{"id":39222,"date":"2025-07-11T08:00:52","date_gmt":"2025-07-11T12:00:52","guid":{"rendered":"https:\/\/eptura.com\/?p=38953"},"modified":"2025-07-25T00:32:53","modified_gmt":"2025-07-25T04:32:53","slug":"maximizing-meetings","status":"publish","type":"post","link":"https:\/\/eptura.com\/discover-more\/blog\/maximizing-meetings\/","title":{"rendered":"Maximizing meetings: How intelligent worktech supports productive in-person collaboration"},"content":{"rendered":"<p><span data-contrast=\"auto\">In-person meetings are an important part of creating a collaborative work environment. They\u2019re opportunities for face-to-face interactions that help build connections and brainstorm ideas. In fact, in a laboratory experiment at Stanford, in-person teams created <\/span><a href=\"https:\/\/www.gsb.stanford.edu\/insights\/thinking-inside-box-why-virtual-meetings-generate-fewer-ideas\"><span data-contrast=\"none\">15% to 20% more ideas<\/span><\/a><span data-contrast=\"auto\"> than their online counterparts. Not all meetings are equal, though, so companies need to invest in the right practices and platforms to support collaboration and drive productivity.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">What are best practices for improving in-person meetings?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">While there\u2019s research highlighting the value of in-person meetings, 71% of professionals feel that meetings overall are unproductive and inefficient, and 64% say they come at the expense of deep thinking, according to <\/span><a href=\"https:\/\/hbr.org\/2017\/07\/stop-the-meeting-madness\"><span data-contrast=\"none\">Harvard Business Review<\/span><\/a><span data-contrast=\"auto\">. It\u2019s possible to put a dollar value on those sentiments, with unproductive meetings costing American firms an estimated $259 billion annually, according to the <\/span><a href=\"https:\/\/www.lse.ac.uk\/tii\/assets\/documents\/When-Generations-Meet.pdf\"><span data-contrast=\"none\">London School of Economics and Political Science<\/span><\/a><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">By implementing the right policies and practices, organizations can help employees make the most of their time in meetings at the office.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Avoid meetings that could have been an email<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">When scheduling meetings, it\u2019s important to remember that you don\u2019t always need one. By first evaluating whether the information can be effectively communicated in an email, you can ensure that meetings are reserved for discussions that truly require real-time interaction and collaboration.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Schedule meetings when you need fast collaboration and instant feedback, including:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Complex decision-making<\/span><\/b><span data-contrast=\"auto\">: Discuss and make decisions on complex issues that require input from multiple stakeholders<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Brainstorming sessions<\/span><\/b><span data-contrast=\"auto\">: Generate new ideas or solutions and benefit from the collective creativity of a group<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Strategic planning<\/span><\/b><span data-contrast=\"auto\">: Establishing long-term goals, strategies, or projects that involve multiple departments or teams<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Training and development<\/span><\/b><span data-contrast=\"auto\">: Conducting sessions, workshops, or development programs where interactive learning is essential<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Project kick-offs<\/span><\/b><span data-contrast=\"auto\">: Starting a new project to align everyone on the goals, roles, and timelines<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Emergencies<\/span><\/b><span data-contrast=\"auto\">: Dealing with urgent issues that require immediate attention and coordination.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Cross-functional collaboration<\/span><\/b><span data-contrast=\"auto\">: Bringing together teams from different departments to collaborate and align on a specific task or project<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Send emails when sharing or asking for specific pieces of information or completing administrative tasks, including:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><b><span data-contrast=\"auto\">Routine updates<\/span><\/b><span data-contrast=\"auto\">: Sharing regular status updates, progress reports, or routine check-ins<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Scheduling options<\/span><\/b><span data-contrast=\"auto\">: Arranging times and locations for meetings, appointments, and events<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Quick questions<\/span><\/b><span data-contrast=\"auto\">: Asking simple questions that can be answered quickly and don&#8217;t require a lengthy discussion<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Feedback requests<\/span><\/b><span data-contrast=\"auto\">: Requesting feedback on a document, proposal, or idea that can be reviewed independently<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><b><span data-contrast=\"auto\">Follow-up notes<\/span><\/b><span data-contrast=\"auto\">: Circling back on action items, tasks, or decisions made in a previous meeting<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Meetings are a powerful way for coworkers to connect and collaborate, but making every employee interaction a formal meeting makes everyone less productive.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Invite only the employees that need to be there<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Carefully consider who needs to be in the meeting. Invite only those who can help decide, contribute, or give final approval for the meeting&#8217;s goal. When you invite only essential participants, you ensure that the meeting remains relevant and that everyone feels you\u2019re valuing their time.\u00a0 You can update everyone else through email or a quick follow-up call, which is more efficient and less disruptive to their workflow. By minimizing the number of attendees, you can also reduce the complexity of the meeting, making it easier to stay on topic and reach decisions more quickly.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Communicate the meeting&#8217;s purpose and agenda early and clearly<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Clearly communicate the meeting\u2019s purpose and agenda, ensuring everyone arrives already knowing what\u2019s expected of them. When employees know the meeting&#8217;s objectives and the topics, they can come prepared with relevant information, questions, and ideas. The focus here is to set up the meeting and all the employees for success. No one gets caught off guard or unprepared, and the meeting never gets derailed or slowed down with extra explanations.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/lp.eptura.com\/demo\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-38957\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/07\/Slide-2-3-1024x307.webp\" alt=\"\" width=\"840\" height=\"252\" \/><\/a><\/p>\n<p><span data-contrast=\"auto\">A clear agenda also helps you manage the meeting&#8217;s duration, ensuring that it stays within the allocated time and that all key points are addressed without unnecessary delays.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Empower employees to politely decline invites<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Encourage employees to decline meetings if their presence is not essential. Giving employees the autonomy to manage their schedules helps foster a culture of respect for time and productivity. It also helps reduce meeting fatigue, which can lead to better engagement and more effective participation in necessary meetings. When employees feel that their time is valued and they have the option to decline non-essential meetings, they are more likely to be productive and focused during the meetings they do attend. This can lead to a more dynamic and efficient workplace, where team members are better able to balance their responsibilities and contribute meaningfully to the organization&#8217;s goals. Empowering employees to make these decisions can also improve their job satisfaction and overall well-being.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Provide a follow-up summary<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Send out a detailed follow-up summary to all participants and relevant stakeholders. clearly covering what participants discussed and decided. A good follow-up ensures everyone is on the same page and understands their responsibilities moving forward. When you send a follow-up summary, you reinforce the meeting&#8217;s outcomes and help prevent misunderstandings or miscommunications.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"2\"><span data-contrast=\"none\">How do modern scheduling and room booking solutions improve in-person meetings?<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Modern scheduling and room booking solutions offer a range of features that simplify the booking process and enhance the overall meeting experience, ensuring meetings are well-organized, efficient, and accessible. By automating many administrative tasks and providing real-time data, intelligent worktech helps teams stay focused and productive.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Support productivity with task-matched spaces<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Leveraging the software, employees can search for and book meeting rooms based on specific criteria, including:\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">Capacity<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Equipment<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Space type<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Department<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Groups can ensure they get a space that meets their needs, whether it&#8217;s a small huddle room for a quick team check-in or a large conference room equipped with an advanced audio-visual setup for a client presentation. Because the software has detailed filters and search options, employees spend less time finding the right space \u2014 time they can invest in preparing for the meeting or other productive work. For example, a marketing team planning a brainstorming session can quickly find a room with a whiteboard and seating for 10 people, ensuring they have the necessary tools and space to be productive and creative.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Track and adjust for changes with automatic rebooking<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">When the team needs to find a new room because of maintenance, unexpected events, or last-minute changes, automatic rebooking helps organizations manage meeting room availability by finding and assigning alternative spaces, ensuring meetings can continue without disruption.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-38954\" src=\"https:\/\/eptura.com\/wp-content\/uploads\/2025\/07\/UI-features-room-booking-1024x716.webp\" alt=\"\" width=\"840\" height=\"587\" \/><\/p>\n<p><span data-contrast=\"auto\">The system includes embedded AI that can suggest the most suitable alternative based on meeting requirements like room size, equipment, and location. By automating the administrative workload associated with manual rebooking, the platform ensures better utilization of available spaces. If a team books a small meeting room but later realizes they need a larger space to accommodate more participants, for example, the system can automatically rebook them into a more suitable room.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Eliminate wasted spaces with real-time occupancy sensors<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">With real-time occupancy sensors strategically placed in meeting rooms, employees can track availability to ensure rooms are only booked when they are needed, reducing the likelihood of double bookings or wasted space. Sensors also provide accurate data on room usage, which helps optimize space management and improve the overall efficiency of the workplace. For example, when a team schedules a meeting but fails to show up, the sensors detect the absence, and the room automatically becomes available on the room booking system.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"3\"><span data-contrast=\"none\">Break down platform silos with seamless calendar integration<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">By providing a unified platform for scheduling and communication, the entire meeting process is streamlined, reducing administrative overhead and eliminating the risk of information falling through the cracks between platforms. The system sends automated notifications and reminders about meeting scheduling and changes, keeping everyone informed and prepared. If a meeting is rescheduled or canceled, for example, all the participants receive immediate updates, allowing them to adjust their plans accordingly. Real-time communication helps prevent no-shows and ensures that everyone is on the same page, enhancing the overall efficiency and productivity of the team. For example, if a project manager needs to move a meeting to a different time or room, the system will notify all attendees, and the new booking will be reflected in their calendars, which is particularly useful in fast-paced or hybrid work model environments where meeting details might change frequently.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h3 aria-level=\"2\"><span data-contrast=\"none\">Simplify scheduling and book the ideal room for any meeting<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;335559738&quot;:160,&quot;335559739&quot;:80}\">\u00a0<\/span><\/h3>\n<p><span data-contrast=\"auto\">Modern scheduling and room booking software offers several key benefits that boost productivity for employees who come onsite for in-person meetings. Real-time occupancy sensors help prevent double bookings and reduce wasted space by accurately tracking room usage. Automatic rebooking features handle last-minute changes, ensuring that meetings can continue without disruption, while seamless integration with calendars and communication tools keeps all participants informed and prepared, reducing administrative overhead and the risk of information falling through the cracks between platforms. By automating tasks and providing real-time data, the software helps employees stay focused and productive, ultimately leading to more efficient and effective meetings.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In-person meetings are an important part of creating a collaborative work environment. They\u2019re opportunities for face-to-face interactions that help build connections and brainstorm ideas.<\/p>\n","protected":false},"author":22,"featured_media":39188,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":"","_wpscp_schedule_draft_date":"","_wpscp_schedule_republish_date":"","_wpscppro_advance_schedule":false,"_wpscppro_advance_schedule_date":"","_wpscppro_dont_share_socialmedia":null,"_wpscppro_custom_social_share_image":0,"_facebook_share_type":"default","_twitter_share_type":"default","_linkedin_share_type":"default","_pinterest_share_type":"default","_linkedin_share_type_page":"","_instagram_share_type":"default","_medium_share_type":"default","_threads_share_type":"","_google_business_share_type":"","_selected_social_profile":[],"_wpsp_enable_custom_social_template":false,"_wpsp_social_scheduling":{"enabled":false,"datetime":null,"platforms":[],"status":"template_only","dateOption":"today","timeOption":"now","customDays":"","customHours":"","customDate":"","customTime":"","schedulingType":"absolute"},"_wpsp_active_default_template":true},"categories":[7,1],"tags":[],"class_list":["post-39222","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","category-eptura"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.5 (Yoast SEO v26.5) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Maximizing meetings: How intelligent worktech supports productive in-person collaboration | Eptura<\/title>\n<meta name=\"description\" content=\"In-person meetings are an important part of creating a collaborative work environment. 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