10 Tips for Effective Meetings — How to Get the Most Out of Your Meeting Room

Meetings are an inevitable part of business life, but too often they end up as time-wasters rather than productive work sessions. According to Danish studies, 9 out of 10 employees experience wasted time in meetings. With the right techniques and the right environment, you can transform your meetings from necessary evils into powerful tools for innovation and decision-making.

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1. Preparation is the foundation of success

Start with the right purposeBefore you even book a meeting room, ask yourself the question: “What is this meeting going to accomplish?” If you can not give a clear answer, then consider whether the meeting is necessary.

Develop a structured agenda

• Send the agenda at least 24 hours before the meeting
• Include time estimates for each point
• Prioritize the points - start with the most important
• Indicate who is responsible for each point

Choose the right participantsInvite only people who can actively contribute to the purpose of the meeting. As a rule of thumb: If a person cannot influence the decision or is not affected by the outcome, they should not be involved.

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2. Choose the right meeting room for your group

For smaller groups (2-4 people):Choose an intimate venue that promotes close collaboration and confidential discussions. Flexum Coworkings 4-person meeting room in Lyngby is perfect for:

• Strategic Planning Meetings
• Client Meetings and Presentations
• Creative Brainstorming Sessions
• Confidential negotiations

For larger groups (5-10 people):Larger groups require more space and better facilities. Flexum Coworkings Meeting room for 10 people in Lyngby offers:

• Spaciousness for all participants
• Professional AV equipment
• Optimal acoustics for larger discussions
• Space for presentation materials

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3. Create the optimal meeting environment

Lighting and temperature

• Natural light increases productivity by up to 15%
• Keep the temperature between 20-22°C for optimal comfort
• Avoid direct sunlight on screens and presentations

Technical setup

• Test all AV equipment before the meeting starts
• Ensure stable internet connections for online participants
• Have backup plans for technical problems
• Flexum Coworkings meeting rooms come with professional equipment and technical support

Comfort and practicality

• Provide comfortable chairs and table space for everyone
• Make water and coffee available
• Eliminate interference (close doors, turn off phones)

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4. Start the meeting right

Precise timingAlways start on time - it shows respect for the time of the participants and sets a professional tone. Do not wait for delayed participants, as it punishes those who came on time.

Opening ritual

• Review the agenda briefly
• Determine the purpose of the meeting and expected results
• Establish ground rules (phones on silent, everyone gets talk time, etc.)
• Appoint a referent and a timekeeper

Energy and commitmentBegin with a brief check-in or positive update to build engagement from the get-go.

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5. Meet effective meeting management

Stay focused on the agenda

• Bring discussions back on track when they diverge
• Use the “parking space” technique for irrelevant topics
• Set time limits for each point and observe them

Facilitate active participation

• Ask open-ended questions that invite discussion
• Make sure everyone gets speaking time - not just the loudest
• Use techniques such as “round-robin” to hear all voices
• Summarize regularly to ensure understanding

Handle conflicts constructively

• Focus on problems, not people
• Recognize different points of view
• Seek common solutions rather than “winning” discussions

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6. Optimize the use of presentation technology

Visual aids

• Use large screens to ensure everyone can see
• Keep slides simple and readable
• Avoid reading directly from slides
• Flexum Coworking's meeting rooms are equipped with large screens and modern presentation equipment

Interactive elements

• Use whiteboards for brainstorming
• Include polls or polls
• Let participants contribute to shared documents in real time

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7. Structure discussions for maximum value

Brainstorming techniques

• Use “yes, and...” instead of “no, but...”
• Separate idea generation from evaluation
• Set quantitative goals (e.g., “20 ideas in 10 minutes”)

Decision-making processes

• Define who makes the final decision
• Use structured methods such as SWOT analysis or pro/con lists
• Set deadlines for decisions

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8. Manage virtual and hybrid meetings professionally

Technical preparation

• Test video and audio connections beforehand
• Use professional video conferencing solutions
• Provide backup communication channels

Inclusion of remote participants

• Repeat questions from the room for online participants
• Use names when addressing specific people
• Give online participants extra time to respond

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9. End the meeting with clear actions

Summing up

• Review the most important decisions
• Confirm next steps and responsible persons
• Set deadlines for all actions

Follow-up

• Send report within 24 hours
• Include actionpoints with accountable and deadlines
• Schedule follow-up meetings if needed

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10. Evaluate and improve continuously

Gather feedback

• Ask for brief feedback after important meetings
• Ask: “What worked well?” and “What could we do better?”
• Use anonymous surveys for honest feedback

Measure meeting efficiency

• Track about meetings starting and ending on time
• Measure how many action points are completed
• Monitor participants' engagement and satisfaction

Customize and improve

• Experiment with different meeting formats
• Invest in better facilities when it makes sense
• Train meeting managers in effective techniques

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Why Location Matters

Lyngby as a meeting locationLyngby offers the perfect balance between accessibility and professionalism:

• Close to both Copenhagen and the motorway
• Ample parking
• Professional environment that signals seriousness
• Easily accessible by public transport

Flexum Coworkings Benefits

• Flexible booking options - book from 1 hour to the whole day
• Professional equipment - large screens, AV equipment, high-speed Internet
• Comfortable facilities - ergonomic furniture, air conditioning, soundproof premises
• Service included - coffee, tea, and basic catering
• Competitive Pricing - from 200 DKK/hour for smaller groups

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The Economics of Effective Meetings

Calculate the cost of ineffective meetingsA typical meeting with 8 people for 2 hours costs the company a minimum of 8,000-12,000 DKK in salary. If the meeting is ineffective, it's wasted money.

The investment in professional facilitiesRenting a professional meeting room for 400-800 DKK can save thousands of kroner in increased productivity and better decisions.

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Case study: Transformation of meeting culture

Before: A consultancy had weekly team meetings lasting 2-3 hours with no clear results. Employees were frustrated and important decisions were postponed.

Intervenção:

• Implemented structured agendas
• Moved meetings to professional facilities
• Introduced tight time frames
• Focused on action points and follow-up

After: Meeting time was reduced to 1 hour, decisions were made faster, and employee satisfaction increased significantly.

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Get started with better meetings today

Effective meetings start with the right framework and the right approach. At Flexum Coworking we offer:

✅ Professional meeting rooms in the heart of Lyngby
✅ Flexible booking options that fits your schedule
✅ Modern technology that supports productive discussions
✅ Competitive Pricing that gives value for money
✅ Expert support to ensure seamless meetings

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Book your next meeting with us:

• Go to Meeting rooms to see our premises
• Go directly to booking for online booking
• Get 10-20% discount as a virtual office customer

Transform your meetings from time-wasting to productive sessions that drive your business forward. The right environment combined with the right techniques can make all the difference.

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