Why meetings are back - and how to hold them safely

With almost three-quarters of small and medium sized businesses looking to extend the current flexible working conditions into the new year and beyond, there are still a number of ways to ensure that coronavirus doesn’t stifle your creativity, collaboration or co-working.

Although offices may remain ‘closed until further notice’ - with many companies citing increased productivity and improved wellbeing as a result, the benefits of the office haven't gone away. “For many companies, bringing teams together in person proves more productive and enjoyable. Shared workspace often provides employees the opportunity for informal development and networking that is so crucial, particularly early on in a career." said Roger Barker, director of policy at the IoD.

There’s no denying that working from home has been a huge positive to come out of the pandemic for many (wearing comfortable clothes all day and avoiding that commute have been an improvement to say the least), but as this way of working continues, there has been frustration around a lack of face-time when collaborating with colleagues (how many times do we need to tell Jeremy his microphone isn’t switched on!).

Not being able to stroll over to someone’s desk and ask them a question has been harder than most of us imagined, let alone trying to host a meeting with multiple participants.

“No matter what industry you work in, we are all in the people business. Regardless of how tech-savvy you may be, face-to-face meetings are still the most effective way to capture the attention of participants, engage them in the conversation, and drive productive collaboration.” - Michael Massari (Caesars Entertainment’s Senior Vice President of National Meetings and Events and Chief Sales Officer)

It can be tempting to assume that ‘flexible working’ really just means ‘working from home’ – but the team at 116 Pall Mall offers a range of meeting solutions that ensure that doesn’t mean working alone.

Flexible versus functional

Flexible working used to mean working where suited you best – whether that’s a home office, a coffee shop, a co-working space or on the move.

With a large number of businesses pledging to permanently reduce their use of formal office space, co-working alternatives are an important lifeline – for both mental health and the productivity of employees – to ensure collaborative work can continue in person, and the sharing of ideas can leave the screen and enter the room.

Flexible working doesn’t just have to mean solo working. Your office may not be opening until well into 2021, so choose somewhere new or offsite where you can continue to hold face-to-face meetings when you need them. This can inject some much-needed inspiration and motivation into your team and break up the monotony of waking up and logging on to a laptop five days a week.

Safe and secure

With all the best intentions, virtual meetings can be far less efficient than those held face-to-face. Whether it’s connection issues, unforeseen interruptions or timetable clashes, it can be easy to become frustrated with a virtual meeting or prioritise finishing an important project over logging in to yet another video call. There’s nothing like someone forgetting to turn on their microphone to interrupt the flow of a meeting!

It’s important to choose a venue that’s received a COVID secure accreditation to ensure your meeting complies with government regulations. This not only provides peace of mind for you and your colleagues that are attending, but it’s one less thing for you to worry about when planning your meeting.

Arranging a safe and sensibly socially-distanced face-to-face meeting can provide vital interaction and idea sharing for employees, colleagues and friends. Read the measures 116 Pall Mall have taken to ensure safe meetings here, from desk spacing to deep cleaning.

With many businesses unable to guarantee a COVID-19 secure office for their employees to return to, the reassurance of 116 being a certified COVID-safe space to work and hold meetings can provide an important alternative to the relentlessness of Zoom calls.

The technological divide

Alongside differences in connection speed hampering the effectiveness of virtual meetings, there may also be discrepancies in the technology you and your colleagues have access to whilst working away from the office. Organising a face-to-face meeting puts the emphasis back on the content of the gathering, rather than the tools you need to access it.

Collaborate, but be comfortable

Whilst the benefits of in-person meetings can’t be understated, it is also crucial to consider the comfort and confidence of those you invite. The team at 116 Pall Mall understand that not all guests will be ready to resume face-to-face meetings, which is why we offer all the technology you need to share your session with employees and colleagues via phone, audio or video. Find out more about our meeting room tech packages and conferencing facilities here.

Virtual & hybrid

If your meeting is bigger than the maximum of 30 that’s currently being permitted for in-person meetings – such as an AGM or ‘all staff meeting’, but you want to avoid any of the previously mentioned technical issues that can arise, virtual or hybrid meetings are seeing a soaring demand as an alternative.

116 has just launched a state-of-the art Virtual Studio, allowing you to hand over to expert AV technicians and seamlessly deliver a high-quality experience to your stakeholders or colleagues. Hybrid options allow for up to 30 people in the room as well as live streaming to thousands, so you can sit back and relax, safe in the knowledge that you’re delivering a COVID-safe meeting while experts do the hard work for you.

Professional staging and customisable branding options will elevate your meeting far beyond that blurred out Teams background with added screaming kids…

Our studio can also be used for virtual Christmas parties which will provide a much-needed boost for your employees or colleagues after an incredibly tough year.

Hold your meeting or training session at 116 Pall Mall

To book your next face-to-face or virtual meeting at 116 Pall Mall, or to ask our team any questions you might have about returning to group gatherings, make an enquiry.

If you book your meeting to take place before 31 March 2021, you can receive up to 30% discount on room hire and 10% discount on catering packages. View the offer

Learn more about hosting safe meetings