Here is one of the mysteries of the universe: why are so many meeting rooms so badly designed? It often seems as if no one really had any idea how the room was going to be used.

Let’s start with the one of the most common problems: too few electrical outlets. To plug in a computer, a projector and a set of speakers, you need three plugs. Yet so often there is only a single two-plug outlet available. Then there is the placement of the screen. More often than not it’s plunked down in the middle of the room, restricting the space available for the presenter to move around. And, why is it so often a struggle to find surface space for both the projector and a computer?

Here are a few suggestions on how to cope with meeting room design disasters.
• Anticipate challenges. For example: pack a roll of duct tape and a powerbar - with a long cord.
• Go early and inspect the room. Stand at the back and at the front. Scout out the electrical outlets, the arrangements for the projector and computer, the placement of the screen and flip charts. Take note if there are cords on the floor that you could trip over.
• Check the lights. Find out where the controls are and how to use them to dim or brighten the room.
• Pay close attention to how much space you have to move in. When the projector is running, you may find yourself restricted. Determine your ‘arc of fire’ to avoid casting shadows on the screen. Finally, always carry a remote control so you’re prepared to operate at a distance from your computer.

Tags: Tips