With time spent in meetings increasing by 10% each year, it's becoming harder and harder to find a place to hold a meeting. Since more work occurs outside the office, the hunt for meeting space extends into our homes and around our cities.
We can't just cancel these important get-togethers, especially because meetings cost time and money. With your long to-do list, finding a place to meet should be the last thing you have to worry about.
Here are some helpful tips to lock down that spot for your next meeting whether you're at home, the office, or out on the town.
In your office, the conference room is often the only place that's constantly occupied. If your office doesn't have a standard room booking software, there are a few systems to choose from. Options can range from a Google Calendar for each room to be booked in, to a higher-end system like Robin that displays analytics from booked rooms.
These tools allow you to see which rooms are occupied and when they're booked. Once systems like these are in place, you'll cut down on wasted meeting rooms and crowded times.
Keep in mind, there might be a few time slots where the room is unoccupied. The hour between 12:00 and 1:00 PM can be pretty slow with people taking lunch, so now's your chance to grab a room! If you don't mind splitting up your regular lunch interval, you'll be well on your way to holding down every room you need.
If you're short on meeting spaces, you can even convert some unused office space to a meeting room. Have a corner of your office that's well-lit, quiet and hardly gets used? Throw some chairs, a desk, and some cool funky backgrounds for an open concept huddle space!
When you have to work from home, things are a bit different from the office. You probably won't be fighting with others over space in your living room like you would in the office, but finding the right location to hold a meeting can still be a challenge.
The spaces that work best for virtual meetings have consistent WiFi connections, good natural lighting, and are relatively quiet. Without these, you'll lose out on serious productivity, and conduct poor quality video conferences with the rest of your team. If you're committed to creating a designated place in your home for your own virtual meeting space, try setting up your own home office!
Another option for the employee on-the-go is, work with me here, hotel lobbies. Yes, as crazy as that sounds, hotel lobbies are the new hot spot to have a meeting or get your own work done. I'm not the only one saying this either! Many have adopted the coworking trend and designed cool, hip lobbies that resemble a coffee shop or WeWork setting. With solid WiFi, comfy chairs, and high-quality coffee, you'll be able to pop on a pair of headphones and start your work immediately while experiencing your luxury surroundings. Hotels in New York, Boston, Chicago, and Los Angeles have all hopped on board of this trend and now provide some pretty funky spaces to work without sacrificing the productivity of working from an office.
Another meeting space option is someplace you probably haven't been in a long time: the public library. Although you might have to dig up your library card, everything you'll need to conduct a virtual or in-person meeting can happen there. From free WiFi, tables, outlets, rooms for phone calls, (and most importantly, AC), you'll be able to get your work done in a familiar setting.
Coffee shops are a tried and true option for meeting others and getting some work done. If your meeting is relatively simple in nature and doesn't require a whiteboard or other tools, a quick coffee shop session should be enough to effectively move your project along. To get the most out of your coffee shop work outings, follow our handy guide here!
If you find yourself on the go, or always working outside the office, there are multiple options throughout your city to hold meetings. Luckily, there are rental options, like coworking spaces,, bookable tables, and rooms in offices that rent out space to individual workers.
Many of these options have full meeting room setups that can be rented, allowing you to set a location and have your team all meet up virtually or in-person. Here are a couple of rental meeting space options for you to decide between.
Regus is a room rental company that offers IT-enabled office space. If you or your company are looking for fully furnished meeting rooms, office space, or coworking space on short notice, then Regus is your best bet. You'll save on the hassle of starting from scratch in setting up an office or meeting space.
LiquidSpace acts as an intermediary and connects those looking for space with real estate and venue owners looking to rent out unused options. Filter for amenities you need ranging from restaurants and cafes on-site, to projectors, whiteboards, and reception desks. If you're either looking to rent extra space when you need it or want to make a few bucks by listing your space, LiquidSpace is the site for you.
Looking for a distraction-free space? Breather offers private spaces that are managed and designed by a team from Breather. So, you get a beautiful, simple, and efficient setup with the technology, amenities, and hands-on help you need. If you're looking for a simple, interruption-free space that you can rent on an hourly, daily, or monthly basis, this is the tool for you.
If you don't need a whole office, but still want somewhere to hold meetings, Davinci offers hourly and daily meeting room rentals. They specifically rent out meeting and conference rooms to teams on the go, so you don't have to pay for more than you need. All rooms come equipped with video conferencing tech and presentation tools to nail every aspect of your meeting.
Sometimes, you need more than just an office or meeting room to book. Whether you're hosting a workshop, running a photoshoot, or having a team event, Peerspace allows you to book unique spaces for needs that are outside of the traditional office format. They'll connect you to owners of these spaces, allowing you to book quickly and easily meet your location needs.
If you're in Europe, finding a space to meet can be challenging. However, Spacebase has over 4,000 unique spaces worldwide, including many European cities. You'll be booking space from Amsterdam to Zurich in no time. All these spaces come with WiFi, HDTVs, coffee, and other meeting essentials.
These services make it easy to search and book meetings from almost anywhere! With these options in hand, you have the opportunity to do some truly great things with your meeting!
Ready to run a fantastic meeting? Here's everything you need to know about leading, running, and participating in meetings.