We are in these weeks all confronted by a challenging situation with the coronavirus pandemic—both personally and professionally. Many of us are staying home and are currently remote working, trying to do our best for our families and companies.

We are in a period with more or less fully closed physical offices. So this is an excellent time to reflect on what you can do to ensure the best office setting when you all come back to the physical environment you rely on in your professional life. Here are some ideas for you.

Meetings are your product facilitator

For many companies inside the professional services and financial services, it is fair to say that meetings are not only meetings:

  • Meetings are the facilitator of the product of your company.
  • Meetings are the device that ensures you can drive the needed revenue for growing your business.
  • Meetings are the point where you can deliver your expertise and your knowledge for your clients.
  • Meetings are, in essence, the spot where you exchange value with your clients.

But, what can you do right now during the "closure" of the physical office? And more important. What can you do to ensure that your reception and meeting rooms will perform as well as ever? Especially when you slowly will start to return to that environment when everything is commencing to look safe again?

Ensure a proper and clean environment via meeting buffer times

Your first impression will be crucial. That has always been the case. Your customers need to feel not only welcome in your offices, but also safe. That has always been mandatory, but it will mainly be necessary when the world gets back to normal.

One thing you can add to your schedule is to ensure enough time in between meetings for cleaning the room. Making sure hand sanitizer is visible available and that all surfaces have been well cleaned and disinfected before the next meeting. Here a meeting room management platform can help you by encouraging the concept of buffer times before and after meetings. This buffering time ensures that there is enough time to provide a safe and secure conference room environment.

Multiple-location remote meetings

Limited or even no travel options are part of our world at this time during the outbreak. But that is not the same as saying, we can not meet and make business going. In this situation, you can look at the opportunities you have available to offer multi-location meetings.

Some participants can be at home, another one in an office environment, and again others from other office locations spanning multiple time zones. This use of multi-locations is easily facilitated by creating meetings that include video conferencing (via, e.g., Microsoft Teams or Zoom) and by booking numerous meeting rooms at multiple locations. You can warrant the advised "social distance" and warrant that a large number of people are not in one place when you schedule meetings. This is a practice you can use for both client meetings and team meetings.

Practice social distance in the reception

Your offices will hopefully soon start spinning up again. When that happens, it is relevant to remember that the meeting room is not the true first impression. That is your reception area. And for some time, you probably will want to make your visitors both feeling well taken care of, and at the same time, feeling welcomed with respect for social distancing. Here a visitor management system can help you out. A visitor management system can limit the need for physical interactions between people in the reception and thereby decrease the number of needed physical interactions.

Time for office optimizations

When I daily (in this home office isolation period) take some fresh air in my neighborhood, I have seen a clear trend:

  • I see an increase in more buildings undergoing significant renovations.
  • I see restaurants here locally deciding to engage in physical renovations and make the best of the current outbreak situation.

Maybe we can all learn from these observations? This is a time where your physical facilities at the moment are unoccupied. You can now safely have people working on optimizing your workspace, be it new furniture, decoration, or installation of technical devices like meeting room screens and room displays. So ask yourself if this could be the time where you can optimize your physical offices.

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