If you are hosting a meeting, one of the most important considerations is the room layout. The optimum meeting room layout will help everybody see the whiteboard or other meeting materials and hear the speakers. It will also help anyone who is joining the meeting virtually, experience it as if they were there.
How to plan smaller safe conference rooms for new requirements
In the post-COVID-19 workplace, company teams and employees will need to provide the correct balance between conducting “business-as-usual” and continuing to leverage mitigation tactics such as alternating workspaces or social distancing.
Conference rooms can pose specific risks to social-distancing requirements. The rooms are designed to enclose groups of people in a fixed space for extended periods of time. Using Density's vast amount of data and feedback from customers, it was set to address critical considerations around post-COVID-19 conference room use and social-distancing:
1. Are conference rooms utilized in a way that poses risks to social-distancing?
2. If so, what can the workplace provide to mitigate these risks?
3. How can your workplace team tell if these mitigations are effective?
Conference rooms pose a risk to social-distancing, but not as often as you’d think.
In our 2019 Workplace Utilization Index, Density data analyzed more than 10,000 hours of UC collaboration and meeting time over 6 months across 60 conference rooms. The data yielded insights into how conference room usage may or may not pose risks to social distancing.
Just one person routinely uses meeting rooms. According to the Density study and more than 10,000 hours of data and tracking, meeting rooms were occupied by a single individual 36% or less of the time.
Meetings that occur with between 2 and 4 people represented 40% of all meetings.
Large meetings did not happen as often as most have thought. Only 6% of all meetings included more than 10 people. 85% of all meetings had fewer than 7 attendees.
The larger the room, the more often it was empty. Even the meetings with the most attendees typically only utilized 45% of the room's capacity.
The smaller 2 to 4 capacity room was more often over capacity. The room capacity was exceeded twice as often as rooms for 5 to 7 people.
The Importance of Room Scheduling and Reservation has become crucial in controlling capacity, cost and usage.
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