A Conference Room Checklist to Keep Meetings On Track

Introduction

Meetings are a necessary part of business. According to Doodle's 2019 State of meetings report , the cost of poorly organized meetings in 2019 will reach $399 billion in the U.S. and $58 billion in the UK alone. As a result, people don't have enough time to finish their work. In the modern workforce, with companies now supporting remote employees along with essential in-office staff, conference room equipment here needs to be reliable and secure in order to keep your company running smoothly."

If you've ever found yourself wondering how to get your meeting off on the right foot (or chair), here are some tips for organizing your space:

Doing these things will make sure everyone knows where they're going when they walk into that room—which is always good for morale! You'll also ensure that no one gets frustrated or distracted when searching for something during their presentation because we all know how important those little details can be.

● Audio visual equipment

● Projector (with power and extension cords)

● Overhead projector (with power/extension cords)

● Laptop/desktop computer with wireless internet connection and all necessary software installed, including Microsoft PowerPoint or Keynote.

In order to run a productive meeting, you'll need the right equipment. This includes:

● A projector or large monitor. It's unlikely that your conference room will come equipped with projectors and screens for every one of its tables, so check in advance what your options are; if there is a screen available but no projector, you may need to bring your own if it's not included in the rental fee.

● A phone line for conferencing calls from elsewhere (if this isn't already provided). Even if everyone is going to be physically present at the meeting, remember that people often dial in from home or other remote locations. You won't want them talking over each other!

● Sticky notes or index cards and pens/pencils (or even colored markers)

You'll need a power strip to plug in all the devices, and we recommend one with surge protection. The more outlets, the better—ideally, you should be able to charge at least three items (your laptop, phone and tablet) at once. And for maximum efficiency, look for one with an on/off switch so that you don't have to unplug everything before leaving a meeting room.

The flip chart is a great tool for keeping meetings on track. Use it to write down the agenda, action items and next steps. If you have any other notes that need to be shared during the meeting, write them down on the flip chart as well.

● Podiums: If you have a speaker at your meeting, a podium is helpful in keeping him or her organized. It allows them to display notes and other materials that may help them stay on track throughout their presentation. The podium from IQBoard can also be used to display slides (if you use PowerPoint), which helps keep eye contact with the audience.

● Digital clock: This is a simple way of keeping time during presentations and discussions. You can set an alarm for when it's time for your next break, or if you need to wrap up early due to an unforeseen event (such as an emergency).

A microphone is a must-have in any meeting room. You'll need one if you're giving a presentation, and it's also helpful to have one if you're recording the meeting for later reference.

Microphones are available as wired or wireless options, so choose whichever works best for your setup:

● Wired microphones are connected directly to the audio system through a cable that plugs into an input jack on your mixing board or sound system's mixing console (a mixing board is an electronic device that combines inputs from multiple sources). These cables can be plugged into either XLR connectors or 1/4" phone jacks depending on which type of connection your system has available. You may want to consider using a mic stand instead of placing the microphone on top of a table so that it’s easier for participants in your meeting room to hear what’s being said without having their heads pressed up against speakers.

● Speakers are important for presentations, music, and video.

● Speakers can be used to communicate with people in different locations.

● Speakers are a great way to provide video conferencing capabilities.

You can start a meeting without much preparation, but you should walk into the room and check it before your attendees arrive. Make sure there are enough chairs for everyone, that the projector is working and that there is an extension cord so that people don’t have to sit too far away from it, and that the internet connection will support everyone in the room.

You also need to check your equipment before your meeting starts. Make sure you have everything needed by each person who needs technology at their disposal during this meeting: laptop, cell phone charger (if they want to use their phone as a recording device), digital voice recorder or pencil/paper if they prefer taking notes by hand rather than using technology—the list goes on! It would also help if someone was designated “tech guru” so he or she could ensure all of these devices were charged properly before anyone walked into the boardroom.

After checking with all attendees about any food allergies or dietary restrictions—this could include things like gluten-free foods—you should confirm whether anyone has special seating needs such as wheelchairs or scooters; for safety reasons we recommend not having more than two wheelchairs/scooters per table at most meetings due to space constraints within conference rooms (unless otherwise approved). Finally make sure everyone has access via email prior getting started so they know what's going on during this particular session.

If you choose to use all different types of telecommunication equipment and room displays, you're setting your company up for a lot of confusion. With a single standard across every conference room, employees won't need to waste time figuring out how to access audio and video conferencing. Room wiring needs can be easily identified, making it easy to upgrade your conference rooms as needed.

With these tips, you can make sure that your meetings run smoothly. First, start with a checklist so you don’t forget anything. Then, make sure that all of your equipment is functional and ready to go before the meeting begins. You may even want to test out each piece beforehand so you won’t have any issues during the meeting itself. There is another good choice. IQTouch Interactive Flat Panel is an all-in-one device that integrates digital podium, conference camera, microphone array and speakers. You can easily start a video conference with it. IQTouch also give you the option to operate on both Android system and Windows system, which you can use it as the computer. Finally, be sure to get everything set up in advance so that everyone can focus on what matters most – listening!