How to Maximise the Potential of a 2-4 Person Meeting Room
Working with a smaller team can sometimes make it easier to collaborate and work on projects. There's plenty you can do to ensure you make the most of your space. We’ve put together this article to help you maximise your room’s potential.
Plan Ahead to Help Save Time
Plan out a meeting agenda for your session. This will help you organise what you need to work on and when. Without a proper plan, you might run out of time to complete everything you need to. Double check everyone is aware of the agenda and has access to it so they can stay on track. It’s also a good idea to set out objectives before you start anything so participants know what they’re working towards. Assigning people specific roles is something else you can do so everyone knows how they can contribute to the session.
Optimise the Existing Layout for Your Purpose
Remember you don’t have to keep the layout exactly how it is, most coworking spaces have movable furniture. There are many ways you might do this, you just have to find what works best for you. For example, if someone is doing a presentation, you could move the chairs to face the screen. Before you leave the space, put everything back to how it was when you arrived.
It’s generally easier to communicate in a small group compared to a larger one. This means you don’t have to sit too close together when collaborating. Make sure everyone has enough space to feel comfortable and do anything they need to do like take notes. Checking that everyone feels comfortable can also mean thinking about the room’s infrastructure. Do you need to turn the heating on? Can you open a blind to let in more light? If people feel at ease, they’re more likely to feel motivated.
Use the Available Technology or Bring in Your Own
A 2-4 person meeting room size might seem small, but you can include more people through video conferencing if you need to. Hybrid meetings are becoming more popular among businesses. They include people in one location calling a subset of people in other locations. If you are planning to do this, check that your workspace has everything you need for virtual meetings before the day of your session.
Other forms of technology can also encourage collaboration among participants. Messaging applications, digital whiteboards, surveying tools and other collaborative platforms like Google Docs make it easier to work on projects with others. If your space doesn’t have something you need, bring it with you!
Minimise Distractions
There are many ways you can limit distractions in your office space. Here are some to try:
- Close the door to minimise outside noises
- Put a do not disturb sign on the door; this is useful for confidential meetings
- Encourage people to put their phones on silent and keep them away in their bags. If you put any rules in place like this, mention them before the session starts so they’re reinforced
- Allow participants to take breaks. Without doing this, people can become drained and tired, which makes concentrating more difficult. Going outside for a few minutes or grabbing a bite to eat gives attendees time to reenergise
Make the Most of the Space
Don’t forget that your space is flexible and you can use it in a range of different ways. In the morning, you may choose to have a brainstorming session. In the afternoon, you might decide to have a virtual meeting with a client. If there’s something that’s easier to do in the meeting room compared to your office, make the most of it. Some coworking spaces have add ons for an extra cost such as a whiteboard. Check if there’s anything like this as it may help you get more out of your session.
Look for a Perfect 2-4 Person Meeting Room with Spacepool
At Spacepool, we have a wide range of offices to explore. They all have different amenities, layouts and facilities so you can choose a space which works well for you and your team. If you’re looking for anything specific, like a certain location, then you can use our filtering tool to help you with your search. Find a 2-4 person meeting room with us today.