Meetings nowadays can take place anywhere and at any time, thanks in part to improved connectivity and progressive technology, amongst others. While video-conferencing is not new, there are many types of technology that can help improve the experience as a whole. There is now more interactivity during meetings and even ways of viewing potential meeting spaces in 3D, online. If you are a meetings organiser or you maintain venues, here are a few things you may want to consider in order to not only bring the meetings experience up-to-date, but also take it steps ahead.

Have a 3D virtual tour of your meeting space

3D tours are a essentially a virtual walkthrough of your spaces that can be viewed online. Think of it as similar to Google Street Views, but in much better detail (depending on your provider), and usually with more of a realistic walkthrough, rather than huge leaps taken. By having a 3D tour of your meeting spaces, not only will you be able to reach more prospective clients, but you will also be able to show them, in much more detail than simple photos could, the complete space, without them having to be physically there. Clients will be able to have a better understanding of the available rooms, without having to visit – a big time and money saver.

Upgrade the technology in the meeting room

Nowadays, it goes almost without saying that the least people expect from purpose-built meeting rooms is high-speed internet. This is needed for smooth conference calling and for presentations, so if your space lacks this, it’s definitely time to consider an upgrade. Going hand-in-hand with these are high-definition screens or projectors to complement them.

If you really want to push the boat out and impress the clients, install a room scheduler as this makes the whole process of booking rooms much smoother and easier. No longer do you need to contact a receptionist or secretary to book a room, but you will now be able view room availabilities from an app on your phone and book them. This hardware and software on the whole is not expensive, especially considering the time and cost benefit of implementing such a system.

Keep it all digital

The importance of face-to-face meetings nowadays has diminished. While there are obviously some important aspects that need to be considered when organising meetings – such as if confidentiality is an issue and as such needs to be discussed in person – then the majority of the time meetings can more than certainly be conducted via video or voice call. Not only can this save time and money through less travel, but time-wise it can be more flexible for all parties, and be more inclusive especially for those who are in different areas. Having meetings conducted digitally, allows them to be recorded easily, reducing errors or miscommunication at any point. Minutes can still be recorded, but they will almost certainly be more accurate.

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