Meetings are an indispensable part of everyday working life in a company. However, they are often perceived as a time waster that brings more frustration than progress. A good meeting culture is therefore essential to make meetings as productive as possible for you and your employees.

So define clear goals in advance that are to be achieved in this meeting. A precise objective helps to keep the discussions focused and ensure that everyone involved is working towards the same result. To do this, it is advisable to create a guideline for your meeting in advance, which sets out the process and ensures that all relevant topics are discussed.

Share the agenda with the participants in good time via the defined meeting structure so that everyone can prepare and is aware of their tasks. If all responsibilities are clearly defined in advance for each participant, you can organize your meetings as efficiently as possible.

Another important aspect of a successful meeting culture is the clear distribution of tasks and the encouragement of active participation of all participants. Each person taking part in the meeting should know what role they are taking on and what tasks they are expected to perform during and after the meeting. This ensures clear responsibilities and prevents misunderstandings. In addition, assign a person in advance to take minutes of the meeting.

Written minutes ensure that all points discussed and decisions made are documented. This allows participants to read the content at any time to clarify unanswered questions or to inform colleagues who missed the meeting about all points. By ensuring the active involvement of all participants through a defined meeting structure and distribution of tasks, you give everyone the opportunity to contribute and thus ensure an inclusive meeting culture.

Both the technical equipment and the general office equipment play a decisive role in a successful meeting culture. For example, the tables and chairs should be ergonomically designed and the presentation technology should be intuitive to use. The right technical equipment is an absolute must, especially in the working world 4.0, in order to ensure a successful meeting culture.

Hybrid meetings have become increasingly important in the modern working world, as they make it possible to bring participants together both on-site and remotely. With the help of video conferencing software such as Zoom, Microsoft Teams, Google Meet & Co., team members can join in from anywhere to actively participate in the meeting. To ensure a successful online meeting, the use of high-quality technical equipment is essential.

When choosing your technology, quality is more important than quantity. Therefore, choose high-quality cameras, microphones and speakers to ensure clear communication;to ensure clear communication – this applies in particular to hybrid meetings.

For this reason, you should also equip your meeting room with large displays, projectors or beamers to make remote participants visible to everyone and enable seamless interaction.

In addition to choosing the right technology, such as the appropriate video conferencing camera or the right microphone for video conferencing, professional installation is also important. So take a look at our tips in advance, for example on how to calculate the correct distance for the projector or how to set up your projector correctly.

High-quality technologies ensure that all participants - whether on site or virtually - can take part in the meeting on an equal footing and feel included. In this way, hybrid meetings can be designed effectively and inclusively, which leads to better collaboration and a successful meeting culture.

At ComPeri, we are happy to support you with workspace planning: Our services include the design of your technical and general office equipment as well as its installation and regular maintenance. For over 25 years, we have been your contact for presentation technology, conference room technology and media technology. Contact us and together we will ensure an optimal meeting culture in your company.