Frustration and annoyance. Those are the feelings that hit the hardest when you’re standing outside of the conference room you booked, waiting for the previous meeting — which is now running over by 10 minutes — to wrap up so you can get yours started.
It’s the second time this has happened this week. Not only that, but this meeting is time-sensitive, and you don’t have the bandwidth to reschedule it this week without bumping everything else on your packed schedule.
And to think this could have all been avoided if only your organization had implemented the right tools to support making the workplace experience a priority. Luckily for you, there's an easy solution for bad meeting behavior: meeting room booking systems.
For every time you've had to attend a meeting that could've been an email, had to suffer through someone reading directly off their slide deck, or had to wait around for your meeting room because someone else's meeting ran late — this one's for you.
Today, meetings aren't only plagued by classic challenges, like double-booked conference rooms or incorrect calendars. Now that much of the workforce has had to meet remotely in the wake of pandemic-related lockdowns, people have had to deal with new issues ruining their meetings.
In this digital age of work, there's modern challenges to contend with — such as remote attendees forgetting to mute their microphones, too many people speaking at one time, trouble with Wi-Fi connections, and difficulties sharing their screen when it's their turn to present — in addition to the more traditional offenders.
With that in mind, there's plenty of bad meeting behaviors that can — and should — be prevented from occurring during onsite meetings. Here are some common examples of bad meeting behaviors to be on the lookout for.
You hit traffic and are running five minutes behind. We've all been there. But something as simple as running a few minutes late can quickly compound and that's when it becomes particularly problematic.
With every snag you hit, the minutes start adding up. First, it's just the five minutes in traffic but then parking is more difficult because the lot is more full than usual that morning. Now, you're nearly 10 minutes behind schedule. Then, you don't have time to grab your usual coffee on the way to your meeting. At this point, you're under-caffeinated and scrambling to get out your laptop and open all the items you need to present at your meeting. That adds time. And so on, until you're finally getting started — 15 minutes into a 30 minute meeting slot.
If you're running late, it's best to adjust the invitation. If you have a meeting room booking system, it'll take you only a few seconds to click into your room reservation and see if the room is available for additional time. Then it's easy to adjust your meeting and notify the attendees about the slight change in schedule.
That way, nobody is waiting around for your meeting to get started and you won't have to rush through your slide deck to keep things on schedule.
There’s nothing wrong with having preferred meeting room, but if the location, room size, or conference room equipment doesn't align with the meeting needs, there's a problem.
The most common source of this bad meeting behavior is poor utilization, and it can be caused by several factors, including:
You can also partition off other spaces — such as a break room or kitchen area — for additional space to accommodate your smaller, informal meetings.
In one survey, 88% of IT managers said users complain about the equipment in their meeting rooms, so it's important to make sure the technology in each room meets employee expectations.
Another thing to consider is whether or not it's time to update your technology to support an increase in hybrid meetings. If, for instance, only a few of your meeting rooms include high-quality monitors and video conferencing equipment, it's probably time to upgrade your meeting room technology.
With modern meeting room booking systems, such as Teem, employees can search by room resources to find the perfect space for their meetings.
This can be especially difficult to avoid if your meeting includes employees and external guests that are attending from a different office location or may be in another country or timezone entirely. The best way to tackle this bad meeting behavior is to check people's calendars and verify with them ahead of time that the scheduled meeting time doesn't interfere with their ability to grab some lunch or take a much-needed break from work when they have an available time slot.
Obviously, this can be influenced by many factors. The priority of the meeting will determine how flexible you can be with the scheduled time. As a general rule of thumb, though, try to avoid booking a meeting during someone's regular lunch hours. When in doubt, confirm that the proposed time works for everyone.
You can always offer to record the meeting and pass along the recording afterwards.
It's a tale as old as time — or at least as old as meeting room reservation systems. On one hand, technology enabled a better solution for scheduling meetings in the office and helped make the process much more efficient.
On the other hand, it introduced a new problem that hadn't been there before: Ghost and Zombie Meetings®. And yes, they're as bad as they sound.
Ghost and Zombie Meetings® occur when meetings are cancelled but the associated room reservations are left on the schedule, making the room unavailable for others to use. They can occur when someone cancels a recurring meeting at the last minute because they realize they don't have any updates to share this week. Or when all attendees are joining the meeting remotely, so they no longer need the meeting room.
The problem with these meetings is that they waste your available space and stand in the way of a productive and collaborative workplace. Fortunately, with Teem's room scheduling displays have a check-in feature that's designed to help you can banish ghost, zombie, and late-start meetings for good.
What's worse than running out of time during a great meeting? Answer: Having to push your meeting room reservation back due to the previous meeting running late.
Nobody wants to barge in and interrupt someone, but when another meeting runs late it can lead to a lot of frustration. Conference room scheduling displays that show who has reserved the room and for how long can help avoid this bad meeting behavior altogether.
While it's never fun to cut a productive conversation short, if someone else reserved the meeting room after you, be mindful of the time and make sure you keep your meeting on schedule so they can get theirs started on time.
Bad meeting behaviors aren't just a nuisance, they can completely derail an employee's schedule and sometimes even result in more tasks being added to their plate. And each time someone has a negative experience in a meeting, it can have a ripple effect that impacts productivity, performance, and employee engagement.
Here’s how meeting room booking systems can help leaders get rid of bad meeting behavior once and for all.
Rather than using calendar apps that allow rooms to be double-booked, avoid confusion with a modern-day solution. Meeting room booking systems show room availability in real time, and give full visibility into a room's availability, resources, and capacity.
Teem's meeting room booking tool integrates with conference room scheduling displays to make reservations even easier, and more accessible — whether employees book rooms from a meeting room display, an employee app, or from their company calendar system.
If employees frequently complain about not having adequate meeting space, it's time to address the source of the problem. Often, a perceived lack of space indicates that it's time to rethink your office design.
Does your office have the right types of meeting rooms? Can employees see real-time availability from your meeting room booking system? How often do meetings end early or run late?
The best meeting room booking systems will give you the ability to analyze your space utilization data and provide recommendations you can use to maximize your office space. Teem helps you uncover how people are using your workspaces and conference rooms with workplace analytics so you can find solutions for your wasted space and bridge the gaps that exist between your available meeting rooms and the needs of your employees.
With meeting room booking software and workplace analytics, you can easily dive into insights such as:
A meeting room booking system can help you avoid frustrating scheduling conflicts that prevent collaboration. Using Teem's meeting room booking system can help you overcome the most common types of meeting room scheduling conflicts, including:
Don't expect bad meeting behavior to work itself out. Want to really root out bad meeting behavior? Meeting room booking systems can help prevent it from occurring in the first place. And, rather than waiting for it to reoccur once your office reopens, you can start preparing for better meetings now.