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May 07, 2019

Preparing the Meeting Room for a Successful and Fruitful Discussion

One of the factors affecting the success of a meeting with your employees or potential investors is the meeting room. You need to prepare it well so that it is conducive to a meaningful discussion. Since you still have enough time to set it up, these are some of the things you need to prepare.

Change the seating arrangement based on the purpose

You meet people for various reasons. You might want to do a presentation of your ideas, and you want the rest of the people to listen. You can set it up like a regular classroom so that you will be in the centre while everyone will look at you. Another purpose is to have a discussion where you give everyone the chance to speak. A round table setup would be more suitable for this goal. You need to change the seating layout to ensure that the meeting becomes appropriate to achieve the goal.

Prepare the snacks

One of the ways to make the meeting relaxing is to prepare meals and drinks. You want people to feel refreshed when they are throwing out their ideas. A primary factor for people feeling disgruntled during a meeting is when it goes on for far too long, and they have empty stomachs. You can solve this problem with the help of refreshments.

Set up the equipment

When doing a presentation, you want the room to have everything that you need. Check the projector is working along with the sound system. You need to look at your slides one more time to ensure they are free from errors. Copy the files to the computer that you are going to use for the presentation. You can also invest in an AV display stand so that you can present your ideas in a manner that everyone will understand. They will also keep their attention on you.

Remove unnecessary items

When there is no meeting, you might want to use the meeting room as a storage area. It is okay to do so as long as you clean the place up in time for a meeting. Make sure that you remove unnecessary items that could distract the attendees. You want the space to be clear from any eyesores. You might also ask your office helpers to clean the place and make it sparkle. Again, the mood of the attendees could affect the success of the meeting. You want to make them feel great about being there the moment they step in.

Arrive early

Even if you already prepared the place well before the meeting, there is still a chance of a glitch. Make sure that you arrive early on the day of the presentation so you will still have enough time to fix any problems. You can also suspend the discussion until another day if you are unable to fix the problem in time.

You want everyone to feel accomplished once they head out of the meeting room and the setup of the place could be useful for achieving this.

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