In the business world, meetings are our daily bread and butter. However, the line between effective meetings and wasted time can be a fine one.
How many times have you left a meeting feeling that it could have been resolved with a simple email?
At Ibercenter we have years of experience renting meeting rooms and we know the importance of making the best use of time.
To avoid these situations, we bring you a guide with the best strategies to organise effective meetings and achieve concrete results.
1. Define a clear objective
Before scheduling any meeting, ask yourself:
Is it really necessary?
If the answer is yes, set a clear objective. Every meeting should answer a fundamental question:
What do we want to achieve?
Whether it’s making a decision, brainstorming, or updating the status of a project, having a defined purpose will keep the meeting focused and efficient.
2. Select the right format
Depending on the nature of the meeting, you should choose the most appropriate format:
- Face-to-face meetings: Perfect for negotiations, important presentations and teamwork.
- Virtual meetings: Efficient for remote teams or project follow-up.
- Hybrid: Combine both modalities to give flexibility to attendees.
If you opt for face-to-face meetings, and these are recurrent, consider renting rooms by the hour in well-equipped spaces, such as those at Ibercenter, where you will have all the necessary tools for a successful meeting.
3. Choose the ideal location
Where you hold effective meetings can directly influence your productivity. A well-equipped room with good lighting, a projector or TV, a whiteboard and a stable internet connection can certainly make a difference.
If you don’t have your own space, renting rooms by the hour is a flexible and professional option. At Ibercenter we offer spaces in strategic locations in Madrid such as Azca, Gran Vía and Velázquez, ideal for high-level meetings.
4. Define a structured agenda
A meeting without an agenda is like a ship without a rudder. To maintain focus, draw up a list of key points to discuss and share it with attendees in advance. A good agenda should include:
- Main objective.
- Topics to be discussed and time allotted for each.
- Participants responsible for each item.
- Time for questions or discussion.
5. Limit the number of attendees
Invite only people who really need to be there. The more people, the greater the risk of losing focus. A small group facilitates decision making and allows everyone to participate actively and make meetings more effective.
6. Take advantage of technology
Digital tools can be great allies for organising and monitoring effective meetings:
- Google Calendar or Outlook for scheduling.
- Zoom, Teams or Google Meet for virtual meetings.
- Trello or Asana to follow up on agreements.
- Miro or MURAL for collaborative brainstorming sessions.
7. Good time management
One of the most common mistakes in meetings is not respecting the established times. To avoid this and have effective meetings you should:
- Set a start and end time.
- Use timers for each agenda item.
- Keep up the pace and cut out irrelevant discussions.
8. Encourage participation
Meetings should not be monologues. Engage participants by asking questions and encouraging discussion. Techniques such as the “round table” or the use of real-time polls can help energise the conversation.
9. Take notes and define next steps
There is no worse feeling than leaving a meeting without knowing what to do next. Assign someone the task of taking notes and drafting a summary of the agreements reached and next steps.
Effective meetings in the summary should include:
- Decisions made.
- Responsible for each task.
- Deadlines set.
10. Provide comfort and a pleasant environment
The environment plays a key role in productivity and effective meetings. If the meeting is long, be sure to offer a coffee break to keep the energy up and encourage informal conversation among attendees. Services such as Ibercenter’s include coffee break and catering options to make any meeting more enjoyable and allow you to focus on what’s important, that the meeting is effective.
In addition, the right type of set-up should be chosen for effective meetings.
Do you know about Ibercenter’s hourly room rental vouchers?
To make the use of meeting rooms more accessible and flexible, at Ibercenter we offer different 10-hour vouchers that can be used within a maximum period of 6 months. These vouchers are subject to availability and require prior booking:
- 4 person voucher: Includes whiteboard, markers, welcome water and coffee.
Price: 145€ + VAT.
- 6 person voucher: Includes projector or TV, use of whiteboard, welcome bottle of water and coffee.
Price: 160€ + VAT.
- 8 people voucher: Includes projector or TV, use of blackboard, welcome bottle of water and coffee.
Price: 200€ + VAT.
- 10 people voucher: Includes projector or TV, use of blackboard, welcome bottle of water and coffee.
Price: 250€ + VAT.
- 32 m² voucher: Capacity for 12 to 25 people depending on the format, with projector or TV, use of blackboard and bottle of water per attendee.
Price: 350€ + VAT.
If you are looking for a professional and well-equipped place for your meetings, these vouchers are the best alternative to optimise costs and have a premium space when you need it.
Conclusion
Organising effective meetings is not complicated, but it does require planning. From defining a clear objective to choosing the right space, every detail counts. If you are looking for a professional venue, with advanced technology and premium services, Ibercenter’s hourly room hire is the best option. With strategic locations in Madrid, fully equipped rooms and flexible schedules, your meetings will be more productive and successful.
