingCentral Webinar features. A flexible meeting room replaces the complex boardroom environment with a compact strategy that works for huddle rooms, conference rooms, and more.

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2.    Choosing the Wrong Furniture and Equipment

Creating the ideal conference room is all about knowing what you and your employees need. This means figuring out everything from how the lighting in a room will affect productivity, to what kind of seats you need to keep your employees comfortable.

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Meeting room lighting

Today, the sheer level of equipment and technology available for the meeting room is astounding. However, you need to understand what your staff members are looking for before you invest in anything. For instance, if you merely want to create a cloud-based video conferencing environment, then you’ll need a comfortable space, with high-definition cameras and screens. Software like RingCentral Meetings ensures that you can connect quickly and easily with colleagues anywhere.

Alternatively, if you’re dealing with meeting rooms full of legacy equipment, but you need to upgrade your strategy, then you may need to enhance your purchasing plan with a Room Connector.

3.    Making Conferences Too Complicated

Finally, meetings in the business world have the potential to boost productivity and innovation, but only when the people in the room can make the most of the technology available to them. It’s easy for a conference to be dragged out by the complex configuration of on-premise systems and computers. Today’s agile teams need something faster and more flexible.

Cloud-based systems like RingCentral Rooms make it easy to create an enhanced meeting room with nothing but a Wi-Fi Connection and HDMI plug. Attendees can control endpoints like cameras and speakers from an iPad controller, and everyone can get to work more quickly, eliminating unproductive and lengthy meetings for good.

Is it time to eliminate the meeting room mistakes in your business? Contact RingCentral today.Call 0800 098 8340

Irina Kirnos


    Irina is a Product Marketing Manager at RingCentral in EMEA. With experience in the cloud software and communication industry spanning Silicon Valley, Research Triangle Park and now London, she enjoys working collaboratively with global teams to develop product messaging and positioning, sales enablement and competitive differentiation. Irina grew up in San Francisco, California and is a graduate of the University of North Carolina at Chapel Hill.

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