Meeting Ready Offices/Meeting Ready Staff – intro

Meeting Ready Offices

The Libyan Delegation meets with AFSC staff in the meeting-ready Rufus Jones Room.

The Libyan Delegation meets with AFSC staff in the meeting-ready Rufus Jones Room.

Well designed meeting spaces that are ready when you need them are critical to holding effective meetings, and therefore vital to your organization’s work.

Enabling staff to use your intranet to directly schedule the appropriate spaces, resources and support they need for their meetings will enhance their confidence in feeling meeting ready and make it possible to coordinate meetings more efficiently – both in your main office and in satellite offices across your organization.

We can work with you get all offices within your organization meeting ready, including the home offices of key staff.

Meeting Ready Offices require Meeting Ready Staff.

Some staff will simply need to learn to join and participate in meetings.  We can work with them to quickly get them up to speed on the basics of specific platforms, and offer small group or individual training and/ or refresher sessions on as as-needed basis.

We provide simple hands-on orientations and access to straightforward training materials and sessions for all staff.

Some staff members will also want to be able to organize and host their own meetings, deliver presentations, manage their audio, web or video conferences independently, or even organize and facilitate a Cross Organizational Conversation.

For staff members seeking deeper and more robust knowledge and experience in using meeting technologies we support, we offer in-depth training sessions and ongoing support at the appropriate level.

At the AFSC, such staff members have become valuable partners in testing new technologies and exploring new and innovative uses for the technologies we deploy.

For a full discussion of our Meeting Ready Offices / Meeting Ready Staff work, click here.

Meeting Ready Offices/Meeting Ready Staff – full

Well designed meeting spaces that are ready when you need them are critical to holding effective meetings, and therefore vital to your organization’s work.

Enabling staff to use your Intranet to directly schedule the appropriate spaces, resources and support they need for their meetings will enhance their confidence in feeling meeting ready and make it possible to coordinate meetings more efficiently – both in your main office and in satellite offices across your organization.

We can work with you get all offices within your organization meeting ready, including the home offices of key staff….

We have found that three types of meeting space are key.

Large Meeting Ready Rooms

Your organization may require a large meeting ready room which can seat fifty or more and easily facilitate participation by presenters and participants who are at a distance. Features of this room could include:

  • A built-in computer – and the ability to plug an additional laptop into the Room systems
  • A ceiling projector and retractable screen
  • Ceiling mics and speakers
  • Integrated access to your phone system to bring conference calls in and out of the Room
  • Integrated Room Cameras to allow remote attendees to get the in the room experience
  • Microphone jacks to accommodate a set of wired mics
  • A lectern with a built-in wired mic
  • A wireless mic that is integrated with the Room’s sound system
  • A Lavaliere style of mic that allows a moderator to move about and to work hands free throughout the meeting
  • A set of wired mics and cables that can be deployed to meet a meetings needs
  • Wireless Internet access

A Large Meeting Ready Room can accommodate meetings that span and include your entire organization.

If your organization works over multiple time zones we have developed a method for  holding  back-to-back meetings, allowing all staff members to participate/ attend this kind of meeting during or close to working hours.

If you have headquarters in the States, the first meeting can work in the early afternoon on the East Coast. This meeting can also accommodate staff in Latin America and the Caribbean. A second session the following morning at 7 AM on the East Coast can make it possible for staff working in Africa, Asia, Europe and the Middle East to attend.

This method can include recording the Presentation portion of your first meeting; then playing that back and holding a real-time discussion in your second session, around the same material staff members discussed in the first.

Providing access to recordings and presentation materials from both sessions can make these All Staff meetings available to those who have a conflict with the original meeting or are simply interested in listening to the discussion in the session they were unable attend.

A Large Meeting Ready Room that  is  both well-designed and well-equipped can also become a sources of revenue. You can make these spaces available to your partners or outside groups for a fee.

Smaller Videoconference Ready Rooms

These smaller, more intimate rooms can become very popular and effective. They can allow groups of up to eight to 10 to meet in the room and for a similar number of participants  to join them via videoconference.

These smaller rooms can accommodate any type of meeting; face-to-face, an audio conference, a web conference or a video conference. And can be used for a wide range of purposes; as working spaces for leadership teams or workgroups, spaces to hold interviews, demonstrations by outside vendors or partners, and ad hoc sessions when the room is free.

Features of this room could include:

  • A room computer – and the ability to plug an additional laptop into the room display
  • A large, flat screen tv that serves as a monitor
  • A high-quality conference phone, we typically recommend Polycom
  • A Room Camera that provides remote attendees with the in the room experience
  • A whiteboard, that can be in the view of the Room Camera
  • A conference table and chairs
  • One or two available ethernet jacks
  • Wireless Internet access

We find that these smaller video conference ready rooms can be valuable and valued spaces in your Main Office and in your Regional Offices.

Creating Meeting Ready Small Offices

Smaller offices can be made meeting ready too,  even if a dedicated meeting space is not available. We can provide staff with a meeting “kit” and the training they need to set it up easily, allowing staff in even the smallest office to routinely host or attend meetings over a distance.

Equipment included in this kit can include:

  • A projector
  • A quality webcam with a flexible stand that allows the camera to be used to scan the room or to move from person to person to highlight the current speaker.
  • A Chat 50 (or Chat 150) personal / group USB speakerphone.
    • Note that unlike a Polycom – no phone is built into the Chat 50. Rather the Chat 50 provides you with full-duplex mic and speakers for any VoIP-based telephony you may deploy.

This kit can easily be attached to a computer or laptop allowing staff based in even the smallest offices to initiate or attend meetings from their location.

Our staff can work with your staff to evaluate their meeting ready needs, recommend equipment matched to those needs, and provide the documentation, orientation and training to make their meetings work.

Meeting Ready Offices require Meeting Ready Staff.

Some staff will simply need to learn to join and participate in meetings.  We can work with them to quickly get them up to speed on the basics.

We provide simple orientations and access to straightforward training sessions and materials* for all staff.

Some staff members on the other hand will want to be able to organize and host meetings, deliver presentations, manage their own audio, web or video conferences, even organize and facilitate a Cross Organizational Conversation.

For these users we provide powerful documentation, learning and training solutions. These can include:

  • Detailed User Guides
  • Access to relevant vendor training resources
  • Individual or small group training sessions, even short courses

Remove if used above [An Intranet Calendar and List that allows staff to schedule Rooms and Resources can be a resource that is critical to the success of your meeting ready staff. ]

We  will help you to build and maintain an Intranet database that lets you track the status of your meeting ready offices and staff. This can alert you that a new skill or critical piece of equipment will be required for an upcoming meeting. This can also [let you develop] → aid you in developing  a strategy for spreading meeting readiness across your organization.

For these users we provide powerful documentation, learning and training solutions. These can include:

  • Detailed User Guides
  • Access to relevant vendor training resources
  • Individual or small group training sessions, even short courses

We  will help you to build and maintain an Intranet database that lets you track the status of your meeting ready offices and staff. This can alert you that a new skill or critical piece of equipment will be required for an upcoming meeting. This can also aid you in developing  a strategy for spreading meeting readiness across your organization.

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* Training materials come in a variety of formats; video clips, web-based, traditional documents