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Making Meetings and Conference Rooms Work

Turning your conference rooms into a reliable source of places to meet and collaborate takes more than just a sign hung next to the door, more than just a word-of-mouth policy, and a great deal of planning and effort. The best meeting room practices from the Fortune 500, a bunch of practical tips from smaller offices, and more than a few “gotchas” and pitfalls have been collected and produced into a short series of webinars and downloadable guides.

AgilQuest’s Meetings and Conference Room Management Series gives office managers, facilities managers, and workplace strategists a solid foundation of ideas, well-proven practices, and tools for changing the way your workforce finds and uses these critical collaboration spaces. These two, to-the-point webinars prepare you with the best ways to setup a meeting room program and policy as well as virtually everything you need to know to operate one or more conference rooms day to day and keep them supporting the needs of your employees

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Part 1 - Setting Up Your Meetings and Conference Rooms – Tips and Best Practices

Helping your employees and fellow workers get the most from their meetings is just as important as setting up the conference rooms right. When you get the environment right for collaboration and establish the best practices and policies for conducting meetings, you can make a real difference in how effective meetings are and how much your organization gets out of the conference rooms you already have. Beyond that, training your staff how to get the most from meetings and how to reserve and share collaboration spaces can save money, time and help avoid the need for even more meeting rooms.

In this first webinar in the series, we will focus on setting up the meeting rooms and establishing the best collaboration policies and training so your workplace environment provides the best support for meeting and collaborating while your people know how to efficiently and effective use the rooms and spaces you have set up.

  • Meeting Policies and Guidelines
  • Best Practices for Meeting Rooms and Conference Room Management
  • Practical Rules and Enforcing Them
  • Amenities, Services, Equipment and Checklists
  • In-house resources versus external space
  • What NOT To Do and Common Meeting Room Pitfalls
  • Options for Online and Manual Meeting Room Reservations

During the second webinar the focus shifts to how to best operate a meeting room program to handle the daily tasks, deal with the issues that commonly arise, and how to dig into and quickly resolve the most-common complaints such as “I can’t find a place to meet; all the conference rooms are already booked!”

Part 2 - Managing Your Meetings and Conference Rooms – Daily Operation Tips and Techniques

Once you have created a meeting-friendly workplace and guided your people to how to best use those conference rooms and conduct meetings, the next step is to operate those collaboration resources and manage your improved conference room program. Fostering the best collaboration and creating the best environment for engagement requires daily attention to the resources, the schedule and the needs of those meetings and the people they support.

This second webinar in the series covers the best practices for operating a meeting room program within a business or agency. We will discuss daily tasks, show examples of common issues and how to address them, and examine the way for getting underneath the most-common complaints and resolving them quickly.

  • Preparing for the next day
  • Daily tasks
  • Staffing: Full time person, part time tasks, or as-needed duties
  • Dealing with common complaints and issues (E.g. Can't find a meeting room)
  • Uncovering misuse and handling the four personality types
  • Monitoring utilization and popularity, driving to maximum use and effectiveness
  • What to do when you really run out of space
  • Pitfalls to avoid and Checklists to follow

Don’t forget: In the first webinar in the series, we covered setting up the meeting rooms and the meeting policies, communicating and training the staff, and establishing the best environment for meeting efficiently and using the spaces you have set up efficiently.

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