Design Your Meeting Culture - Poppin · In order to modernize your boardroom, choose dynamic...

Design Your Meeting Culture

poppin.com [email protected] 866-926-4922

Technology has changed the way we work. The modern workspace has changed along with it, reflecting our new needs with the open office layout. So why has our outdated and ineffective meeting culture stayed the same?

According to the Harvard Business Review, 65% of surveyed senior managers reported that meetings prevent them from completing their work. 71% reported that meetings can be unproductive and inefficient; 64% said meetings come at the expense of deep thinking.

By making deliberate choices as you design your workspace, you can avoid the all-too-common meeting pitfalls and create a modern meeting culture that allows for productivity, deep focus, and open communication.

Design Your Meeting Culture // 2

EVERYBODY HATES MEETINGS!

Where Did Meetings Go Wrong?

70% of workers believe that an agenda is “essential” for a

productive meeting.

Harrison-Hofstra Study

73% of meetings involve 2-4 people, but 53% of conference

rooms are designed for 7+.

HOK

Unnecessary meeting attendees cost US businesses $37 billion

salary dollars per year.

Atlassian

47% of meeting planners believe that flexible meeting space will

grow in importance.

IACC

The time employees spend in meetings has risen 10% every year

since 2000.

Bain & Co.


Agendaless

Too Formal

Too Many People

Inflexible

Too Long

Meetings should only be called when the meeting has a clear objective...but your team should have the freedom to collaborate throughout the day.

Before firing up your Google Calendar, consider the agenda for the meeting. You might just find that the problem can be solved with a five-minute stop-and-chat.

If you need some help with your agenda, we’ve provided a printable template on Page 6.

73% of workers believe that an agenda is “essential” for a productive meeting.

Meeting Culture Solution To encourage frequent communication—and stop spending unproductive time in meetings—choose furniture that invites collaboration.


1. AGENDALESS

PoppinPod Kolo 1

Meetings can often be replaced by a phone call; choose a pod instead of booking a room.

Mini Stow File Cabinet

Designed to fit neatly under a desk, our sittable Stow rolls out for impromptu chats.

Series L Corner Desk

The clever shape allows for extra desktop storage—plus space for casual meetings.

Email + Message

Ask yourself: Do I really need to call a meeting, or could this be an email or

Slack message?



TITLE OF MEETING

TOPIC 1

ACTION ITEM 1

ACTION ITEM 2

ACTION ITEM 3

NAME

NAME

NAME

TOPIC 2

TOPIC 3

MEETING AGENDA

NOTES

meet happy.

$37 billion per year are spent on unnecessary meetings in US businesses.

Meeting Culture Solution Focus on spaces for 2-4 people to encourage small meetings and end the constant fight for time in conference rooms.

While the urge to invite absolutely everybody can be strong, the most productive meetings have a limited guest list.

With billions of salary dollars wasted in unnecessary meetings, designing spaces for small meetings can save your team both time and money.

To discourage inefficient meetings, create multiple meeting spaces for 2-4 people. By providing smaller spaces, managers won’t be fighting for rooms to meet with their direct reports for 1x1s, and employees won’t feel tempted to fill the empty space of boardrooms.


2. TOO MANY PEOPLE

Series A Table

Smaller-scale tables allow for intimate meetings, coffee breaks, or team lunches.

Touchpoint Table + Key Chairs

If your team has weekly 1x1s, create designated space to free up larger rooms.

PoppinPod Kolo 2

Designed for up to four people, the PoppinPod Kolo 2 is a turnkey conference room.

QT Chair Booth

Create casual—and affordable—space for team brainstorms and breakthroughs.


10% rise in employees’ time spent in meetings every year since 2000.

Meeting Culture Solution Encourage the team to keep meetings short and efficient with standing tables in high-traffic, underutilized spaces.

The average meeting length is between 31 and 60 minutes...exactly the length of the default prompts of meeting calendars.

After you reset your defaults, it’s worth taking a look at why your team is spending so much of their time in meetings.

Are people on their phones or laptops, or generally unfocused? Do meetings frequently lack clear objectives? Does the conversation veer off-topic?

Research from the University of Missouri shows that standing meetings take 25% less time than sit-down meetings. By meeting at a standing table, employees find it easier to focus and feel encouraged to (literally) think on their feet.


3. TOO LONG

Series L Standing Table

A sit-to-stand conference table lets you choose the way you work at the touch of a button.

Series A Standing Table

This flexible table is ideal for placing in natural gathering spaces like hallways or kitchens.

KEEP IT SHORT Call a clear start (and end!) to your stand-up so the team can effectively manage their time. A timer on the table is handy to keep everyone on track.

KEEP IT SMALL If your stand-up meeting grows too large, the meeting will inevitably run long. Be thoughtful about your invite list—who absolutely needs to be there?

KEEP IT SMART Organize your agenda in order of priorities and upcoming deadlines. If you don’t make it all the way down the list, you’ll still have spent a productive 15 minutes.


3 Keys to Effective Stand-Up Meetings

73% of meetings involve 2-4 people, but 53% of conference rooms are designed for 7 people or more.

Meeting Culture Solution Break up large spaces (and take advantage of any empty corners of your office!) with comfortable furniture designed to spark creativity.

When laying out an office, formal conference rooms—designed for board meetings and large gatherings—are often given priority.

Since day-to-day meetings tend towards smaller, more casual groups, this creates a mismatch between the space and style of meetings.

To offer space more conducive to modern meetings, consider how to make the best use of your existing conference rooms. Bringing in comfortable, flexible furniture works to create casual space for brainstorms and informal meetings.


4. TOO FORMAL

Block Party Lounge + Take Note Table

The Block Party’s modular elements can be arranged and rearranged for your space.

Touchpoint Table + Key Chairs

Roll in our Goal fabric and dry erase boards for informal brainstorms and reviews.


Although the most effective meetings require smaller, more casual spaces, every office still requires a boardroom.

In order to modernize your boardroom, choose dynamic furniture that allows the space to be flexible.

Reimagine your boardroom as a collaborative workspace: It can be a war room for problem-solving, a space to gather for team lunches, or a blank canvas for brainstorming.


5. INFLEXIBLE

47% of meeting planners believe that flexible meeting space will grow in importance.

Meeting Culture Solution Choose flexible, modular furniture that can change quickly and easily along with your needs.

Series A Scale Table + Key Side Chairs

The Scale Table is designed to grow along with your team’s needs—up to 246” long. Pair with our Key Side Chairs, which stack up to eight high for extra seating whenever you need it.


C o n t a c t U sFor Sales [email protected] | 866-926-4922

For Trade Inquiries [email protected] | 866-547-0970

To find a showroom near you, visit poppin.com/showrooms

Explore the easiest way to design your meeting culture.

Ready to make a change to your team’s meetings?

We’re here to help with our complete collection of

in-stock office furniture and culture solutions.

From free space planning to coordinating installation,

we’ll be with you every step of the way.

Design Your Meeting Culture - Poppin · In order to modernize your boardroom, choose dynamic...

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