Meeting Room Etiquette: Best Practices for a Professional Workplace

Improve workplace meetings with proper meeting room etiquette. Learn best practices for booking, punctuality, cleanliness, and technology use for productive discussions.

Meeting spaces are a standard feature in workplace designs. They are essential to an agile work environment. Meeting spaces must be adaptable enough to accommodate various staff requirements. Using expansive areas where groups can congregate and generate ideas is an additional option. Meeting room etiquette describes how you conduct yourself with your colleagues and run the meeting rooms in your workplace. In order to complete your work, you must be aware of and respectful of other employees who use the same resources as you. Here is a simple guide on meeting room etiquettes one should follow in a workplace.

1. Book the meeting room in advance

Preparing well in advance is the key to a good meeting. To ensure that your preferred meeting room is available when you need it, You can make a reservation in advance. This easy action avoids last-minute scurrying for a room and shows consideration for other people's time. Keep in mind that prompt cancellations are just as important. As quickly as possible, cancel the conference room reservation if your meeting doesn't work out. Doing so helps save time and energy, making room for those who may require it.

2. Prioritise punctuality in following scheduled timings

One of the most important conference room etiquette is punctuality. Time is wasted and the meeting is disrupted when someone arrives late. In order to set up any necessary supplies or equipment, try to arrive a few minutes early. The timely conclusion of the meeting is equally important. Consider setting up a follow-up appointment if your conversation is taking longer than anticipated. Managing the time guarantees that the room can be used as planned by other people who have reserved it.

3. Keep the noise levels minimal

Meeting rooms are designed for discussions, but loud conversations can disturb others in the workplace. Keep your voice at a moderate level and avoid unnecessary noise. If your meeting involves virtual calls, use headphones to prevent disturbing others. Additionally, avoid side conversations while someone is speaking. Paying attention and maintaining a professional atmosphere contributes to effective meetings.

4. Ensure the space is clean and organised

A crucial conference room etiquette is leaving the space neat and orderly. Throw away any rubbish, clean tables if needed, and put chairs back where they belong. Erase any notes or reset the equipment for the next users. A clean and organised space makes it easier for the next team to start their meeting without any delays.

Also read: Innovative ways to use a meeting room for your business

5. Use technology responsibly

Many meeting rooms are equipped with projectors, screens, and conference call systems. If you need to use any technology during your meeting, test it beforehand to avoid technical difficulties. Arriving a few minutes early allows you to set up everything without delaying the meeting. If you are sharing a screen, close personal or unrelated tabs before connecting your device. This ensures a smooth and professional presentation.

6. Be mindful of food and drinks

Food should not be brought into the conference room, although drinks like tea, coffee, and water are normally acceptable. Having someone eat during an important meeting is sometimes perceived as unfriendly and insensitive by other participants.

7. Limit mobile phone usage

If you need to take a call during a meeting, it is essential to do so in a way that does not disrupt the meeting or disturb others. Instead of answering the phone in the meeting room, you should quietly exit the room to take the call. This shows respect for the people in the meeting, as it prevents any disturbance to their focus or the discussion taking place. By stepping outside, you can handle your call without making others feel uncomfortable or distracted.

Also read: Types of conference rooms

Whether you're leading the meeting or just attending one, following good conference room etiquette helps everyone communicate better. If your business needs well-equipped and flexible meeting spaces, WeWork offers great options. Our fully managed conference rooms, high-tech equipment, and professional environment make meetings more effective and help improve workplace efficiency.

FAQs

1. Why is meeting room etiquette important?

Proper meeting room etiquette ensures that meetings are productive, professional, and respectful of everyone's time and space.

2. What to do if the meeting runs longer than expected?

To prevent annoying other people who have reserved the room, think about postponing or finding another location if your meeting goes longer than expected. One should constantly be considerate of others' time in a professional environment.

3. How to ensure the meeting starts on time?

Make sure to arrive a few minutes early, so you have time to set up, test any equipment, and ensure that all participants are ready before the meeting begins.

4. What to do if the meeting room is disorganised?

You can report the issue to the office manager or clean up if necessary before starting your meeting.