Tips for Reducing Your Meeting Costs and Increasing Efficiency
According to a sample of research bureau, Synovate / NSS showed that the costs of meetings in the Netherlands annually about 60 billion euros. Only half of that goes to the meeting itself. The other costs are in travel time (25%) and in the preparations (25%). Preparing a meeting is often inefficient and participants do not know well what the purpose of a meeting is. Or the design and technology counteract the effectiveness. With the following (technical) tips you can meet more efficiently and profitably.
1. Reduce travel time and costs
Do you have multiple locations or do you meet a lot with suppliers or partners in other places? Then it pays to invest in video conferencing. In addition to saving travel to your discussion partner (s), video conferences often run more efficiently and purposefully. To achieve this, however, it is important that the equipment is of good quality without sound and image disturbances. A professional partner can advise you on this. Check here if you want to know more about the benefits of video conferencing?
2. Save preparation time and printing costs
Provide meeting rooms with good facilities to digitally consult all necessary information. This saves you the time to look up and print out information and the printing costs that go with it. Both a good internet connection and good hardware are important for this. Create an agenda in advance and make sure that it can be found quickly and easily on the internal network together with important information. It is even easier to share information from the participants’ tablets and laptops wirelessly with the presentation screen. The popular Huddle Rooms offer these amenities as standard.
3. Inspiring and comfortable design
The design of a meeting room can greatly influence the efficiency and productivity of meetings. Naturally, climate control must be well controllable, nobody can work well in too hot or too cold a room. But lighting is also very important for the concentration of participants. In addition, the shape of the table must be well chosen, so that all participants can see each other well. This is certainly something to think about in video conferencing. With video conferencing, it is also important to keep the background quiet and only provide a company logo and possibly a location.
4. Get the most out of your meeting facilities
To really take advantage of all the benefits of smart technology during meetings, users need to know how to use them. Therefore give all users of your meeting facilities a training and provide a clear instruction. You can let a technically savvy colleague explain in small groups or hire an external AV & ICT trainer. Someone who can show step by step how to connect equipment and what the right settings are. The investment (in time) has earned you back in this way.
5. Name and share the decisions and action points directly
On interactive screens, with certain software, such as Microsoft OneNote, annotations made during meetings (digital) can be shared with all participants at the end of the meeting. In this way, there is much less time – in processing and circulating notes, and the agreements and action points are the same for everyone. Make sure that this software is accessible on multiple platforms and devices.
With the tips above you ensure that the technique works for you instead of against it. And you will notice that the (indirect) costs for meetings within your organization will decrease. You will not only achieve lower costs but also less frustration before, during and after the meeting.
Want to know more about meetings and the right AV & ICT for this? Read our other blogs. Or read how you can improve your work environment with 6 tips.