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Conference Room Setup Checklist: Making Sure You’re Ready Before Every Meeting

Although many companies are now opening back up and going back to their offices, there are many adjustments to be made, especially in meetings. Now, more and more companies make use of conference calls to connect and meet with each other. This means that meetings are no longer confined to traditional conference rooms only; the new normal has dictated a mix of remote and in-person conventions for safety.

Here are a number of items that should be in your conference room setup checklist so you can effectively adapt to demands of the new normal:

✔ Internet connection

Make sure your connection is stable and strong enough to support your meeting. Connect or adjust the correct cables, and if you have more than one internet connection in your office, it’s best to connect the strongest one there is.

✔ Camera and audio equipment

Next, you need to make sure that your camera, microphone, and audio are functioning and properly placed. Check if the camera’s angle captures everyone in the room, try if your speaker works just fine, and if your microphone needs to be adjusted so it can capture your meeting perfectly. If you’ll be using a projector or any other visual equipment for the meeting, it’s best to make sure they’re also good to go.  

✔ Cables and chords

As you prepare your audio and video equipment and other devices for the meeting, you also need the right cables and chords for these tools. Make sure you have the right ones and test their functionality, so the meeting will start and go smoothly all throughout. It would also help to strategically set up the cables and wiring so that they are not in the way and that the optimal distance of connections are maximized. You can also choose to store backup cables and chords just in case of technical difficulties during the meeting. 

✔ Video conferencing service

At times like this, you will find yourself relying on conferencing services for your meetings, specifically video conferencing services. Video can improve communication in conference calls, allowing your team to perform better in the meeting and work better after it. For this, you need a video conferencing service that allows you to connect with those who are working remotely. Familiarize yourself, as well as your team, with the platform and the features including scheduling and launching conferences, requesting transcripts, displaying photos, multimedia files, or more. 

✔ Stationery materials

You also need to add stationery materials in your conference room such as pens, markers, folders, manila papers, and more. It’s best to be prepared when it comes to stationery so ideas can be shown visually if needed, participants can take notes any time, and anyone can take the meeting minutes. 

✔ Sanitizing stations

As we adjust to this new kind of normal in the workplace, you need to make sure that your conference room is perfectly safe. Sanitizing stations should be placed around the room for the benefit of everybody participating in the meeting. Provide your team with access to sanitizing equipment while the meeting is in session. You can include alcohol, sanitizing gels, wet wipes, tissues, and more. You can also evaluate if your organization thinks it is necessary to put plexiglass in place. 

✔  Socially distanced layout

Another thing you need to check before every meeting is the layout of your conference room. Are there too many chairs in the room? Are they squeezed into each other? Is the table too big to have enough space between the people? Rearrange the whole room and make sure you can still implement and abide by the necessary social distancing rules while your meeting is in place.

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