rent a meeting room

7 reasons why you should hold meetings in an off-site meeting room

Off-site meeting rooms are better, why? Even if you have a meeting room in your company, it is better to hold your meetings outside the company. Holding meetings in an off-site meeting room inspire the creativity and innovation of employees(+). while also providing a boost to your concentration, which results in more effective meetings. There are also numerous other benefits to holding your meeting in an off-site meeting room. what are the benefits of using outside meeting rooms? read this iHiT article.

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1. in an off-site meeting room Everything is taken care of for you

holing your meeting in your company meeting room, you have to think and plan every detail by yourself and constantly worry about everything in the meeting room to be perfect during your meeting. 

Opting for a meeting outside your usual place of business is a smart move: everything is arranged for you.

These off-site meeting rooms have experience in organizing many seminars, meetings, events, etc., like your meeting. and will ensure that your meeting is a success. No need to worry about the technical set-up of the meeting, catering, or other facilities. they will arrange every detail for you. 

2. Meetings outside the company add to its seriousness

Meetings outside the company add to its seriousness. When you have chosen a great location for the meeting, the chances of cancellations by the participants are reduced.

Holding a meeting outside the company conveys your seriousness in work and the importance of the participants. So it is better to be very careful in choosing the place of your meeting.

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3. Holding a meeting outside the company increases teamwork spirit and productivity.

In the introduction, we already said that meeting in an outside environment increases the concentration of the participants, but why is that?
Well, this is due to the new decorations that trigger you. You probably think that all these new stimuli just take away your concentration, but The new stimuli sharpen your senses and improve your ability to concentrate.

The new environment that is outside the company and its only purpose are to hold effective meetings, does not have things like disturbing colleagues, company noise, phone ringing, or customer visits, and the only purpose of this meeting environment outside the company is to hold excellent and productive meetings.

4. Get more Creative with holding meeting off-site of your company

Creativity increases in new environments. Holding a meeting outside the company and in a special environment increases creativity. For example, it has been proven that brainstorming in a new, unfamiliar environment leads to new, better, and more creative ideas(+).

5. Time is Money: off-site meeting room could save you money

Yes, it’s true, renting a meeting room outside the company will cost you extra money. But when time is also included in the equation, the meeting will become more important for us.

When meeting at an off-site meeting room, time pressure comes into the equation, which makes the meetings overall more efficient, leading to faster decisions, which in turn saves time and, indeed, money.

6. off-site meeting room: Opportunity for strengthen Team Building

Why not add value to your off-site meeting and start the day with some team-building activities? how?

Taking your team out of the office for a meeting not only encourages creativity it also brings the team members closer together in an informal location. This will help your team bond and form connections that they will take back to the office with them.

7. off-site meetings Allow face-to-face networking

When it’s critical to understand each other, nothing works like meeting in person. When a group shares the same physical space, you can pick up on non-verbal cues that would be missed over the phone or via video chat. this face-to-face interaction is a great opportunity for team Networking

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iHiT a good choose of off-site meeting room

Want a off-site meeting room in Nairobi? choose should iHiT affordable meeting rooms

iHiT meeting rooms are high-tech meeting rooms, with the best price for an excellent meeting and conference room in this quality. contact us Now.

affordable meeting room

What is a meeting room? how to rent an affordable meeting room?

These days, holding business meetings with colleagues, potential customers and managers have become one of the business components. One of the important factors to consider in this is to rent an affordable meeting room.

renting an affordable meeting room can have a huge impact on the results of the meeting. Some companies have meeting rooms at their workplace, but some companies do not have meeting rooms and have to go outside to work.

In this blog, we are going to explain the benefits of a meeting room and also examine the process of renting an affordable meeting room. So if you have a lot of meetings, this blog can help you.

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iHiT affordable meeting room

What is a meeting room?

According to Wikipedia, a meeting room is a space that enables you to hold meetings or events. An affordable meeting room should have efficient equipment such as a TV or a projector, a whiteboard, and good internet.

You can have your meetings in a private office, coffee shop, restaurant, and Coworking space, but the best option to increase the efficiency of the meeting is a meeting room.

The meeting room is specially designed to hold meetings, it should be noted that not every room with a table, chairs and TV or projector is a meeting room. In the next section, we will look at other important factors in a meeting room.

What should be in an affordable meeting room?

A good meeting room should include the following factors:

1- Air conditioning

Be sure to check the air conditioning in the meeting room. The lack of fresh air in the meeting room makes you sleepy.

2. Adequate light

Having a window and natural light is a very important factor. Dark rooms with low light make the meeting less productive.

3. Electricity

Some meeting rooms do not have electricity to charge laptops and cell phones. Make sure there is an extension in the meeting room.

4. Calm environment

You need to be silent to hold a meeting. A noisy and crowded environment only distracts you and reduces the efficiency of your meeting.

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What are the benefits of a meeting room?

There are many benefits to having a meeting in a good meeting room. In this section, we will look at the benefits of a meeting room.

1. Private space

A sense of privacy should be present in the meeting room. You can not have a good meeting in a communal and busy space. So the private space of the meeting room will help you a lot.

2. Focus

A dedicated meeting space enhances your focus. You can speak more calmly and listen to others with concentration. Focusing is a big advantage that affects your work.

3. Impress the customer

In the initial encounter with your customers, impress them with the meeting room atmosphere. The professional atmosphere of the meeting room at first glance shows the importance of the meeting to your client.

4- Meeting room facilities

You need a high-quality screen when explaining a file. Equipment that helps you work better is a great advantage.

5. Services

When you rent an affordable meeting room, you have access to services that help you hold a meeting.

1-Internet

The first service required for a meeting room is high-speed internet access. Professional meeting rooms have high-speed Internet access and, in the event of an Internet outage, an alternative.

2-Parking

You can’t waste time looking for a place to park before your meeting. The availability of parking increases your comfort and this is an important advantage.

3. Scanning and printing

You need services such as printing and scanning your files. You can get these services without wasting time and at a lower cost.

4. Coffee shop and restaurant

You can order from coffee shops and restaurants to entertain your guests. You do not need to wait for the courier to order coffee or prepare food. Your order will reach you fresh and quality in the shortest time.

5. Productivity

Just as working in a shared workspace increases your productivity, meeting in a meeting room also increases the productivity of your meetings. Ultimately, the services you receive increase the productivity of your meetings.

The meeting room comes equipped with everything you need

As we explained, the meeting room is provided with all the facilities you need and helps you reduce costs. When you hire a meeting room, you feel comfortable that your meeting is going well. Of course, before renting an affordable meeting room, check all the factors we have described to meet the conditions, like meeting room Location.

What does iHiT affordable meeting room offer to you?

As an innovation center in Nairobi, iHiT has equipped a meeting room and a conference room for you. These rooms are provided with the following facilities:

The facilities within the packages:

  • Free internet
  • Parking is available
  • Whiteboard
  • TV & HDMI
  • Video projector

To book a meeting room & conference room you can contact us:

Mail: info@ihit.co.ke Phone & WhatsApp: +254786746476

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Conference Rooms that are suitable for any type of business

The best conference rooms aren’t just chairs and tables, but how they help teams to collaborate and how they support teams. In the workplace, we need to collaborate to get things done.

Meeting with others, sharing ideas, networking, brainstorming, and aligning to an execution strategy is essential to business growth.

Collaboration ranges from having a quiet chat with your colleague to generating ideas as a team or video conferencing with colleagues across the world. In most offices, these activities take place in conference rooms.

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Different size conference room for any needs

Having flexible workspaces where employees have the freedom to work according to their needs and comfort level is essential to keeping productivity and creativity levels high. In teams, we also need high productivity, so the workspace is a very important factor for a business.

So we need our work office space to have several offices of different sizes that can be used for different tasks. That’s why offices should have a variety of meeting spaces of different sizes and amenities.

For example, a 3-person workspace or a 10-person workspace. An optimal workspace combines these. that’s why we at iHiT provide a variety of conference rooms with different capacities.

large conference rooms

Some of our meetings need to be held with managers of different organizations, managers of different departments, and staff of a department that needs a large conference room. For these, a big room is necessary.

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Occasionally there is a need for multiple meetings or important video conferencing. In these cases, there is no need for a large conference room, and a small and efficient conference room will get the job done.

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Conference room equipped with collaboration tools

Equipment in a conference room is very important, equipment should help to hold meetings better. A functional conference room should come with tools that make collaboration as easy as possible. Those instruments can be low-tech, such as markers and a whiteboard for outlining, or high-tech, such as software to videoconference into the room.

With the proliferation of the Coronavirus and the increase in remote workloads, the need for virtual meetings increased. Therefore, the need for equipment such as video conferencing in the meeting space is felt more than ever and is a basic need. Whiteboards are needed for things like brainstorming and idea sharing.

Ideation sessions or presentations can take place in either small, intimate settings or large ones. To accommodate a larger group, a room facing a whiteboard with a large table, or several tables arranged classroom-style is a need. so we need a variety of conference rooms with different capacities.

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Conference rooms that hasn’t table

Not all collaborative activities necessitate a table. Sometimes, a quiet space to have a relaxed, private chat is where teamwork happens, Some meetings require an informal atmosphere. As an added benefit, comfortable spaces, such as employee lounges, may reflect a company culture of showing your employees how much you value them. also having an informal and comfortable conference space makes good sense for staff. Therefore, conference rooms without desks also have their function for companies.

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iHiT conference room

Our conference rooms also cover a wide range. From multiplayer rooms to large rooms with great equipment, high-speed internet, great lighting, and large screens. Our shared space offers a startup and leading space. Book your conference room today.

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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.