Whether you’re discussing a new contract with a supplier or a sensitive staff matter, holding a confidential meeting takes a bit of planning before the meeting actually takes place.
Check the Room’s Sound Insulation
Check the room for sound insulation. If the room is bounded by thin partition walls, sound will travel very easily. Find out if the room has acoustic panelling, or if it is made of solid walls. Also ask if there are any other rooms nearby that may be in use and request an alternative if a busy corridor or open plan area could pose a problem. A simple clap or knock in the potential meeting room will soon give you the answer to how sound will travel.
Control What Can Be Seen
Many meeting rooms now have glass fronted walls that look great but can often mean that people outside can see into the room. Look for meeting rooms that have blinds or have frosted film on the glass. When seated in the meeting room, position people so that their back is to the glass and they are looking towards the interior of the room.
Be Careful With Devices
Also remember to switch off your phone and lock your laptop or tablet so that they do not display any sensitive information. It is also worth checking the ICO’s guidance on handling confidential information responsibly before meetings where you will be discussing personal data or other sensitive business information.
Book a Dedicated Room Rather Than a Corner
If your business requires meetings with confidentiality involved then meeting rooms in Exeter are ideal for the occasion.
A useful reference for Meeting Rooms Exeter is exeter.nettl.com/meeting-rooms/.
Ask About Neighbouring Rooms
Even the best of rooms can get noisy if the room next door is hosting a very loud meeting. Find out what else is booked around the rooms you are interested in hiring and try to book a time slot with a bit of a gap either side.
With a little preparation before the meeting, the actual meeting can be confined to the people who need to know.