Conference Rooms: How to Approach Team and Be More Effective and Productive

Conference Rooms: How to Approach Team and Be More Effective and Productive

Workplaces impact our quality of work drastically. The people we’re surrounded by and the environment we work in impacts our effectiveness and productivity both. Now that most of us are back to work, our offices have become an important part of our lives again. 

There’s one important room which plays a vital role in every office, it is known as the conference room and a lot of important discussions, virtual meetings and other activities take place here. Surprisingly, our conference room has an effect on our overall productivity as well.

Let’s dive a little deeper into this and understand how teams should be approached better in the conference room and how to be productive and efficient during these sessions. 

How to Approach Your Team Correctly?

In most scenarios, subordinates are often clueless about what their next priority is at work. In order to avoid this from occurring often, one should focus and learn the art of approaching your team correctly. 

Set an Objective

The principle of organizing a meaningful conference is to create a purpose to align and work towards. 

The desired results should be stated clearly before the project is initiated. A successful meeting can be accomplished by having a goal and coming together to communicate relevant information.

Each topic that has to be solved should be given its own time frame. A Quiz session is also necessary to ensure that minds are not distracted and that most misconceptions have been resolved.

Meetings based on a problem-solving narrative should work diligently towards a resolution on which the majority of individuals agree on. Setting objectives beforehand can help you set the right tone to approach your team correctly. 

Encourage Participation

A good and productive meeting should include participation and input from the majority of employees. Anyone in charge of the meeting should encourage others to speak out and contribute.

It's crucial to keep things precise, however, if you want to get 100 percent participation from each participant. Different people should take turns in timed periods so that almost everybody has an opportunity to speak.

Keep the discussion going and ask for as much concentration as possible to avoid the problem of losing out. Picking ideal times when staff are more motivated can also help this situation.

Another strategy to keep everyone involved is to keep the meeting brief. Any time spent in excess of an hour will cause rumblings among the populace. 

Divide the meeting's content into small time chunks. The more you stick to a single topic, the more likely you are to lose followers which results in decreased participation. 

How To Be More Effective and Productive? 

After ensuring that your team is on the right track, one should also focus on ironing out any issues which cause a logistical hindrance. Outdated technology or  unaccommodating space can have a negative impact on the team's effectiveness and productivity. 

Utilize Technology

Users should be able to phone, conference, text, and exchange files from any device using conference room technology. The right conference room equipment, when properly set up, will improve staff and business performance by enhancing collaboration and enhancing automation. 

By ensuring that the technology in your collaboration area is constantly meeting-ready, you can boost your organization's productivity and maximize meeting time as well.

In addition to that, utilizing automation and remote management to eliminate manual procedures and overcome physical access limits when supporting people and devices can boost productivity and manageability.

You'll also be able to see how and when your collaboration tools are used, allowing you to properly support and manage them.

Update the Layout

Since the pandemic, we've been rethinking meeting room infrastructure in a hybrid workplace with the goal of creating layouts that support a certain purpose and have a defined capacity.

Our goal should be to design facilities with high occupancy rates. Furthermore, each conference area is allocated a distinct function. 

Both the purpose and the capacity of a meeting space that allows one-on-one collabs or one that can accommodate huge conferences are determined. Meeting rooms with specific purposes are simple to administer, as you are aware.

Furthermore, the layout should also be integrated well with technological equipment. Designing a space which has designated spots for the right tools along with accommodating virtual and in-person meeting members is important. 


Staying connected to your team and giving them the ideal place to work in can solve many major or minor issues. As the world goes virtual the concept of co-working space has become common as well, if you're interested to check it out, visit Iconic Workspaces.