Not sure what to you need to look for in a meeting space? You might be looking to get your staff back together, say hello to new clients, or want to run a training session, so what do you need to know about before booking a meeting space? Here are our top tips to help you find the right space for your needs.
Size is important
Is the space big enough for you to fit everyone in comfortably? Are there enough chairs or desks if need be? If you’re unsure exactly how much space you’ll need, always go for something bigger rather than somewhere that’ll be cramped and uncomfortable for everyone.
Heating and ventilation
These are both vital to keep people warm or cool enough during your meeting. Too hot and people will be distracted, and you’ll struggle to hear yourself over the chattering of teeth if it’s freezing in the room. If there are windows, check if you can open them or if you know how to operate any blinds they might have.
Tech to help you present
A big screen always comes in handy for a PowerPoint presentation or two. And don’t forget phone conferencing equipment, flip charts, and anything else you and the others in the room might need. A good tip is also to make sure you know where the plug sockets are in the meeting room too, as you might need to plug your laptop and possibly a projector in.
Test everything, including the wi-fi
It’s always a good idea to give everything a quick try before you use it for real on the day. Check you understand how to use any equipment in the room, that you can connect to the wi-fi okay, and that you’ve got everything you need with you.
Separate break out facilities
If your meeting is more than an hour or so, you’ll all need to take a break. Having somewhere separate to grab a coffee and/or a bite to eat is a must to keep people focused and hanging on your every word.
Location, location, location
Where you hold your meeting is important too. Make sure it’s somewhere with good parking and transport links that’s easy to find. Ideally, your meeting space should be no more than 15 minutes walking distance from the nearest station, and not too far from a bus stop if possible.
Cost
It goes without saying that finding a meeting space that’s good value for money is vital. Look at what you get for your money and what’s included in your price. Ask for a tour beforehand too, so you can see exactly what you like – and don’t like – about individual venues.
Security
How secure is your venue? Will strangers be able to wander in unannounced? Choose a meeting space with security features like keypad or card access to stop unexpected visitors barging in. Some meeting spaces have staffed reception areas too, which can make things more secure.
Covid-19 has really shaken up the way we do things in almost every aspect of our lives. And one of the areas where things have changed the most is work. So, as we start to slowly ease our way of the pandemic, and return to workplaces, what will the future hold?
Hybrid is here to stay
Of course, none of us can see into the future, but one thing that’s likely to be a feature of the workplace is hybrid working. This means fewer people all in the office at the same time, with most people working a mixture of being in the office and remotely. That might be on a rota basis or with employees choosing what day – or days – to come into the office and larger get togethers for team meetings or to brainstorm projects, for example.
Collaboration and community
Working from home can be an isolating experience and many workers will want to feel like a part of something when they return to their workplace. They see coming into a workplace as a chance to work together and share ideas with others. Equally, a shared sense of belonging will be important to employees too, as the often-solitary experience of remote working will have heightened the need for a work community and being with other people.
‘We’ not ‘me’
The pre-Covid attitude of having your own personal desk and space will be a thing of the past. Hot-desking or sharing your workspace with other people when you’re working remotely will be the norm. Individual work areas might be bigger – you’ll have more space, but just don’t think of it as yours. And, as we said earlier, the focus will be on collaboration and team working, so thinking as a ‘we’ rather than a ‘me’ will be important.
Your workplace might no longer be on your doorstep
Many businesses have cut the amount of physical office buildings they own or lease, especially smaller satellite offices, and are only keeping larger ‘hubs’ or something similar. Consequently, some staff might now have to travel further to their nearest hub than previously and will have to adjust their travel plans on days they come into the office.
Video conferencing has replaced business travel
Travel between sites or to customers and suppliers’ premises for meetings are either a necessary measure or a treat to look forward to, depending on your point of view. However, with the reliance on video conferencing and calls being so vital in lockdown, remote meetings are probably here to stay. There may well be some business travel, but its frequency will definitely drop.
A virtual office is where your business has a registered office address without you having to physically base your business there. This might be in an office block, business centre, or anywhere else with appropriate space and facilities. It gives the impression your business has an office even if it doesn’t, and there’s usually someone on-site you can deal with any post and phone calls in your behalf.
Who can have a virtual office?
Virtual offices are suitable for any business, but are particularly useful for anyone based from home that wants to create a more professional image. Having an office address can also give you more creditability. Some businesses might also want to have a presence in a particular are where similar businesses to them are based (E.g. Silicon Valley or Saville Row) but can’t afford an office there. A virtual office is a straightforward way to get round this issue.
Newer businesses or start-ups can benefit from having one too. If they expand very quickly, for example, having a virtual office means they don’t need to rush to look for bigger premises. It also means you can cast your net a bit further to try and catch talented people for your business. Not having the fixed location of an actual office allows you to recruit people from anywhere you like.
What are the advantages of a virtual office?
There are a number of reasons why you might opt for a virtual office, including costs, environmental concerns and even improved productivity. Having a one means you won’t pay out as much every month on things like rent, facilities, and business equipment, so it can be more cost effective. You might even be able to pay on a flexible basis and change your arrangements quickly if you need to.
A virtual space can also be better for the environment as staff can work from home and don’t need to commute. This will improve morale and productivity too, leading to a better work life balance. This, in turn, leads to reduced staff turnover and fewer sickness days.
It’s also worth adding business support here. Many virtual offices can offer the same level of business support as you’d get if you rented a physical office, including reception and admin services. And, if you needed to get everyone in your business together, or need to meet clients, you can often hire conference rooms and all the associated tech in the building where your virtual office is based.
A virtual office is a flexible, affordable way of working for many companies, and many business owners now believe it could be the way forward. Why not see if it could work for your business?
St James Business Centre is an 80,000 sq. ft. building offering serviced, conventional, and virtual office space to rent in Warrington town centre, close to train stations and with extensive on-site parking. We also offer co-working space for anyone needing flexible working without the demands of permanent office space.
Our meeting and conferencing facilities, plus spacious internal courtyards in Warrington means your business has access to everything it needs under one roof. Contact us for more information.
In our first blog on our revamped website, here at St James Business Centre we want to take this opportunity to introduce ourselves and tell you what we can offer you and your business!
The first thing to mention is that we’re part of the Langtree family of business centres, along with The Base, also in Warrington, and Sci-Tech Daresbury, so you know you’ll be in safe hands. Please read on to find out more.
Range of Office Sizes
Whether you require an office for you or want somewhere for your whole team, you’ll find the right office space here at St James.
Spaces range from 130-6,500 sq. ft., can you can comfortably have up to 86 people in our larger rooms. In addition, each conventional office has its own kitchen area too. If you’re looking for something a little more flexible, there’s also co-working space available to rent.
Meeting and Conference Spaces
Of course, it’s just not office space your business will need. You’ll also want somewhere to meet your clients or chat to team members.
At St James Business Centre we have a range of meeting rooms for you to choose from.
Whether it’s a meeting room for 4-14 people, a professional boardroom filled with all the tech you’d need or a training room for those all important training days.
With St James meeting rooms you’ll have everything to need to impress your guests and host a successful meeting.
Manned Reception
Talking of guests, it’s good to know that they will be greeted by a friendly face when they arrive at St James Business Centre. Our fully manned reception will look after any of your visitors until you come and get them, so they feel comfortable and ready to meet you.
Safe and Secure
For your security, the whole building is covered by CCTV and you will have your own key fob to access your individual office space. In order to keep your data secure, our Wi-Fi is fully protected, so you can connect with confidence every time.
Planes, Trains, and Automobiles
Okay, you or your clients probably won’t need somewhere to land a plane when you come to see us, but we are near neighbours of John Lennon Airport. Perhaps more usefully, we’re also within walking distance of two train stations: Warrington Central and Warrington Bank Quay. There’s also on-site extensive car parking for drivers and plenty of bike racks for cyclists.
Little (and big) Extras
On top of everything mentioned, you can also benefit from executive secretary services, 24/7 access to the building, staff shower, communal break-out spaces, and an on-site café.
It’s a brilliant location with plentiful parking, easy to reach by road or public transport.
The range of small, medium and large office suites has provided us with the flexibility to tailor the space and cost to meet our requirements without moving away from the building.
As a small business, the convenience of helpful support staff to greet visitors and send a receive mail and parcels is a real bonus, as is the availability of dedicated meeting rooms and available at short notice for customer meetings and product presentations.
A365 LIMITED Tenant at St James Business Centre since 2013
Since moving into St James Business Centre, we have found the team to be extremely friendly, helpful and accommodating. They have supported us on our journey from our start-up phase where we initially needed a small serviced office space through to us moving into our new larger offices. As the business continues to grow, it’s reassuring to know we will be able to remain at the business centre for the long term as Langtree gives us the flexibility to move into larger office space and when we need it.
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