The must-have meeting checklist
Collaboration has always been an essential part of doing our best work—and that will never change.
No matter the method, having adequate space to collaborate and exchange information is a vital part of the creativity and innovation process. But what happens when that process is blocked because you can’t find a space to meet, let alone the best spot for the task at hand?
Employees are attending more meetings than ever before, collectively spending over 400 hours per year in meetings.1 In order to make all these mission-critical conversations happen, employees are also spending considerably more time scheduling and coordinating meeting logistics. More meetings amounts to more time spent in conference rooms. For IT and facilities teams, this increases the strain on and requirements for existing conference rooms as well.
1 Proprietary Envoy data based on a survey of current customers.
2 Based on exclusive data from a survey commissioned by Envoy of 1,000 US office workers by Wakefield Research.
The average employee spends over 400 hours per year in meetings
It may seem like the most basic of workplace tasks, but room booking and meeting management can often cause problems–for everyone. In fact, over a quarter of 1,000 office workers surveyed by Wakefield Research (26%) say booking a conference room is a tedious process.3
Finding a place to meet can be challenging, particularly in hybrid work as folks have different working schedules. Here are some challenging scenarios when booking a meeting room:
- Eureka! You found a room to hold your meeting. But when you arrive, someone else is in your room. 25% of office workers have taken a conference room even when someone else already booked it. Even though the room is technically yours, this creates an awkward and tense situation.
- You see an empty room. However, the calendar says that it’s booked—even though no one is in there. This is also known as a “ghost” room. 34% of office workers say they couldn’t get the room they wanted due to ghost meeting rooms.
- You find a room, but discover that someone else also booked it. More than 44% of employees have had to navigate a double-booked room.4
The above meeting room scenarios are symptoms of an ineffective meeting culture. They create real friction between employees and can be detrimental to peoples’ ability to engage and do their best work. But room booking doesn’t have to be hard.
To help you make the most of every minute you have in your meeting room, we have compiled a checklist of best practices. Organized by what should happen before, during, and after each meeting, here’s your must-have meeting checklist to fix your meeting management woes.
3 Based on exclusive data from a survey commissioned by Envoy of 1,000 US office workers by Wakefield Research.
4 Based on exclusive data from a survey commissioned by Envoy of 1,000 US office workers by Wakefield Research.
The future of meeting management
Meeting rooms are where collaboration happens. With meeting management software, workplace leaders can use real-time data to decide what additional space is needed to meet, if any, and what kind. Are most meetings about having a quiet space to take a call? Perhaps it’s time to invest in some single-person meeting pods. Do people tend to want to sit in different places throughout their day or week? Think about solutions such as a hot-desking for those who need a change of environment.
Mobile room booking from anywhere you are
Everyone has a mobile device within reach at all times, in their hand or pocket. We check them nearly 50 times per day on average, too. Given this, if you’re wandering around the office and run into a colleague and you need to collaborate on-the-fly, mobile room booking lets you book a room using location-detection technology. You can book an available room that’s right nearby—and quickly get back to the reason you needed to meet in the first place.