For more than a year, many companies have implemented new means of communication, such as video conferencing due to the pandemic. Companies are gradually beginning to ask their employees to return to the office now that a large portion of the Quebec population has been fully vaccinated. Meetings are increasingly being held in person, in strict accordance with health regulations.
WHY IN-PERSON MEETINGS?
Face-to-face meetings have several non-negligible advantages over remote communication methods. Now that most organizational activities are done remotely, the occasional meeting is an opportunity to strengthen bonds between employees, clients, and providers. A lovely and comfortable setting will leave your guests with a favourable impression of your company.
Renting a meeting room on an as-needed basis allows you to save money on a continuous workspace and upkeep. This type of service is included in the services of business centres like Nuage B.
Offering a meeting outside the usual framework of the company’s premises also allows for the disruption of a routine and, as a result, the establishment of a new dynamic. A single environment can be a significant impediment to new ideas.
WHAT SHOULD I LOOK FOR IN A MEETING ROOM?
Face-to-face meetings have proven to be more effective than remote meetings. The following criteria can be used to select the best meeting room:
- In terms of location, choose a strategic location (e.g., easy access by public transport and other amenities);
- A room with the equipment you need (air conditioning/heating, video projectors, etc.) ;
- Additional services, such as a reception, rest area, etc.
Moreover, during a pandemic, we must take extra precautions to ensure everyone’s safety. Among the fundamental safety rules, you may need to check the following:
- ventilation of the meeting room;
- the availability of hydro-alcoholic gel and masks;
- respect for social distancing rules;
- a limited number of participants;
- shorter meeting times.
ARRANGEMENT OF THE MEETING ROOM DURING THE PANDEMIC
Make a seating plan for your meeting in advance. Indicate the name of the participant on each seat. Make sure there is at least one seat (or more) between two participants sitting at the same table.
All equipment and furniture in the room should be disinfected before the meeting begins.
Take the time at the start of the meeting to remind everyone of the various rules for protecting one another.
You now have all of the necessary tools to organize a meeting that considers the unique circumstances of this health crisis. Remember that there is no such thing as too many precautions, even if some of them are time-consuming or restrictive. Only in this manner can companies organize face-to-face meetings without putting participants at risk.
To avoid all the hassles, you may want to consider renting a meeting room at a service centre like Nuage B. In fact, there are many advantages to holding a meeting off-site. Our rooms are fully equipped, with everything you need to meet your needs in accordance with the latest Health Canada sanitary requirements. Contact Nuage B today to learn more about our meeting rooms.
