Best Conferencing Tips

Why A Huddle Room Should Be In Your Office Right Now

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We’ve heard of hot desking, colleagues bringing in puppies (sometimes even the occasional iguana), but what do you know about a huddle room and how can they benefit your business?

It draws from the same logic as a football huddle when the coach gathers the team in a tight circle to share words of wisdom, to strategize, to inspire or share new found sensitive information about the other team (it’s a pretty important part of the game, don’t you think?).

And it’s important for business. A huddle room is typically a secluded workspace located off the beaten track of the office to accommodate a handful of colleagues (4-6). The space is decked out with all the accouterments of a conference room (think video conferencing equipment, screens, chairs, whiteboards, audio-visual equipment) and it is designed to facilitate focused brainstorming, closed off and away from distraction, other colleagues and anything else that could derail streamlined productivity. Here’s why huddle rooms are the necessary addition to a modern workplace:

They Provide A Space For Privacy Without Sacrificing The Open Concept Layout

Workspace meetingAn open concept workplace with its no walls, cubicle-less departments, rows of desks and panoramic visibility breaks down barriers and fosters a transparent, creative and multifunctional environment. But when there are some meetings that require discretion – without interruption and without loud noises – a huddle room can allow for the team to still enjoy the benefits of a sprawling floor plan while having a confidential discussion with upper management in private. They become the perfect space for difficult conversations, brainstorming, dealmaking, etc.

They Facilitate Connection With Remote Workers

Business MeetingThe cozy set up that works well when touching base with employees in remote locations. The small team can be together in one place while connecting with the employee overseas who wants to address everyone at once rather than each one individually. It’s a great set up for easier access and face time, meant to nurture collaboration by bringing people together while saving time, money and resources. To make this interaction even more convenient, bringing in a large-screen TV plus camera will ensure everyone in the room gets seen.

Take it a step further and implement a SIP connector to optimize the huddle room space for a seamless connection. With the touch of one button, you can be connected via software that offers stationary streamlined video and professional grade audio through to multiple endpoints. Essentially, all you have to do to connect to a meeting is click on when you’re ready and click off when you’re done!

They Are Easy Install – And Use

Boardrooms are large and depending on the size of your office, might not be feasible. Huddle rooms, on the other hand, don’t need to take up the whole floor. Consider the underutilized space to set up shop, like a storage area or stairwell. Plus, they don’t need a lot of equipment. A huddle room can be outfitted with less expensive technology that still gets the job done. They are meant to be minimal, which means it is affordable and appealing to use if you need a space to meet a potential client or need to hold interviews with new job candidates.

A huddle room should be used for on-the-fly meetings. Unlike a boardroom that officially requires a reservation and caters to larger numbers, a huddle room can be seen as an impromptu option. Booking a meeting is encouraged by way of an employee’s personal calendar, or they can simply walk in, push a button and be connected.

They Are Easy To Implement

Implementing meeting roomInvesting in a huddle room is a proactive and cost-saving step towards the immediacy and authenticity of communication in your work environment. Collaborative communication, productivity, and inclusivity are never going out of style, so by incorporating a huddle room, you can expect these workplace factors to grow tenfold. Before you get started on your own huddle room, here are a few questions to ask yourself and your team:

  • How many do you need? Does each team require a separate space or are teams willing to share spaces amongst different teams?
  • Does the AV equipment need to be portable? Can it be fixed?
  • What ready-to-use space is available? If not, can you create one? What types of enclosures (wall, glass) work best for what you wish to accomplish in the huddle room?
  • Who will have access? Will you require a log-in code? Keys?

Huddle rooms are designed to improve communication within your team and with Callbridge’s meeting room collaboration platform, you can expect high-quality technology that empowers your business. Providing first-class audio, video and SIP gateway meeting rooms, connecting with colleagues, clients or customers is faultless. Callbridge’s exceptional features lead to exceptional meetings – and huddles.

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Jason Martin

Jason Martin is a Canadian entrepreneur from Manitoba who has lived in Toronto since 1997. He abandoned graduate studies in Anthropology of Religion to study and work in technology.

In 1998, Jason co-founded the Managed Services firm Navantis, one of the world’s first Gold Certified Microsoft Partners. Navantis became the most award-winning and respected technology firms in Canada, with offices in Toronto, Calgary, Houston and Sri Lanka. Jason was nominated for Ernst & Young’s Entrepreneur of the Year in 2003 and was named in the Globe and Mail as one of Canada’s Top Forty Under Forty in 2004. Jason operated Navantis until 2013. Navantis was acquired by Colorado-based Datavail in 2017.

In addition to operating businesses, Jason has been an active angel investor and has helped numerous firms go from private to public, including Graphene 3D Labs (which he chaired), THC Biomed, and Biome Inc. He has also aided the private acquisition of several portfolio firms, including Vizibility Inc. (to Allstate Legal) and Trade-Settlement Inc. (to Virtus LLC).

In 2012, Jason left day-to-day operation of Navantis to manage iotum, an earlier angel investment. Through its rapid organic and inorganic growth, iotum was twice named to Inc Magazine’s prestigious Inc 5000 list of fastest growing companies.

Jason has been an instructor and active mentor at the University of Toronto, Rotman School of Management and Queen’s University Business. He was chair of YPO Toronto 2015-2016.

With a life-long interest in the arts, Jason has volunteered as a director of the Art Museum at the University of Toronto (2008-2013) and the Canadian Stage (2010-2013).

Jason and his wife have two adolescent children. His interests are literature, history and the arts. He is functionally bilingual with facility in French and English. He lives with his family near Ernest Hemingway’s former home in Toronto.

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