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Efficient meetings: how to organise them?

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But how do you go from one and a half year of digital meetings back to ‘real life’ meetings? Well, we asked around and came to this – not so surprising – conclusion: people need ‘topless’ meetings now more than ever. In other words: stay as far away as possible from mobile phones and laptops when we don’t really need to, and focus on the three-dimensional, real people who are in the same room. Not pixilated or frozen, this time.

There has never been more need for ‘topless’ meetings

Topless conferencing, which means banning mobile phones, tablets and laptops from the meeting room, is not a new phenomenon. What is new, however, is the contemporary need for this. This is because for almost a year and a half, we have been living through our mobile phones, tablets or laptops – and that is something we want to get away from.

Besides, we all know it: a meeting with your mobile phone next to you is a meeting where you are more likely to be distracted. After all, it lights up many times an hour, and maybe someone needs you urgently?

In addition, it has also been proven that when you take notes using your laptop, you get less of the essence of the meeting. You blindly note down what you hear at record speed, without really listening.

Greenhouse Antwerp Greenhouse Antwerp

When you take notes manually, it is much slower, which forces you to immediately filter the essence of the meeting. Digital devices during a meeting are therefore not always bad, but it is important to think carefully about their importance: are they really necessary? Can’t we just write things down on ‘oldschool’ paper? What is the purpose of this meeting and what do we really need for it?

 

De meeting room Waits in Greenhouse BXL De meeting room Waits in Greenhouse BXL

Often, you will notice that no mobile phone, tablet or laptop is needed – and that during the meeting, pen, paper and the full presence and focus of your colleagues is sufficient.

That is one last advantage of topless meetings: when no devices are present, there is more focus. Everyone is now 100% involved in the meeting and will be able to spread their attention better. That’s not only positive for the results and the achievement of the set goals, but also helps to make that connection with your colleagues again.

A few tips to make sure your meeting runs smoothly

Preparation Preparation

Do you have an important meeting coming up soon and do you want it to run as smoothly and productively as possible? Then it is smart to prepare it well. Not only will it show that you know what you are doing, it will also ensure more active participation and a generally more positive feeling about the moment – even among those who do not like meetings.

#1 Know what kind of meeting you are organising and communicate it

Is your meeting for brainstorming, sharing information, communicating instructions or making decisions? It is important to indicate what the participants in the meeting can expect. This way they can fully prepare – and step into the meeting room with the right mindset. Knowing where you stand is not only good for the smooth running of the meeting, but will also produce better results. After all, you have to prepare more for an active brainstorming session than for an informative meeting where you just have to listen.

#2 Ensure good structure and preparation

Draw up an extensive agenda for yourself with certain points and objectives. This will prevent you from straying too far or losing your concentration during the session. A structure is also very pleasant for the participating parties: they know what they can expect, so they will participate more actively.

#3 Timeboxes: strict but fair

To be able to stick to your structure, it is important to timebox. For each topic, indicate how long the participants have to think/talk about it and let them know when time is almost up. Timeboxing may sound annoying, but it will ensure that you achieve more in a short time. In addition, tight timeboxing also ensures that meetings are completed on time – and not overrun by hours.

#4 Address colleagues when they’re not actively participating

When you spend time preparing for your meeting – and you need concrete answers – you expect everyone in the meeting to actively participate. Have you noticed that a particular colleague is not participation as hoped? Then be sure to talk to him/her about it, if you don’t, you will only get frustrated, which will also negatively affect your own productivity.

#5 End the meeting with concrete next steps

Nothing is as annoying as ending a meeting vaguely. Therefore, make sure that every participant knows exactly what the next steps are: have the secretary write down the tasks per person somewhere centrally and set a deadline together for each person to finish those tasks.

 

10 advantages of organising a meeting at Greenhouse

By now you already have a pretty concrete idea of what a good and structured meeting looks like. There is just one more thing to take into account: location, location, location. It has been proven that a change of scenery can do wonders for productivity and concentration – and we at Greenhouse know that all too well.

That’s why we offer a broad range of meeting rooms, each with its own specific characteristics. Meeting in small groups or with the entire board? We have meeting rooms for both – and everything in between. No matter which meeting room you choose, you can always count on the following 10 benefits.

 

High-quality meeting rooms with all the comfort and (IT) equipment you need

CCR meeting room in Greenhouse BXL CCR meeting room in Greenhouse BXL

The biggest frustration during a meeting? It’s the failure of the necessary infrastructure to function. How many precious minutes have you lost because of struggling with the connection between laptop and a large screen or looking for the right WiFi? That’s right: quite a few.

At Greenhouse, you don’t have to worry about this. Our infrastructure is of the highest quality to guarantee you the most comfortable meeting experience. And if something doesn’t work as it should, our Hospitality Assistants are there to support you.

The well-being of our visitors always comes first: it is therefore our responsibility to ensure that every Greenhouse member feels completely at ease. We do this by offering sustainable and comfortable workplaces: think ergonomic chairs, smart air circulation, lots of green around, an abundance of daylight, and so on. Because the happier that body is, the better you can put that head to work!

Find out why comfort at a meeting is important
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Are you a member of Greenhouse? Then you can use our meeting rooms for free every day for two hours. All you have to do is book the meeting room of your choice on time – and then you can organise your meeting in all peace and comfort. That is just one of the many benefits you can enjoy as a Greenhouse member…

Have you booked a meeting room at the Greenhouse, but looking for an extra touch to add? Or do you still have questions in advance? No problem: every Greenhouse hub has a Hospitality Assistant ready to assist you in your meeting. Feel free to ask them!

A question? Get in touch!
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Some things should be a basic right. Besides water, we think that coffee (and tea too) definitely belong to that list. Especially in a professional environment, a good cup of coffee simply cannot be missing. When you choose Greenhouse as your operating base for your meeting, you can be sure of that: we offer free coffee, tea and water to all our visitors.

Some meetings require just that little bit more. Maybe your meeting lasts a whole day – or maybe you are hosting important people who you want to pamper. Whatever the reason, a good meal makes everyone happy. And we know that like no other! That’s why Greenhouse Antwerp is the right place for all your catering needs. From different drinks to an assortment of sandwiches to a complete and elaborate meal: we take care of it from A-Z.

Discover our catering options
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To limit these frustrations as much as possible, we have placed our three hubs on highly accessible traffic routes. In addition, all our hubs have sufficient parking space nearby so that you don’t waste valuable time driving around fruitlessly.

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Our hubs are in tip-top shape, equipped with all the necessary facilities and all come with their own unique atmosphere. In other words, when you receive your clients in one of our beautiful buildings, you are guaranteed to make a professional impression. This way, we make sure that you not only rent those square metres, but also a professional environment and a relaxing atmosphere at the same time. That’s a promise.

This way, you choose where, when and for how long you want to meet, without any hassle. That also applies to the capacity of our meeting rooms: you tell us how many people you are bringing and we will help you choose the perfect meeting room for your company. Is there unexpectedly more or less people than expected? We will do everything we can to move you to a more comfortable meeting room. Flexibility is key, remember?

Choose from 31 meeting rooms and 3 locations
Greenhouse BXL
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Auditorium
Flexible meeting rooms in Greenhouse BXL
Greenhouse Antwerp
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Coworking
Boardroom
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Phone booth - belbubbel
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Co-working conference