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.

The New Age Business Leaders’ Guide to New Year Resolutions

Business How To’s

26 December 2019

The New Age Business Leaders’ Guide to New Year Resolutions

  • Posted by Awfis Editorial

Come December, and the unmistakable buzz of the season is ‘New Year Resolutions’. It is that time of the year when many of us make plans to change for the better – both in our personal and professional lives. And business leaders are no exception to this tradition. However, as a new-age business leader, what should feature on your list of 2020 resolutions?

Here are our top picks:

Fail without fear

While risk-taking is part of the package in the world of business, start-ups and especially younger entrepreneurs are considered to be more financially fragile and risk-averse. New Year is the perfect occasion to bring about a change.

Every failure is but a disguised opportunity for learning and growth. Through creativity, trial and error, there will be subsequent victories. Let 2020 be the year when we fail without fear when we learn our lessons and chart new success stories.

Take radical responsibility

Every workspace has its own challenges. However, unconventional work environments call for progressive leadership qualities. Creating a harmonious and healthy work environment, particularly in the intimacy of a coworking set-up, demands radical responsibility towards clear and effective communication. This can be a small step towards changing the dynamics of your company culture.

By assuming radical responsibility, you take mindful action. As a new age business leader can you respect the strengths of the millennial generation, while also understanding their weaknesses? In 2020, let the emphasis be on productive discourses and constructive conversations. Unlike conventional offices, the open-door policy of a coworking set-up offers a fertile ground for a healthy exchange of ideas and robust professional relationships.

Foster learning

Complacency and disinterest are most frequently bred where there is a lack of learning, growth or active development. Success can only be guaranteed in a culture that fosters learning. So, it’s important to engage and retain employees with valuable programmes in relevant skills training.

In 2020, don’t just empower your company with tools and resources that they need to improve themselves, but also make them appealing. If you already have a programme, see if there are ways in which you can expand it further or make it more relevant to your team. The bonus? Invested employees and lower attrition.

Invest in self-care

Self-care is arguably the most under-rated leadership quality. Virgin Group founder Richard Branson says he finds kitesurfing therapeutic as well as a great way to stay in shape. In 2020, take inspiration from some of the world’s most successful leaders, by eating a life-enhancing diet and prioritizing regular exercise. Find yourself a physical and mental activity that enriches the quality of your life.

Sustainable leadership comes from the ability to take care of your own health. Whether it’s getting adequate sleep or taking up a sport to stay physically and mentally agile or taking a much-needed digital detox once a month in the coming New Year, new age leaders must lead by example. After all, a new age leader is someone who is versatile with his or her range of skills that go beyond official designations, hierarchies, geographies, and functions. It requires one to be at the front line of action to be able to foresee change, adapt and benefit from it.

In conclusion

We have kept the technology out on purpose. We know that new age leaders are tech-obsessed and that digital future promises to be the ultimate key for infinite scalability. However, we are looking beyond tech – because that gets updated regularly.

Happy New Year!

Why coworking is one of the best things that can happen to SMEs

Business How To’s

11 December 2019

Why coworking is one of the best things that can happen to SMEs

  • Posted by Awfis Editorial

When coworking spaces were first founded about a decade ago, the intent was to support independent workers within an organized set-up. However, over the years, this idea has progressed into a community space that encourages collaborative working for learning and growth.

Small and medium-sized enterprises (SMEs) are a crucial component of the economy, vital for its survival. And like a caped crusader to the rescue, coworking spaces have ensured an equal footing for SMEs in the face of competition from large businesses. Here are three important advantages that coworking spaces offer SMEs:

Scalability and agility

Coworking spaces facilitate quick changes in infrastructure scale to match business volatility. A majority of coworking spaces offer monthly rental plans rather than the long-term leases as offered by traditional office spaces. This monthly plan can be modified according to the performance of your business. You have the flexible option to upgrade or downgrade, i.e., increase or decrease the number of workstations you hire based on your needs.

Long-term leases are binding, cumbersome and not the ideal option for start-ups or SMEs. Without having to worry about such commitments, SMEs can focus on short-term rental expenses, on a month-to-month basis. When the monthly cash flow is not a fixed number, coworking spaces offer office space arrangements that can be adjusted as per your cash flow.

Hiring young talent

For most SMEs, hiring is a huge challenge given that they are not known brands, nor do they have the appeal of start-ups. However, coworking spaces help increase their accessibility, visibility and brand value for job aspirants.

The strategic location of most coworking spaces – often in Commercial Business Districts (CBDs) – help attract young talent who, typically, prefer the brand value of a big company or the exposure of a startup. That apart, coworking spaces with their cross-section of professionals also offer young job aspirants the opportunity to network. This unlocks the promise of endless possibilities for young professionals, who are inspired by the agile and collaborative environment at coworking spaces.

Cost-effectiveness

In an age where renting out furniture, household appliances and even clothes is commonplace, no one wants to pay through their noses for amenities. As far as coworking spaces are concerned, the most value comes from the provision of access to the amenities. The easy functionality of coworking spaces eliminate the need for SMEs to make large capital investments in terms of rentals, housekeeping and the like.

Included into the cost of many coworking space are the advantages of refreshments like coffee, tea, snacks, and office supplies. Additionally, the rental also covers use of costlier items such as printers, online platforms, and other utilities, which need to be upgraded quite often owing to technology changes. Therefore, when it comes to expanding your business operations to other cities and markets, you can simply hire professionals that operate out of a coworking space. This is far easier on the pockets than setting up a new office in a traditional commercial space.

Conclusion

The evolving workplace, in the form of coworking spaces, aid in providing the right resources and infrastructure for SMEs that account for nearly 40% of India’s workforce. With their philosophy of collaborative learning and work that nurtures productivity and creativity, coworking spaces create the perfect environment for business growth.

When mid-sized enterprises choose coworking

Business How To’s

02 December 2019

When mid-sized enterprises choose coworking

  • Posted by Awfis Editorial

The adage of ‘two heads being better than one’ is the fundamental principle upon which the idea of coworking was built. The wise proverb may have had its origins in the early 15th century, in the days of the glorious Renaissance where the ‘Bottega’ system existed. Bottega, which roughly translates to the workshop, was the hub of innovation under the watchful eyes of master artists who were at the center of things. Artisans and craftsmen hobnobbed with painters, sculptors, artists, architects, mathematicians, engineers, anatomists, and scientists. They brainstormed together, exchanging ideas and perspectives, devising new artistic forms and techniques. Bottegas, like today’s coworking spaces, were the innovative and collaborative community workplaces of the Renaissance.

The winning premise

Businesses, whether small, medium or big, have people at the helm of it. And often, people find that they can benefit their business through healthy discussions, brainstorming sessions, collaboration and networking opportunities. It is this knowledge that has fuelled the growth of coworking spaces. The environment of a coworking space is created to inspire innovation and more. This global movement of the modern-day workspace, which initially seemed lucrative only for entrepreneurs, has attracted medium and large-sized corporations too.

It was just a matter of time before it became apparent that the benefits of coworking extended towards medium-sized enterprises as well. With considerably more capital, medium-sized enterprises saved big on the flexible, ‘amenities-packed’ and substantially cheaper rentals of coworking spaces.

The unfailing process

Like the famous bottegas, the process of innovation is three-pronged — facilitating dialogue, converting ideas into action, and convergence of diverse verticals on a mutually-beneficial platform. In a coworking space, almost every conversation has the potential to help make new clients, or generate interesting business ideas. The opportunity to sound off your ideas, and express your creativity makes up only part of the picture. In order for innovation to be successful, the ability to collaborate is also crucial, and it is this quality that makes the coworking space a game-changer. This culture of openness, which is conducive for innovation, also guarantees an acceleration in development. This involves networking with resources that are both within and outside of your organization.

In organizations, where established corporate processes are already in place – like in most mid-sized enterprises – the key is to facilitate change by fostering a more open, receptive and creative method of operating your business. The benefits that coworking spaces offer are not simply those that are tangible.  Along with the numerous financial and infrastructural advantages, there are also a host of other less tangible perks. For instance, inspired workspaces for young professionals that nurtures and promotes out-of-the-box thinking, new work practices and a fertile ground for innovation.

The bottom line

The effectiveness of coworking is evident in its success. With a growth rate of 24% annually, by 2022, as estimated by the Global Coworking Unconference Conference, we can expect to see some 30,000 coworking spaces and more than five million coworking members around the world. In India too, the demand for coworking spaces has been increasing at an exceptional scale. Not only among start-ups, but also among medium-sized enterprises keen to capitalize on the innovation advantage of coworking. Just like the Bottegas of the Renaissance period.