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5 Tips for a Clutter Free Conference Room

Organization and clutter are some of the hardest obstacles for many to overcome, for the people making the mess and for people observing the mess. In fact, Entrepreneur reported “the average worker can waste up to $4,800 by just trying to find something.” This goal for organization is especially challenging in communal spaces, like a conference room, at your place of business. Fortunately, HBi Office Solutions has a few tips and tricks to help elevate your space so your team can start meeting goals. 

  1. Have a designated space for supplies.

    Granted it may be ideal for co-workers to bring in the supplies they need, pens, paper, schematics, pamphlets, etc. However, it can be helpful to house a few basic supplies in the conference room for meetings and it’s best to plan and designate that space ahead of time. By setting aside a cup or tray for writing utensils and utilizing a few stackable shelves for paper or other commonly referred to publications, your employees or clients can have the tools they need, and they know where to return them to. This concept also applies for whiteboard accessories, remote controls, and convertors if needed.

  2. Avoid cluttering with furniture.

    One of the most common mistakes we see, especially in a conference room, is the placement of too many chairs around a desk or conference table. With thousands of options to choose from, in a variety of styles and built for varying ergonomic needs, you can find seating that maximizes your space instead of overpowering it. Additionally, while we think having some sort of sideboard or storage unit against one wall to house supplies or display pertinent information can be functional, make sure the size doesn’t overpower the room or cause one of the seats to be unusable. Our design experts can evaluate your space to find a table, chairs, and storage options that will work with your footprint.

  3. Keep it streamlined, simple, and spotless.

    Well, maybe your conference space won’t be spotless, but tidiness is an important component to any workspace, especially communal spaces. According to the National Association of Professional Organizers, being organized can save up to 60 minutes per day, that is a fair amount of time to be able to focus on other tasks. By taking time to wipe down surfaces, to throw away or re-file unneeded supplies or papers, by arranging chairs, you are setting the tone for the business, meeting, or collaboration that will take place in that room. By keeping décor simple, you are avoiding excess distractions. That being said, refer to existing trends in décor for your office space. Some of those principles still apply. 

  4. Presentation and sound.

    One person in certain circumstances can use a conference room, but most designate this space as a place for information to be distributed or for collaborative working to take place. By installing a whiteboard, paying attention to quality and size, you allow for information to be displayed as it’s being worked on. A Smartboard or projection system is also crucial for most businesses and organizations. When installing these systems, be mindful of tucking away wiring and having a staging area for whatever device is going to be connected to the projector. For many groups, the sound from a computer would be ample, but other groups may want to install speakers that allow for more volume. While an area is having their wiring evaluated, managers may want to consider a charging system for their employees. If there are sources for natural light and presentations will take place, blinds or some other shade will be needed to prevent glare.

  5. Don’t overbook.

    By setting overlapping meetings where groups may be jockeying for the space or even by setting appointments right after one another, you are cluttering your space with sound, movement, and the potential for conflict. Allow for a small amount of margin around the use of a conference space in case collaboration is going well or in the event that one member of the group needs an additional minute or two to finish jotting down notes or organize papers. If someone is concerned about a meeting going too long without people knocking on the door, there are alternate ways to step out of a group while tabling additional needs. Further, make sure you aren’t overbooking your space by squeezing in too many people at one meeting. If you have a small conference room and consistently need a bigger space, our group can assist you in evaluating other options around your office. 

HBi is ready to collaborate with you in order to jumpstart your collaborative efforts in a conference room. See our website for some of the products we love as organizational solutions or contact us today. We have the experience to assist in your conference room or any other room of your business.