You have booked your meeting room for 2:00pm today. You arrive 5 minutes early to get everything set up. But at 2:07 PM the previous occupier is still talking and doesn’t give any sign that they are about to leave.
Sounds familiar?
Meeting rooms are among the most valuable amenities in any coworking space – so using them requires a bit of consideration for your fellow professionals! Whether you’re in an office or in a coworking environment, it isn’t simply about following rules for the sake of it. It’s about respecting your fellow members or colleagues, maintaining a professional atmosphere and helping create the collaborative culture that makes flexible workspaces so successful.
Here’s your essential guide to using meeting rooms responsibly and making life easier for everyone around you.
Book smarter, meet better
Getting the most from a coworking space meeting room starts with a thoughtful booking.
Choose a room that fits your needs and book enough time to comfortably accommodate your meeting. A one-to-one conversation or Zoom call doesn’t require the largest conference room. Likewise, if you’re hosting a larger meeting, make sure you’ve booked a space that allows everyone to sit comfortably and work effectively.
If your plans change, cancel your booking as soon as possible so the room can be made available to other members. It’s also worth checking your coworking space’s cancellation policy, as many meeting rooms require at least 24 hours’ notice to avoid cancellation charges.
Expecting visitors? Remember to register them in advance so your Community Manager can welcome them on arrival.
On the day, arrive five to ten minutes before your meeting starts. This gives you time to get set up and check that the WiFi, presentation equipment and video conferencing tools are working properly, helping your meeting start smoothly and on time.
During your meeting: Respect the shared environment
If there is one rule that matters above all others, it’s this: start and finish on time.
When your booking ends, another member may be waiting outside, ready to begin an important client meeting or presentation of their own. Running slightly over – even by ‘just a few minutes’ can quickly disrupt the rest of the day’s schedule.
A simple solution is to set a reminder five minutes before your booking ends. This gives you enough time to conclude discussions, answer final questions and prepare to leave without rushing.
If you realise you need more time, check availability and extend your booking through the proper channels rather than assuming the room is free.
Meeting rooms provide privacy, but they don’t always guarantee complete soundproofing.
Keeping doors closed and maintaining an appropriate volume helps minimise disruption to neighbouring members. This is particularly important during video calls, team brainstorming sessions or animated discussions where voices can easily carry beyond the room.
Be mindful of food and drink, too. While most coworking spaces allow refreshments in meeting rooms, it’s best to keep things simple with tea, coffee and light snacks. Strong-smelling or messy meals can linger long after your meeting has finished and may be unpleasant for the next users of the room.
Before you leave, remember to log out of any accounts you’ve used and return settings such as volume levels, screen displays and presentation equipment to their default state. If you encounter any technical issues during your meeting, report them promptly so they can be resolved before they affect another member.
The most common meeting room etiquette mistakes
We’ve all come across them at some point…
The person who consistently overruns their bookings. The company that reserves meeting rooms ‘just in case’ and never uses them. The team that leaves lunch wrappers, coffee cups and scribbled whiteboards behind for someone else to deal with.
These behaviours may seem harmless, but they can quickly have a cumulative impact on everyone sharing the space.
Fortunately, avoiding these common mistakes is simple: it just takes a bit of consideration for others using the space.
Leave the room better than you found it
Rather than waiting until your booking officially ends to start packing away, use the last five minutes of your meeting to wrap things up. Gather your belongings, dispose of any rubbish, return the furniture to its original position and leave the room ready for the next person.
By the time your booking expires, you should be fully packed up and out of the room.
Before leaving, take one final look around. You’d be surprised how often people leave behind coffee cups, water bottles, chargers or even confidential documents. A quick check only takes a few seconds and helps ensure the next user arrives in a clean, professional space, while saving you an awkward trip back to retrieve forgotten items.
At the end of the day, how you use shared spaces reflects on your business. Small actions can leave a lasting impression.
Looking for professional meeting rooms in the South East?
At Freedom Works, our fully equipped meeting rooms provide the perfect setting for client meetings, interviews, presentations and team workshops.
Book your meeting room through the member portal by selecting your preferred location, room and time slot. If you’re unsure which space would best suit your meeting or event, get in touch with one of the Community Managers of the space and they will help find the perfect fit for you.
Looking for the perfect space for your next meeting or event?
Book a tour and find the perfect meeting room to impress your clients and bring your team together.
