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Creating a Successful Meeting Room Policy: Free Checklist

Implementing a well-designed meeting room policy is essential for optimizing your company's meeting spaces. Our free checklist provides guidance on fostering room reservations, conference room etiquette, and creating a policy that works for your organization.

Creating a Successful Meeting Room Policy: Free Checklist
meeting room policy checklist

Creating a successful meeting room policy is crucial for ensuring that your company's meeting spaces are used efficiently and effectively. A well-designed policy can help foster room reservations, promote conference room etiquette, and provide guidance for employees using these shared spaces.

To help you create a meeting room policy that works for your organization, we've put together a free checklist. This checklist covers the essential elements of a successful policy, including:

1. Clearly Define Meeting Room Types and Purposes

  • Identify the different types of meeting rooms available (e.g., small huddle rooms, large conference rooms, video conferencing rooms)
  • Specify the intended purpose for each room type (e.g., collaborative work, presentations, remote meetings)
meeting room types and purposes

2. Establish Reservation Guidelines

  • Set guidelines for how far in advance rooms can be reserved
  • Determine the maximum reservation duration for each room type
  • Specify any restrictions on recurring reservations
  • Outline the procedure for canceling or modifying reservations

3. Implement a User-Friendly Reservation System

  • Choose a reservation system that is easy to use and accessible to all employees
  • Ensure the system displays real-time availability and allows for quick reservations
  • Consider integrating the reservation system with your company's calendar or communication tools
user-friendly meeting room reservation system

4. Promote Conference Room Etiquette

  • Encourage employees to start and end meetings on time
  • Remind users to clean up after themselves and reset the room for the next meeting
  • Provide guidance on appropriate noise levels and behavior in shared spaces
  • Establish guidelines for food and drink consumption in meeting rooms

5. Regularly Monitor and Maintain Meeting Spaces

  • Assign responsibility for monitoring meeting room usage and identifying any issues
  • Establish a schedule for regular cleaning and maintenance of meeting rooms
  • Ensure that necessary equipment (e.g., video conferencing systems, whiteboards) is in working order
  • Encourage employees to report any problems or concerns promptly
monitoring and maintaining meeting rooms

By following this checklist and tailoring it to your company's specific needs, you can create a meeting room policy that promotes efficient use of your meeting spaces and fosters a productive work environment. Remember to communicate the policy clearly to all employees and provide ongoing guidance and support to ensure its success.

For more insights on optimizing your workplace, check out our blog post on how to adjust your open office space for activity-based working.


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