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How to have a good meeting?

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:

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.

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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.

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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.

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 :

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  • 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.
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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.
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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.

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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.

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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.

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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.

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11 Factors about co-work

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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 Hafto-hasht as the one stop shop for all your co-working needs.

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what is iHiT?

Iran House of Innovation and Technology (iHiT) creates a suitable platform for Kenyan innovative idea owners, programmers, knowledge-based companies, startups, and creative industries, to benefit from the technologies acquired from Iranian companies over the years.

It also provides business owners and entrepreneurs with the space and facilities needed for a workplace. The center’s ultimate goal is to further strengthen the bilateral relations between Iran and Kenya.

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iHiT services:

1-private office

Impress your customers with our private office section, which is move-in ready. iHiT has prepared private offices with different capacities based on your needs. Our smallest offices comfortably fit 3 people while the largest fits 8_10 people. You also get branding rights to input your logo on your door, for that personalized touch.

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2-Coworking spaces

Haft o Hasht is a modern coworking space that has been designed to the satisfaction of a freelancer, a startup, or a company that needs privacy. Haft o Hasht is equipped with blazing fast fiber internet, elegant boardrooms, a lounge to think through your strategy, and a tech shop to draw your plans. We offer 3 packages:

  • Team Package
  • Individual Package
  • Day Pass
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3-Meeting and Conference room

*Meeting room

We have a luxurious, chic, and cozy meeting room that has a capacity of up to 6 people.  Our meeting rooms come with a 55” 4K TV panel that wireless connects to your laptop. If you want to quickly go the classroom style, we have a large whiteboard where you can easily jot down the agenda or explain a point.

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*conference room

If you have a small event of up to 50 people, our conference room is the best fit for you. It comes with modern and corporate chairs and a small elevated stage for your speakers. Our meeting rooms come with a 55” 4k TV panel that wirelessly connects to your laptop.

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4-Event spaces

*Glass building

The glass building is an incredible space for your events. It is a place with high flexibility for different layouts and with a view of the green garden. This cozy space is ready to host a variety of seminars, workshops, and events for up to 100 people.

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*Garden

For parties and celebrations such as graduation parties, we offer you a courtyard space. A place in beautiful nature, you will enjoy yourself with your friends.

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5-Commercial services

We offer our business services in 5 categories:

  • Technology Transfer (from Iran to Kenya)
  • B2B Meetings (between Iran and Kenya)
  • Business Delegations (between Iran and Kenya)
  • product supply
  • Solve technological needs In the next news update, we will explain more about our mission and facilities.
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