Follow These 7 Mantras For Meeting Room Etiquettes

Business How To’s

20 June 2018

Follow These 7 Mantras For Meeting Room Etiquettes

  • Posted by Awfis Editorial

A lot has been written about business meeting dos and don’ts. All of us who work in the corporate world understand the importance of putting our phones away, and on the silent mode, before stepping into a meeting room. Everyone instinctively knows that it is bad manners to interrupt someone while they speak, and of course, nothing really needs to be said about the value of punctuality.

Meeting rooms work as collaboration hubs for co-workers. And as with any shared space, there are some dos and don’ts that need to be adhered to. These are unspoken rules, but keeping them in mind can make a tremendous impact on the functioning of a company. It also ensures that shared spaces are used efficiently, and are used by all.

Here are a few mantras to meeting room etiquettes:

#1 Check before you slip into a meeting room

Sometimes all you need are a few minutes for a quick team discussion. You might think it’s alright to call a meeting and step into a room that is unoccupied.

However, what if someone else has a booking and is surprised to find you there already, when you have, in fact, not even reserved that space? It can be a bit awkward for both sides, with you asking for ‘just a few minutes’ while the other group just around doing nothing. Or you have to break up your meeting and go look for some other place to complete the discussion. Either way, the flow and momentum are lost.

Take a few minutes to check if the room you wish to occupy is booked, and if it not, then book it, even if it is for 10 minutes. This is respectful of everyone’s time, including yours.

Some offices also have small collaborative spaces within their premises which need not be booked. These can be a few chairs or bean bags, or even standing meeting areas. These can be utilized for quick discussions on the fly.

#2 Make sure there is no double booking

No one does this deliberately, of course.

In your bid to get a room at the earliest, what you might have done is booked all rooms to see which one gets free faster. And the moment one is, you get your meeting started. The only problem is that you forgot to unbook the others. Which means, they are now booked against your name and no one is using them, while others are scrambling to find a space for their discussions.

The best way to avoid this is to do a quick check before starting your meeting to ensure you cancel any double booking.

#3 Be quick to book (and cancel) rooms

In most offices meeting rooms are in great demand. As soon as you realize that you might need to call for a meeting, book a room. The longer you delay, the tougher it might get to find a slot that suits your needs. And believe us, it is embarrassing to ask co-workers to accommodate you just because you have not been proactive. Imagine if your client is standing with you while you go door to door, looking for a free meeting room. Not a pleasant image, right?

On the flipside, if your meeting gets cancelled, unbook the room right away. This opens it up to other people who might be looking to reserve a room.

#4 Don’t linger

Anticipate how long you will need the room for and book it accordingly. However, as is wont to happen, some discussions can go on for longer. Whether you have covered all the points that were to be discussed or not, leave the room once your allotted time slot is over. You are simply using up someone else’s booking and taking up their meeting time.

#5 Leave behind a clean meeting room

When you leave the meeting room, leave it neat and tidy.

If you came in with a coffee cup, take that with you when you leave or throw it in the bin. If printouts were being passed around the table, take them all with you. If it was a lunch meeting, make sure all traces of food are removed.

Clean the whiteboard, remove all post-its, close all computer applications, put the chairs back neatly, and lastly switch off the lights and air-conditioning.

In a nutshell, leave the room the way you found it, or better.

#6 Close that door

A discussion between a few people need not involve the entire office, right? And the best way to keep it that way is to shut the door while the meeting is in session. Similarly, if you need to enter a meeting room, knock on the door before walking in. This is irrespective of whether you are meant to be a part of the meeting or whether you just wish to have a quick word with someone present in the room. A closed door means you need to ask for permission before you enter.

#7 Be willing to adjust

If your meeting consists of just 2-3 people, and you are in a room meant for a larger group, be willing to change rooms if required. Sometimes other emergencies may crop up and a coworker might ask you to shift or use your room in the middle of your meeting. Be understanding and help your colleagues whenever possible. Someday you might need a room in an emergency, right?

None of these tips are tough to follow. In fact, if all of us climbed aboard the same wagon, everyone will get an equal opportunity to use shared spaces efficiently. Do you have any meeting room etiquettes that you would like to tell us about? Write to us in the comments below.

Marketing During a Pandemic: Dos and Don'ts

Business How To’s

05 June 2020

Marketing During a Pandemic: Dos and Don'ts

  • Posted by Awfis Editorial

The Coronavirus pandemic has affected business in ways beyond imagination. Market experts have estimated that COVID-19 will cost the global economy a whopping $2.7 trillion. This has not only scared businesses and marketers out of their wits but makes them ask – what to do next?

Unless you are in the business of essential products and necessity items, you need to change the way you have been marketing your brand.

Here’s a set of marketing guidelines for those trying to stay afloat in the present economic landscape.

Be agile.

Businesses that can adjust and adapt to the restrictive environment will be the ones to stay ahead of the others who fail to change their strategies. Just because you cannot serve your customers in person, doesn’t necessarily mean you stop serving them altogether. Include free services or change how you deliver. Abide by the hygiene practices issued by health authorities. If you are an offline business, now is the time to switch to online and be available 24/7.

Focus on paid ads.

With customers increasingly turning to online modes of information and entertainment, this is the right time to jump into PPC advertising and other paid digital campaigns to capture traffic and conversions. Cost Per Click rates are down, and this leaves room for marketers to make the most of the opportunity. Exploit the reduced competition and scoop up the market share, while others are pulling themselves out.

Offer flexibility of payment and services.

If you are in the retail business, (not necessarily in essential goods) and have managed to retain/acquire customers, offer the flexibility of payments to make it convenient for them in this tough economy. This helps you retain loyalty as well as ensures a consistent flow of customers by easing their payment plans. If you are in tech-based or SaaS services, offer more informative and educational training to your customers. With people losing jobs and looking for newer opportunities, such offers make for a good gesture and help them stay connected to your business.

Expand your social outreach

This is the perfect time to stay connected with your customers through social media and digital channels for information and support. Harness the power of interactive content, instant updates, and entertaining resources to interact with your customers/clients. This will make them feel included in your business even when you are not working in full capacity and would go a long way is your brand awareness and outreach.

Along with the above, remember:

Do not panic and make a hasty marketing strategy if there is a sudden shift in the market. Always use the available data and analyze your next move.

Do not game the market. Stock buying from wholesalers and reselling them at a hiked price might work in the short run but won’t be sustainable or become a legit business strategy.

Do not go silent on your customers. Always stay connected and let them know that you are present and striving to be in the business.

As COVID-19 continues to turn the world economy topsy turvy, businesses must make the most of every possible resource and avenues to make themselves heard and seen.

5 Myths about Coworking Spaces Debunked

Business How To’s

04 February 2020

5 Myths about Coworking Spaces Debunked

  • Posted by Awfis Editorial

In a world where startups are booming, and more people than ever are venturing into entrepreneurship, a coworking space becomes a blessing! This has given rise to multiple shared working spaces in India.  Typically, coworking offices offer business-standard infrastructure, including cubicles and meeting rooms along with top-notch amenities for people who are early-stage-entrepreneurs – individuals or groups. They provide the perfect environment to grow creatively and financially as well as provide extensive networking opportunities.

However, as with anything new, multiple myths surround these shared spaces. These myths often don’t hold ground and need to be cleared for it not to become a hindrance in your way.

The top five myths around coworking include:

Myth One: Coworking offices are expensive.

 

A coworking space is never going to cost more than renting or buying an exclusive property. Usually, the charges are per seat or combined for a large team. Further, coworking offices often have great deals and discounts depending on your requirements.

When someone tries to build their own office space, the infrastructure is not the only cost at hand. One has to take care of electricity, appliances, hospitality support, etc. Whereas, all these things are together taken care of by the coworking provider. Hence, whenever you want to compare the costs, do take into account the miscellaneous expenses which are already included in the coworking space price.

Myth Two: Business privacy goes for a toss in a coworking space.

 

It is natural to think so, because unlike private self-owned offices, here you will be sharing the space with others as well. But it all depends on how you can utilize the space and make the most of the services provided by the provider. For confidential discussions, it is ideal to take a meeting room where the conversations remain private within the coworking spaces. So, it is all about where you are having those discussions; if you are careful, all information stays safe and private.

Myth Three: Working in a coworking office is the same as working from home or a coffee house.

 

Coworking spaces provide amenities and infrastructures that become a perfect fit for business and creativity. At home or a coffee shop, you might find the ideal corner, but will always miss out on the professional office vibes of a shared working space. The infrastructure itself differentiates it from an average coffee shop. Also, things like stationary, excellent wifi, hospitality support and tech assistance are things that coworking offices can offer.

Moreover, the most significant advantage of choosing a coworking space over cafes or home is that there will be less distraction. Also, not to forget, when one walks into a coworking, they walk into a pool of network where ideas can really grow. Often there are networking events and unwind sessions organized by the coworking centres that help businesses get inspired.

Myth Four: Coworking offices are too noisy!

 

You might assume that because it is a shared office space, the environment will be noisy, disturbing and unproductive. But the reality is, the atmosphere is extraordinarily conducive and calming. Nobody likes a place with constant chattering, so everyone makes conscious effort to make sure that their discussions are as silent as possible. Additionally, almost every coworking office will have open areas where people usually step out to have conversations, therefore, making the actual working area peaceful.

Myth Five: It is only for freelancers and extremely small groups.

 

It is a common misconception that coworking spaces are the go-to choice for only small-scale businesses. Step into any coworking space, and you would be surprised to see even mid-scale or big scale groups there. You can book as many seats as you want, which quashes the myth about limited space and seating in a coworking is absolutely false. It is all about making that inquiry call and opening the gateway to better opportunities and spaces.

With these myths debunked, one can be assured that there is no reason to be hesitant about opting for a shared office space.

Awfis offers excellently designed and competitively priced coworking offices across various locations in India. Walk into any one of our centres to witness practically designed spaces, calming décor, productive work areas and extensive networking opportunities. Visit an Awfis space today!

Marketing 101: How to Organically Build a Brand in a New High-Growth Category

Business How To’s

20 January 2020

Marketing 101: How to Organically Build a Brand in a New High-Growth Category

  • Posted by Awfis Editorial

Embarking on the journey of building a brand – especially one that belongs to a relatively new category – is no child’s play. It entails bridging the existing gaps in the sector while staying true to the brand vision. The competition may be significantly low, but so is the general awareness around the category. And this is where the challenge lies.

With renewed focus on flexibility, mobility & suiting the work preferences of the millennial workforce, most companies are adapting Coworking spaces. As per a Colliers International Report 2019l, the big jump in expansion has been in the last five years, between 2014 and end of 2018, where the number of flexible workspace sites expanded by +205% while the number of operators expanded by +138%The growth potential of the category is undoubtedly enormous, but how does one build the brand is a question that hovers around.

Here are the 5 steps of organically building a brand in a high-growth and new category.

Positively impact the stakeholders

Coworking spaces naturally have multiple stakeholders – landlords, brokers, tenants& own employees. Starting with the direct stakeholders is the most reasonable way of going forward as it gives one the leverage of word of mouth. It is a synergistic partnership where each stakeholder has a crucial role to play and reap benefits in return. For example, the landlord will only gain if more people opt for the coworking space. Again, the greater the number of tenants, the more popular the coworking space is likely to become. This in turn adds value to the tenant’s office location while also providing greater networking opportunities. It’s imperative that each employee/staff of the coworking space becomes a brand custodian & delivers as per the brand promise to the stakeholders at every step of the way.

Identify the high-impact touchpoints

Customers are everything to a brand; they are the reason the brand exists in the first place. Hence, identifying the right touchpoints is an integral part of brand building. For a coworking space to grow its brand, leveraging cost-effective yet highly impactful touchpoints is the key. Office buildings are the most effective to grab attention of office goers. Attention seizing building facades & signages at the entrance never go unnoticed and serve as high visibility touchpoints. While having hoardings and signages at prime locations can do the trick, there’s nothing cheaper and effective than online engagement, which brings us to the next step.

 Focus on real conversations/engagements online

The target audience for most coworking spaces is millennials, which is why a strong social media presence is crucial. Creating the brand’s own niche and building a community on social media can go a long way in ensuring maximum engagement.  For example, sharing relevant content and latest industry news, celebrating members’ successes, covering and promoting brand events, and raising awareness around causes close to the brand are highly effective in creating a conversation and building a community. It also goes on to show that the brand cares about its customers, thereby boosting brand image and presence.

Effectively use PR

A good public relations campaign is the backbone of building a strong brand image across offline and online channels. The PR campaign should essentially aid the brand’s objective of creating a niche. PR can be used as a robust tool to build thought leadership and establish a strong recall value. It is important to ensure that PR communications are consistent across all channels to achieve maximum impact.

Build brand partnerships

Affiliate marketing has been around for years and is one of the primary ways to drive traffic and generate sales. Coworking spaces can leverage this to reduce cost per lead while benefiting from the partner brand’s customer base & brand reputation.

Establishing tie-ups with brands by offering value to their customers through discounts on products/services is the right way. Coworking spaces can partner with BFSI companies, business hotels, retail brands, cab providers, etc. to delight customers on both sides. When done right, it also reflects brand’s genuine care for customers.

Coworking spaces are seeing a steady rise, thanks to incredible technological advancements and a shift in work cultures towards more flexible schedules. And if their branding game is top-notch, the opportunities to grow are tremendous.