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Which one is better, Physical meetings or online meetings?

Before the outbreak of the coronavirus, most business meetings were held physically. But one of the biggest changes in business during the coronavirus was the online meetings. Employees worked from home and weekly or monthly meetings were held online. Online and face-to-face meetings each have advantages and disadvantages. We intend to explain them in this article.

Before reviewing online and face-to-face meetings, it is necessary to state whether the meeting is necessary or not. A blog will be published soon to answer this question, which is fully explained.

Physical meetings:

Disadvantages of physical meetings:

1-Delay

One of the problems of face-to-face meetings is the delay in starting the meeting. Problems such as traffic and parking space cause delays for participants. Thus, everyone’s time in the meeting is wasted. This is one of the serious problems of physical meetings.

2-Cost of physical meetings

Holding a meeting includes expenses such as the cost of the reception, the cost of renting a meeting room, and printing the minutes for all people. Although costs can be reduced by management, these costs are almost zero in online meetings.

3- Waste of time

If the meeting is not well managed and the participants do not speak in turn, it will waste a lot of time, which will reduce the efficiency of the meeting.

4- Absence

If one of your teammates has a cold or is traveling, it is not possible to attend the meeting. However, in online meetings, most people can attend the meeting in any situation.

Benefits of physical meeting:

1-High focus

Suppose you are sitting in front of your laptop and as you listen to your manager talking, the doorbell rings and you are completely distracted and lose your focus. Attending a meeting increases your chances of increasing your focus.

2-Eye contact and body language

One of the most important benefits of a face-to-face meeting is eye contact and body language. Suppose you are invited to a meeting to negotiate. The power of persuasion in physical meetings with body language is far greater than in an online meeting. Deep communication and emotional involvement in physical meetings are greater than in an online meeting.

3-Higher impact

The speed of holding meetings is higher than in online meetings. Internet interruption or slowing down reduces the speed of the meeting. This point is very important in the effectiveness of the meeting. Also, after the meeting, you can talk about the meeting in an informal atmosphere and answer the relevant questions.

Online meetings:

Disadvantages of online meetings:

1- Internet speed

One of the main challenges of online meetings is the Internet. Sudden interruption or slow speed can slow down the meetings and reduce their efficiency.

2- Basic equipment

To have a good and quality online meeting, you have equipment such as a microphone and a quality camera. Buying this equipment is a lot of money that is not affordable for most people.

3. Surface communication

You can’t communicate deeply with your audience in an online meeting. As mentioned, eye contact and body language have a huge impact on people’s emotions.

advantages of online meetings:

1-Save time

From the moment you get dressed and move to the meeting place to your return home, a lot of time is wasted, like traffic. But the advantage of an online meeting is time savings. You can join the meeting from anywhere in the shortest time.

2- Online meeting facilities

Online meetings provide services to participants. They can share their files without consuming a single piece of paper. Or the meeting can be fully recorded and saved.

3-Suitable for short meetings

Holding a physical meeting for 10 minutes is not sensible. For example, sometimes you need a short meeting with your team. A physical meeting is not suitable for ten minutes and short meetings can be held online.

Finally, we must point out that each meeting has specific conditions. Your weekly meeting with your team is different from the negotiation meeting for the transfer of shares of a company. Therefore, choose the type of meeting that suits the conditions of the meeting.

For your physical meetings, we introduce the iHiT Meeting Room, located in Nairobi, Kilimani. The iHiT Meeting Room can accommodate your 2 to 60-person meeting. One of the most important benefits of a meeting room is its affordable price, which you can save money.

IMG_3059 (1)-min (3)

How to Pick the Perfect Event Space?

If you had an event in the past, you probably know how difficult it is to organizing and attending it. one of the most important thing about an event you have, is to choose the perfect location for the event. choosing event venues without considering the right factors for your event may result to disappointment. Does this sound a bit intimidating? You don’t have to feel that way. considering this checklist before your event will help you to a better choice.

Key takeaways:

  • Make a guest list
  • Event Date
  • Calculate your budget
  • Find the Right Type of Space
  • Consider other venue services and facilities

The Number of guests

When venue planning for an event, one of the most important pieces of information you must know is who your guests will be and how many you expect to attend to your event. one of the largest limiting factors for event space is its capacity, so knowing the number of guests or at least an accurate estimate (it can be a range) of it will immediately limit your options.

Event Date

event date is also an important factor. if you choose wrong day for your event your audience may have problem to attend. so choosing right time for your event is also important and we offer consider this advices:

  • When are your guests most likely available to attend based on their schedules?
  • What venues have appropriate and available space for those times?

Calculate your budget

Budget is one of our limitation to consider our even space. firs of all your financial resources are limited, and you should be aware from the beginning of what your financial limitations are. you should also consider your audience expectation.

the best choice is the one that consider both your budget limitation and your audience expectation of event space. consider below advice too:

  • Do the venues fall within your budget parameter for space, technical equipment and catering expenses?
  • you should allow some flexibility in your budget in case line item expenses exceed the plan.
  • know your audience

Find the Right Type of Space

your venue must have an appropriate space for the type of event you’re planning, will your event venue require a dance floor, a scene, a projector or a big screen or will you need a PA system. in addition you can ask this question too:

  • From Technology side of view, does this place fit our needs? Can the venue accommodate sound, and other technical needs?
  • From Standard side of view, does the condition of facility reflect your audience standard level?

Consider other venue services and facilities

before you choose your appropriate event space, you should check other services of the event space too. you may want to look into the types of other services offered by the venue. Some venues will also have a preferred vendor list from which you must work to find vendors or suppliers for other services. Other venues have restrictions on decor or other aspects of the event itself and may affect your choice. ask yourself this questions:

  • Does this venue offer good parking options for client cars?
  • Does this venue offer enough security for the event?
  • Does this venue offer additional services like catering, floral arrangements, table rentals, coffee shop etc.?
  • Does this event space have a setup and clean up crew?
  • Does this venue have food and beverage minimums or restaurant in it?

As you can see, there’s a lot to consider when choosing your event’s venue. However, if you take the above into consideration when doing your research, you’ll find the perfect venue for your event.

meeting room for hire, iHit

How to choose a suitable meeting room?

Holding business meetings is an important part of any business. Weekly meetings with team members or meetings with the employer are each important. People who do not have a dedicated office for themselves and their business must book a meeting room to hold their meetings. In this article, you will get acquainted with 8 factors for choosing a suitable meeting room.

meeting room iHit

Tips on finding the best meeting room you want

location
The meeting room location should have good access for participants. The nearest meeting room may not be the best option for you, but the meeting room you choose should provide you with easy access by car, motorbike and public transport.

Features
One of the most important factors in choosing a meeting room is its facilities. Comfortable chairs, fresh air inside the room, screen, whiteboard, high-speed internet, and parking.

Flexibility
Sometimes you want to change the layout of the meeting room to suit your meetings. For example, it looks like a classroom or a circular space where everyone gathers together. The meeting room you want to choose should allow you to do this.

Cost and budget
One of the most important issues in choosing a meeting room is its price. Hotels usually provide you with the most expensive meeting rooms. So choosing a hotel to hold a meeting is not in your best interest. In addition to hotels, Innovation Centers and Shared Workspaces also provide meeting rooms, which are cheaper than hotels.

Private space
It is not possible to hold an important work session that requires high concentration in a crowded restaurant. Or coffee shops are not a good place to hold your team’s performance analysis meetings. The meeting room, in addition to the private space it provides, should not distract you and should not have noise pollution.

Catering to guests
If you are planning to host a meeting, book a meeting room with a coffee shop and restaurant, and you will be able to order whenever you want and save time.

Room lighting
The darkroom makes people drowsy and they can not pay attention to the content of the meeting. When choosing a meeting room, pay attention to the light of the room.

Internet connection

You can rent out the nicest meeting room in town, but when your business’s Website does not load properly in front of clients, investors or your partners, then that’s a big problem. Look for a meeting space that guarantees a strong, reliable, and secure internet connection plus high speed internet. Make sure you try the internet connection on your device before the meeting.

meeting room for hire, iHit

iHiT MEETING ROOM


IHiT has an elegant meeting room /board room that is soundproof and suitable for a small board meeting carrying the capacity of up to 6 people.
It comes with a smart screen for sharing content and presentations with a High-Definition Multimedia Interface (HDMI cable) or in preference of a whiteboard to scribble down illustrations.
At a very friendly price (1000 Ksh) per hour, you get to use the board room space.
iHiT Conference room
It is also known as the auditorium or the training room the meeting room comes with a smart screen and a potable whiteboard together with HDMI cables to help with the presentation of the clients.
Unlike the meeting room, the auditorium’s minimum capacity is 7 while the maximum is 50. The striking difference between the conference room and the meeting room is that the conference room charges vary according to the number of people, for example, 6 to 10 people are charged 1500 per hour while 20 to 50 people are charged 3000 Ksh per hour.

coworking space, cowork nairobi

what is co-working space? everything you need to know about co-working spaces

what is a co-working space?

as the name say it, a co-working space is a collaborative space that freelancers and small startup share it. instead of having their own office and excessive cost of it, they use this spaces and it’s lot’s of benefits.

the emerging of new technologies changed the way we work too, these days people work remote, at their bedroom, at their home kitchen, traveling around the world whilst working, and also working in a coworking space instead of having their own.

in this article, you will learn more about coworking spaces and best option for you to choose.

the history of co-working space?

For a long time, the workspace options of a freelancer or startup were limited and he/she has no option for working but at his home. Most people starting out a business or working for themselves had no option, but to work from home or in their local coffee shop( or from their parent garage home like Steve Jobs), which could prove isolating, distracting and unproductive and finally a shallow work. the most important thing for a freelancer is to be in great Atmosphere and networking

the need for this types of things in early 2000s leads to emerging of co-working spaces(or coworking) that was a solution to the plight of needs for freelancers.

In fact, an office once directed at freelancers and small startups now caters to everyone from one-person bands to international corporations and enterprises. being work at a co-working space and as a freelancer became a New job description.

what types of co-working spaces are Available?

  1. conventional/open office: Conventional or open offices coworking space is what usually comes to mind when people think of coworking.
  2. Corporate/Professional: It will be more budget-friendly than high-end space with a quiet atmosphere that is private and highly professional with dimmer lighting and less energy than other types of spaces.
  3. Private Workspaces: This category of flexible space is oriented to companies and teams who are concerned that being in the same space as other companies have more negatives than positives. 
  4. Meeting Space: As companies and freelancers , you can choose to rent meeting space rather than sign an agreement for an office space they come to every day.  Many coworking spaces offer hourly, daily or even weekly use for client meetings, collaboration sessions, planning meetings, and more.

Advantages of co-working spaces

The continued rise of coworking spaces in cities all across the world is driven by a bunch of different factors like economic factors. Nairobi coworking spaces also followed the world trend and today we see lots of coworkings in city. meanwhile iHiT coworking space provide the best services for a excellent space at affordable prices.

coworking space ,like everything else in human life, has its own benefits and disadvantages. for example we list a bunch of this places advantages for freelancers and startups:

  • pay-as-you-go terms: with coworking spaces, you don’t require to commit a long term contract for office, which can help keep things affordable for young companies just starting out. as we at iHit provide you with day-to-day affordable pays.
  • sense of community: you can imagine if you work at home or coffee center alone without any sense of teamwork or belonging to a greater group. you could add to this condition the challenges of a new born startups. it would be frustrating.  A coworking space connects you with a group of like-minded professionals. it create a sense of belonging to greater group.
  • Lower costs: the greatest benefit of a coworking space can be cost-efficency of it. you share lots of your cost with others an is a win-win situation for you and others in coworking space. By sharing things like office facilities, reception services and internet with employees from other companies, businesses and freelancers on a tight budget can avoid service charges and cut out many of their costs that long-term leases has.
  • More productivity:  in the Best seller book, Atomic Habits, James Clear said that: if you want to boost your good habits, join a group that has that habits as a group identity. coworking spaces are like that group we want to join to boost our productivity, they had productivity in their gene. Sharing a coworking space with a bunch of driven and focused coworkers is a good way to enhance your own productivity. 

Tips on finding the best co-working space for your job

Location

Whether you’re a freelancer with a laptop or CEO of your startup, the most important factor of a good coworking space is its demographic location and access to urban facilities. The best coworking space might not be the one closest to you, but it should be convenient to reach by car, bike, or public transportation.

Amenities

They might seem like a nice bonus, but top-level amenities can truly elevate a coworking space into something special. coffe shop, internet, green space, restaurant and printing facilities could be advantage of coworking spaces. havnig outdoor spaces and confernce rooms in one place, iHit could provide you a better coworking experience.

Flexibility

if you have a startup and you need a coworking space, Ensure the coworking space you choose offers a flexible, short-term office lease to give your business the elbow room it needs to navigate the unexpected and to easily scale up to suit your changing priorities as the company expands.

cost and budget

coworking spaces can be a cheap option for businesses looking to move or expand because of cost of furniture, unexpected charges like repairs and amenities has covered by coworking spaces. Your budget will ultimately determine which coworking spaces are affordable for you and your team, but always have a clear path for you probable expand and choose your coworking space withe regard to that.

iHit The best Affordable prices in Nairobi

iHit coworking spaces are the most affordable in city. Whether you’re a freelancer in need of a coworking space or a business searching for the perfect flexible office solution, iHit provides beautifully designed, affordable workspaces that can be configured to meet the changing needs of your team. contact us now.

How to have a good meeting?

Written by Mehran Hoshyar

One of the features of businesses is meetings. These meetings, are of great importance and also can waste the participants time and end without positive results. The aim of meeting often is to solve existing or arising problems either internally or externally, thus if the meeting gives negative results the progress is also positive while if the results yielded are negative the problem tends to reoccur and thus little or no development is achieved.

 In this blog, we intend to provide solutions to make your meetings more productive, efficient and effective. These are the most common requirements for the basic meeting:

1-Do you have an AGENDA?

An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be acted upon
One of the issues that make meetings long and inefficient is the lack of an agenda. This is a very important requirement, what is the aim of the meeting?
 The purpose of the meeting should be clear , short and easy to comprehend for all parties present for  the meeting. The agenda should be availed in advance to the people invited to the meeting either through emails, memos or faxes or even phones, this enables the parties to prepare for the meeting in advance.
There are several benefits to writing an agenda, these are :
*Everyone comes to the meeting ready and well informed of what is going to be discussed.
* At the beginning of the meeting, there is no need to add additional explanations as to why the meeting was held. This will improve the time management for the meeting timeline.
* By the close of the meeting the parties are aware of the result weather positive or negative thus determines the adjournment of the meeting and also helps determine a clear way forward to handing the situation at hand.
*Writing an agenda lets the participants know how much time they have to spend on it. For example, if you do not know what you want to talk about, you cannot determine how long it will take. It is better to have completely clear topics to talk about all of them.

 

2. Prepare the meeting venue early.

You need a quiet environment to hold your meetings that the meeting goes well. You should prepare the meeting room in advance in all respects. A good meeting room can help the quality of the meeting.
 A meeting room or venue should have these features :
* A meeting room should have enough facilities. This means that it should include a screen, whiteboard, this is to enhance better presentations and brainstorming forum, comfortable chairs and private space. You may need a screen to present or a projector for better view of the presentations. So you should check your file in advance and make sure it is displayed. Or maybe You need a whiteboard to explain a subject, so you must have marker with you.
* Meeting room location should be in an accessible location to all members. Never invite your team members to the furthest corner of the city for a one-hour meeting. Time is the most valuable asset.
* Parking is one of the most important services for a meeting. You will not have time to go to the meeting place half an hour earlier and look for a parking space. A meeting venue should have enough parking if it’s away from the office.
* Internet is very important tool for holding meetings that need to be virtual. Many meetings do not require internet and all members must be offline for the meeting to go well but we are in a digital era where meetings can be held from anywhere as long as there is the aspect of network, thus if you are in a situation where you have to hold a virtual meeting then internet should be a core requirement.
*Focus is one of the most important factors in increasing efficiency. A poor meeting environment distracts you and thus reduces the efficiency of the meeting. For example, suppose in a meeting room, the voice of people comes out of the meeting room and you have to speak louder. It also disturbs the focus of other people and can make the meeting disruptive.

3. Do not forget to manage the meeting.

Suppose you have a five-person meeting with your team members. A one-hour meeting should be worth 5 hours for you because in that one hour 5 of your employees could do more work this is possible since with one hour many goals can be achieved within a short period of time by brainstorming and contribution thus saving time and achieving more. This means that if you do not manage the meeting, you will lose.
Meeting management is divided into several sections:
* Time management: The start and end time of the meeting must be specified. If we do not specify the end time of the meeting, the meeting may take a long time. Each person should also be given adequate time to speak. Sometimes one person’s speech is long and makes everyone tired. The moderator should manage the time and avoid prolonging it.
* Content management: The meeting should proceed according to the agenda. We should not talk about topics that are not on the agenda unless asked to discuss in the time allocated for other topics. The ultimate goal of the meeting should be clear according to the agenda. If we do not avoid issues that may prolong the meeting, we will not achieve the desired result.
*Emotion management: Sometimes, due to the issues raised in the meeting, our emotions cause us to react. For example, if a person disagrees with the decision of the members, he must explain it logically. But if he cannot manage his emotions and gets angry, it causes the meeting to be chaotic and not have a good result.

4. The minutes are the final step to a good meeting.

At the end of the meeting, all that remains is the minutes. Everyone forgets the results of the meeting as soon as possible. They do not know what to do and what reports to prepare for the next meeting. In order for the results of the meeting to be documented, the minutes must be written.
 The minutes of the meeting must include the names of the people present at the meeting. Also, all members present at the meeting must sign the minutes. A minutes should include all the issues that were raised and decided on in the meeting.
 In the case of a meeting, we must know exactly who, on what date, what to do. The minutes of the meeting are documents that can be referred to and cited in the future. This document is so important that it should be Write the beginning of the meeting carefully.
* The minutes must be signed by all those present at the meeting or rather the chair of the meeting and the secretary who wrote the minutes and also additionally the seconded person that confirm the minutes are correct once read out in the next meeting.
* The date of the meeting should be written. Also, the date of future actions of the meeting should be specified if discussed, so that it can be evaluated in the next meeting.
* The minutes should be clear, easy to understand and straight to the point to all people. There should be no question about the outcome of the meeting unless the minutes are wrongly written.
You try to hold your meetings optimally. Because you save a lot of time and this will grow your business. When your competitors are wasting their time, you are the one who cleverly manages the meetings. You go ahead and get better results.
By implementing this content, you will be able to increase the efficiency of your meetings. As an innovation and technology center, we have prepared one of the above for your meetings. We can host your meetings for 2 to 50 people. Our meeting rooms include screens, whiteboards, high speed internet, comfortable furniture and parking. Our center is located in the Kilimani area. Our meeting rooms are for weekly meetings You and your team are ready every month. Also, if you are planning to hold training meetings for your team, you can contact us to provide space for you to hold this event.

MEETING ROOM

IHiT has an elegant meeting room /board room that is sound proof and suitable for a small board meeting carrying the capacity of up to 6 people.

It coming with a smart screen for sharing content and presentations together with a High-Definition Multimedia Interface (HDMI cable) or in preference of a white board to scribble down illustrations.

At a very friendly price (1000 Ksh) per hour you get to use the board room space.

Conference room

It is also known as the auditorium or the training room that like the meeting room comes with a smart screen and a potable white board together with a HDMI cables to help with the presentation of the clients.
Unlike the meeting room the auditorium the minimum capacity is 7 while the maximum is 50. The striking difference between the conference room and the meeting room is that the conference room charges vary according the number of the people, for example 6 to 10 people are charged 1500 per hour while 20 to 50 people are charged 3000 Ksh per hour.

11 Factors about co-work

Factors to consider before you choose a co-working space:

Co-working spaces are popping up all over the world, and for good reason! But before you sign up with the first space you stumble upon, it is important to find out what you are looking for in your co-working space.

Is it important to find a location close to your current job or home? Do you need storage space for files or stock? Will you be working with others in an open office setting? These are all questions that should be answered before signing up for a space. In this article, I will outline the factors to consider when choosing a co-working space to choose.

1. Dedicated space vs. Shared space: What is the difference?

If you have a dedicated area in your current office setup and it is not shared by your coworkers, moving to a co-working space should not be an issue for you. In this case, the co-working space will probably be similar to your current office.

However, if you share a workspace with your coworkers, you may want to choose a co-working space that offers closed offices or private offices so you can have some privacy while you work. A shared office is more open and relaxed, but it can also be distracting depending on what kind of work your job requires.

2. Dedicated support: How does a co-working space support you?

One of the best parts about a co-working space is its community. You are likely to meet new people, work with other people on projects and get advice from other colleagues when you need it.

Being able to connect with others in the community of your co-working space can be a great advantage when you’re working on a project and getting stuck. Being able to talk to others will make you feel more confident, and will help you work through problems faster.

How a co-working space can support you depends on the community of your workplace. If the community is warm, it can be helpful in getting help from other people on your projects directly. For example, when I moved to Nairobi City, it was difficult for me to get back up to speed at my new job because I didn’t have any friends close by who I could easily meet up with.

My co-working space made me feel more confident at work by providing private offices and dedicated support through the community. Because of this, I was able to make more progress on my projects and get my job back on track faster.

3. Physical vs digital workspace: What will your needs be?

You need to decide whether you can get the same amount of work done in a co-working space with a moving community of people versus an office dedicated to you. If your job involves physical work, such as working with a lot of files, or if your job is based around constantly looking at documents, it might make sense for you to choose an office over a workspace so you can store all of these documents in one location instead of having to keep track of them.

For example, if you’re currently working as a freelance writer, a co-working space with a digital workspace would work perfectly for you because you don’t need to store any physical files – just your computer!

4. Benefits of a co-working space: What will you gain?

Whether you are working part-time or full-time, the benefits of a co-working space can be great. As I mentioned above, co-working spaces offer shared areas where you can eat lunch, chat with coworkers and get help on your project.

Co-working spaces are also great for getting work done on your own projects without anyone else being around. It is so comforting to be in an open area with a lot of noise and people around, knowing that you don’t have to worry about distractions or other people trying to get in your space because their office is down the hall.

5. Pricing: Which co-working space is right for you?

The pricing of a co-working space will depend on what you need from your workspace. If you are on a budget, you can find plenty of options that are easily accessible. Some spaces are available in the form of membership per month or as part of a set package.

Working with others to provide value to your clients can help build up your reputation and ensure that you will get paid for all of your work! I highly recommend joining a co-working space community because it makes it easier for potential clients to find me through the community.

6. Location: Your location will dictate how often you can get to your workplace.

The place where you work is not the only factor in choosing a co-working space. You have to look at your budget and the amenities the space offers to consider things like the price, payment options and amenities. The good news is you don’t have to choose based off just one or two attributes. There are many factors that will effect your decision so look at all of them!

7. Good Business: 

Co-working spaces have been taking off across the Kenya and are becoming a popular way to work. This means that you should expect to have a plethora of options when looking for one. Keep in mind, however, that not all co-working spaces are alike. Some might be more business-oriented than others so you want to look at the environment itself and how professional it looks compared to others.

8. Wifi:

This is one of the biggest factors people think about when choosing a co-working space. How many people will be sharing the same wifi? What kind of speed does the wifi offer? How much are monthly payments and how will you pay for it? Does the place offer any other internet options in case one isn’t good enough for you to get your work done?

9. Involvement:

Not all co-working spaces are created equal. Some will require you to work there every day, some will allow drop-ins, but most likely you’ll have a choice between a few different options. Find out what kind of involvement the space asks of you and if it is something you can handle. Some will require you to be there at specific times and have a strict dress code, while others just add a desk in your space that you can use whenever you want.

10. Access:

This one is mostly going to depend on the location where the co-working space is located. Co-working spaces are more commonly found in urban areas, but for some communities, there aren’t as many options available. You might have to look for a less populated area to find your ideal spot or travel further for your “away from home” work space.

11. Other Services:

Many co-working spaces offer additional services besides just being a place to work from. Some offer more amenities than others and you want to know what they offer before signing up with them.

Are you in need of a co-working space, consider haftohasht as the one stop shop for all your co-working needs.

Written by Oduor Jagero.