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How Virtual Offices can Enhance the Meeting Effectiveness of Remote Employees

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The success factor of any meeting depends on various factors. Out of the lot, many business owners believe that the success rate or the positive outcome of any meeting depended on “the participation and application” factor of the meeting. 

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This means that if the meeting was to be termed successful, the participants of the meeting must be able to carry out all the tasks discussed efficiently leading to better development of the company/product. The factor that controls this depends mainly on three things and that indirectly also contributes to the effectiveness factor of the meeting as well. 

The growth of Remote Meetings

Remote meetings have been the go-to option for many companies since the advent of the improvement in communication technology. The option was widely accepted but wasn’t utilized as expected. That is where the pandemic proved to be the game-changer. 

The onset of the pandemic pushed companies to look for options to maintain operations afloat and effective meetings played a major part in it. With more than 45% of new virtual office business owners opting for remote meetings, it is safe to assume that they are well aware of the advantages that these virtual/remote meetings come with especially for meetings with remote employees and clients.

There are certain parameters and key areas of focus that one needs to concentrate on before proceeding to have an effective meeting with remote employees or clients. With all the cards played right, you can be hosting effective remote meetings within no time. 

Virtual office Parameters governing the effectiveness of a Remote Meeting

There are parameters that a virtual office offers that directly improve the effectiveness of a remote meeting. Some of them include;

Feasibility of the Meeting

When it comes to any meeting, the feasibility of attending the meeting should be just right. Virtual offices offer just that. With the comfort of attending the meeting from anywhere, the feasibility of attending remote meetings is massive. This means that the attendees would be more than happy to attend the meetings as they are not entitled to travel to a meeting place to have a meeting. 

According to a performance feedback survey taken on companies that used remote meetings, it was stated that nearly every meeting saw at least 90% of attendance in every meeting. The contribution to the fact was mainly because the employees or the attendees felt that the meeting was feasible to their schedules. 

Video recordings are the new minutes of the meeting

Conventional meetings usually had minutes of the meeting that were aimed at covering the various things that happened during a meeting. The actual problem with this process is that it was impossible to cover all aspects of the meetings and these minutes sometimes lacked crucial information due to human errors. But with remote meetings, that is off the table. 

Most of the remote meeting software gives the host the ability to record meetings. This eliminated the need of creating ineffective minutes of the meeting that proved to improve productivity and also not miss out on critical data that were crucial to making important decisions. 

The costs are down by nearly 70%:

Usually, meetings are conducted in-office. This means that that included electricity charges, hospitality charges, and stationary charges. As much as this seems to be a mere cost to incur, repetitive meetings can compound these costs to higher ranges. This is completely taken from the table when it comes to remote meetings. 

The only cost that remote meetings incur is the cost of internet and data connectivity that usually is a part of the reimbursement costs. This cuts the costs by nearly 70% to an actual meeting. 

More control over speed and productivity:

Effective meetings also mean that they must be fast, to the point, and get critical decisions taken right. Remote meetings are proven to effectively work on these parameters rendering the meetings to be effective. 

Remote meetings have stable control over the agenda, more opinion facilitation options which are not easy in an actual meeting. Therefore with a remote meeting, you are able to achieve faster and effective outcomes that are a result of everyone’s opinion taken into consideration. When the meeting is effective, it directly lays a positive influence on the productivity of the company and its operations. 

Focus and concentration are more: 

Focus and concentration of the attendees is an essential factor that directs the effectiveness of any meeting. Remote meetings are proven to improve these factors significantly leading to more effective meetings. 

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This is mainly because the point of concentration for all the attendees is towards a single screen. This means that the host or the attendees are more aware of his presence in the meeting when compared to a normal meeting. 

Pro-tip to have effective Remote Meeting

Remote meetings just like normal meetings can prove to be ineffective if not done right. This means that merely taking up a remote meeting option does not signify effective outputs.

Opt for the stewardship mentality towards one’s time in the meeting:

The success of any meeting depends on what the attendees think after the meeting ends. This means that if they think the meeting was of good use of their time, then that means your meeting was effective. If they think of the opposite, probably you didn’t offer value as you should have been doing. That is where stewardship mentality comes into play.

Stewardship mentality means taking complete responsibility for the meeting and paying heed to the importance of the time of all attendees. In this way, you are affirming the fact that the meeting is being conducted in the best interest of putting one’s time to best use. Stewardship mentality helps in achieving the positive output for any meeting and this has proved more effective for remote meetings as well. 

According to the management school at MIT, it is stated that remote meetings are said to be 50% more effective when the host of the meeting opts for the stewardship mentality. There are some things that you can do to make sure that you adopt the stewardship mentality. 

  1. Start and end meetings on time.
  2. Make the agenda short and crisp and stick to it. 

Conclusion

Physical meetings have been the norm for many decades, but with developments in technology and situations, that is changing. Remote meetings are proven to be effective to improve productivity rates and improve traction between the various teams that run a company. 

Such a factor is essential, especially for a newly-established venture. It is vital to notice that new business owners are seen to have an affiliation towards the virtual office and the main reason is that the productivity and focus are more leading to more stable operations. Remote meetings are one of the many that contribute to the same.

Are you a new business or an established business owner looking to take your business to the next level? Contact us at www.instaspaces.in 

Phone:- +91–888-270-2020
Email:- [email protected]

Happy Office Hunting

Role of Virtual Offices and rented Meeting Rooms in helping Small Businesses Reduce Costs

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Are you a small business owner? Well, you would probably know that running any kind of business is hard and that there are many things that you have to take care of each day. One of the most important aspects of a business that has to be managed is its expenses. There are so many different kinds of expenses that have to be dealt with such as costs related to location, furniture, intangible assets, HR, inventory, marketing, and taxes. Managing all of these expenses can be incredibly hard and put a real toll on the business owner. You would probably want to reduce your costs as much as you could so that you could focus your energy on other aspects of your business instead of worrying about making ends meet for your business. Well, we believe that there is a wonderful solution for you.

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Office Space, Meeting Rooms and Virtual Office Address

There are more and more people getting virtual offices these days because they understand how useful they can be. They are much more affordable than commercial business address and can provide you with a large number of advantages. If you are somebody who is using a virtual office, you would need to rent meeting rooms so that you can meet your clients. You may think that it is a hassle having to book a room every time that you want to meet your client but it is actually not the case. You will gain increased flexibility from using meeting rooms and it can also help you reduce your costs. 

Role of Virtual Offices in reducing costs

These are some of the ways in which you, a small business owner, can reduce the costs that your business has to incur, using a virtual office:

Eliminating the monthly overhead

There is a huge rental payment that you would have to deal with if you were using commercial office space. This is something that most small business owners would not be able to pay. You would also have to take care of the office and furnish it. In addition to this, you would have to get technology in the office to complete all the work that you would have to do. The money would also have to be spent on installing phone lines and establishing an Internet connection.

You can reduce these expenses in a big way if you get a virtual office address. This is because all the essential amenities that were just mentioned are actually standard parts of the virtual office setup. You can rent all of these services from the provider that you are working with and get them all for a reduced price. You will not have to worry about stuff like furniture and taking care of the office since you will not be physically present at the office all the time.

Using a physical business address

It is important for your business to have a commercial office address so that it looks professional to the clients that you are trying to get to work with you. If you are using your home address as your business address, it will not leave the best impression on people that are interested in reaching out to you. If you had a commercial office space, you could use its address as your office one.

However, this may not be the most cost-efficient option. Instead, you could get a virtual office address at a reduced price. You can use this address to promote your business by putting it on your website and business cards. Your clients will know that you are a trustworthy company when you have an address like this and would be more inclined to work with you. You can save a lot of money this way and also start building a loyal base of clients.

Call answering and forwarding

You can get an excellent receptionist to help you with managing your calls. It is important for you to be as professional as you can with your clients at all times because that will assist you in gaining their respect. Having someone answer all of your calls will show your clients how professional you are. The receptionist can forward calls to you if the client wants to speak directly to you or they can send you a message later. Voicemail and email services can make things a lot easier for you since you can access them even when you are travelling, even after business hours.

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Role of rented meeting rooms in reducing costs

These are some of the ways in which rented meeting rooms can help you reduce the costs associated with your business:

Rent a room only when you need it

When it comes to commercial office spaces, they have everything that you need from technology to meeting rooms. The problem is that you would have to pay so much for rooms that you may not always be using. That is actually a lot of unnecessary expenditure if you think about it. One of the best things about renting meeting rooms is that you can get them only when you need them. You will not have to spend money on using the rooms all the time but only for the time that you rent them. This can help you reduce a lot of your costs in a big way.

All the essential amenities you need

Will the room that I am going to rent have all the facilities that I need? This is a question that may cross your mind. Well, one of the best parts about renting meeting rooms is that you can get all the essential amenities that you need at an affordable price. If you are having a meeting, you can get LCD screens, projectors, refreshments, and a strong Internet connection along with whatever else you may need. All you have to do is ask the manager who is renting the room for you and they will provide you with whatever you need. You can even ask for technical assistance in case you have any problems with the technology in your room. You will get excellent help from an efficient and skilled IT team.

Any location you want

You will have the ability to rent meeting rooms wherever you want to and do so with ease. Thus, there may be many meeting rooms available but you can choose the one that you think is best based on the location and the cost. There is an amazing amount of freedom that is afforded by being able to do this. You can also select the meeting room based on your as well as your client’s convenience. You would not want to rent a meeting room that is hard for your client to reach, would you? If you did that, it may not leave the best impression on your client. You have great flexibility in your choice and can use it to your advantage.

InstaSpaces: Cheapest Virtual Office and Meeting Rooms Services Provider on Pan India

InstaSpaces is one of the best virtual office services provider that are dedicated to ensuring that each and every client gets the very best that we have to offer. When it comes to virtual offices in India, we have a large collection of them for you to choose from. There are locations all across the country so you do not have to feel restricted about your choices or worry that you may not get a virtual office in the place that you want. We will listen to your specifications and budget requirements so that you can get a virtual office that is suitable for your needs.

Our hardworking team will process all of the documents from your side and then give you everything that you need for the virtual office for GST registration, all within a few working days. You can also use the Tatkal booking option to get your documents if you need them faster than normal. We have three different virtual office plans that you can use. In the first one, you get a virtual office space along with business registration.

You will get all the documentation that you need along with an address in an excellent location and all the services that you need. In the second plan, you would get GST registration along with the virtual office address. We will issue GST-compliant invoices for your use and also give you a complete refund on the registration in case it is unsuccessful. You will also get all the documentation that you need like the No Objection Certificate(NOC), signage, and electricity bill. In the final plan, you will get a virtual office space along with a mailing address.

We offer all kinds of rooms such as meeting rooms, video-conferencing rooms, board rooms, interview rooms, private offices, and training rooms. Each of these can be rented at hourly rates. You can check if the room that you want is available and has the essential amenities that you need. You can then proceed to book it with help of a dedicated virtual office manager. We also offer receptionist services so you can have someone answering and responding to calls from your clients.

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Boom Meeting Rooms at Daily and Hourly Basis – InstaSpaces

We also have mail receiving and forwarding services so you can always get your mail securely. A virtual assistant can be hired to help you out with your daily tasks. If you want to reach out to us, you can find our contact details on our website. You can get your doubts about virtual offices and our services clarified by InstaBuddy, our virtual assistant, who is also on our website. We would love to work with you and we hope that you choose to do so. We enjoy meeting and working with new clients immensely and will do our best for you no matter what.

Phone:- +91–888-270-2020
Email:- [email protected]

Happy Office Hunting!

Are there free amenities like Wi-Fi available in the Meeting/Training Rooms

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Using virtual offices to help run businesses has become quite common recently. More small and medium-sized businesses are moving away from commercial office spaces and renting virtual offices instead. This is because virtual offices have a lot of advantages compared to office spaces. They are a lot cheaper to rent out compared to commercial office spaces which cost a lot of money. Businesses that are ok with not meeting all the time will definitely appreciate virtual offices.

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They can also get all of the extra services that they need from the virtual office provider. These may include getting meeting/training rooms or mail delivery and call handling services. The business can be upfront with the virtual office provider about what they need and can ask them to show them all of the options that they have to offer. The virtual office provider can then give the business what they need according to their requirements.

Are the amenities in Meeting/Training Rooms like Wi-Fi free?

Businesses can rent out rooms from the virtual office provider at hourly rates. They will also have access to whatever amenities are already present in the rooms. They can also ask for whatever extra resources they need accordingly. When a business checks for more information about a meeting/training room online, they will have access to certain pieces of information.

These will help them know if the room is the one that would be the best for their situation. For example, Wi-Fi is an amenity that is inclusive of all of the charges for a meeting room. In a sense, the Wi-Fi is free since the business does not have to pay for it separately but in order to use it, they will have to pay for renting the room. The Wi-Fi will be included with the room if it has been mentioned as such under the room’s description of what amenities it has to offer.

What are the amenities you can expect in a Meeting/Training Room?

This is definitely the most important piece of information for the business as they will be able to know whether the room has what they need or not for the meeting. Usual amenities that can be found in meeting/training rooms include the availability of Wi-Fi, air-conditioning, IT assistance, printing and scanning facilities, secure internet connection, a whiteboard/LED screen, tea/coffee, filtered water, a waiting area, ample lighting, and a projector/LCD display. All of these amenities are inclusive of what the business pays to rent the room.

Thus, they should ask the virtual office provider well in advance about the amenities that are going to be present in the room. This is to make sure that they get their money’s worth for whatever room that they are renting. They should not have to spend money on a room and then find out later that they do not have the amenities that they need for conducting the meeting. If the business is conducting a meeting, it is important that all the chairs are comfortable and there is proper refreshment available for the members of the meeting.

If training is to be conducted, it is handy to have a whiteboard and marker to help with it. No matter what kind of event is going to be conducted in the room, it is imperative that there is a proper internet connection and the Wi-Fi password should be provided to the business in advance. Air-conditioning should also be available so that the room can be made as comfortable as possible.

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Room details

We can now take a look at the various pieces of information available about meeting/training rooms on a virtual office provider’s official website:

Type of event that room can be used for

This will help the business understand the purposes for which the room can be used. For example, certain rooms can function as both training rooms and meeting rooms whereas others can only be used as meeting rooms. If the user wishes to book a particular room for a long period of time so they can conduct both a training and a meeting in the same room in a single day, they should ensure that the room has all the required facilities for doing so. Knowing the purposes for which a room can be used in advance will help them greatly as they will not have to figure it out for themselves.

Type of venue

The rooms that virtual office providers provide to businesses are all available in different and unique locations. The type of venue can be a corporate office, coworking space, educational institution, or business centre. The venue can play a large role in defining the mood and ambience of a particular room. If the room is in an educational institution, it may not be as formal as one which is in a corporate office. Business centres can be used for more casual meetings. The business should ensure that they select rooms that suit their purpose accurately. If they do not, they may find that their meeting/training does not end up having the desired effect that they are looking for. The business should ask the virtual office provider in advance about the kind of environment that they can expect from each room that they choose.

Capacity

The capacity will help the business understand how many people can be accommodated in that room. If the business is planning to hold a meeting with fewer people in a room, then they can go for a room that has a smaller capacity. If they want to hold a meeting with more people in a room, they can try a room that has a larger capacity. Businesses should be mindful of the fact that rooms with larger capacities may cost more. They should not be careful to avoid making the mistake of booking a large room for a small meeting as they could end up wasting money unnecessarily. The size of the room may also take away from the intimacy of the meeting. The business should plan properly to ensure that they do not get a room that is not the best for their situation.

Basic information about the venue

There will be some basic information regarding where the room is located. Details such as the location’s proximity to public transport facilities like bus stops and metro stations will be included. This is important as it will help the business know whether the room is easily accessible or not. They definitely would not want their clients to get lost or unable to reach the location. It is imperative that the room is in a location that is simple to get to with as minimal extra effort as possible. Clients value partnerships with businesses that do their best to make sure that they are comfortable. If the business picks a room that is in some far-off location, it may not reflect positively on the business’ care and concern for their clients. Thus, businesses should be cautious in their room-selection decisions.

Cancellation policy

In certain cases, the business may book a particular room with the aid of the virtual office provider and end up not using the room. The client may end up cancelling because they ran into some new engagements or the business may cancel because they wish to reschedule the meeting. There are many other reasons for not using the room besides these. In these instances, the business would try to cancel their booking. They should check the cancellation policy to ensure that they do not cancel the booking too late and end up having to pay a cancellation fee. The cancellation policy will indicate to them how many hours in advance they would have to cancel their booking so they can excuse themselves from paying for the cancellation.

Nearest landmark

This will provide information about the landmark that is closed to the location of the room. This can be useful when the business is providing clients with directions to the room. They will now be able to find the room easily with the help of the landmark.

Amenities available 

This describes the kind of amenities that are available in each room. This piece of information will help the users decide which room will be the most suitable for the meeting or training that they are conducting. 

What are the benefits of using meeting rooms?
Benefits of using Meeting and Training Rooms

Role of InstaSpaces

InstaSpaces is a virtual office provider in India that has a team composed of 30 members; each one of them tries to put in their absolute best for their clients. We offer virtual office addresses all across India for our clients. We will do our best to ensure that everyone gets the virtual office address that suits their situation the best, depending on the kind of business that they are as well as their budget. We also provide official business registrations as well as GST registrations along with all the documents that are needed for them. In case the registration turns out unsuccessful, we will ensure that you get a complete refund.

We will also provide you with meeting rooms, training rooms, video conferencing rooms, board rooms, interview rooms, and private offices at a fixed price. The rooms will also have all the amenities that you need for whatever event you may be conducting. IT assistance will also be offered in case you run into any difficulties inside the room. You can always reach out to us no matter what problems you have.

If you have any doubts about the services that we offer, you can get in touch with us using the contact details on our website or communicate them directly to our virtual assistant, InstaBuddy. We look forward to walking with you on this journey and wish to tell you that you can trust us, knowing that we would do our best for you.

Phone:- +91–888-270-2020
Email:- [email protected]

Happy Office Hunting!

InstaSpaces: Providing the best Essential Amenities in Meeting Rooms

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People are more interested than ever in getting virtual offices for their businesses. They have become much more visible in impact than before due to the increase in the number of startups in the market. Commercial office spaces may have all of the amenities that a business is looking for but they may be incredibly expensive for businesses that are just starting out; they may not have the funds that they need for it.

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A business may also have come to the conclusion that they can complete all of the work that they have to with as minimal physical contact as possible. Thus, they would prefer to get a virtual office where physical space is not really needed for a business to succeed. Instead, businesses can book meeting rooms separately in case they need to conduct any meetings. They will also have the amenities that they need in those rooms for whatever events they are taking care of.

Amenities that are present in Meeting Rooms

When someone wants to conduct an official business meeting, there are many basic things that they first need. They would definitely need a table and chairs but there are so many other things that are expected in this day and age by people who are in meetings. Thus, it is important for businesses to list down all the possible requirements that they could have for a meeting room and then try to find ones that satisfy them.

This is to ensure that they do not get to a meeting room and become disappointed when they see that it does not contain all the necessary amenities that they want. The amenities that are offered can already be a part of the rent for the meeting rooms or the business can pay extra to get them separately in rooms that already don’t have them. Here are some of the amenities that are offered in meeting rooms by virtual office providers:

Excellent Wi-Fi connection

It is hard to imagine living in a world where we do not have the technology, especially with the way that things are now. Thus, it is essential for meeting rooms to have Wi-Fi. Members of the meeting may need to check their phones for updates and they would need Wi-Fi for it. They may also need it for the meeting in case there are members joining the meeting virtually. With the rise of the COVID-19 pandemic, more meetings have become virtual owing to safety reasons.

There may be one or two members present in the meeting room and all the members may be present in some other location. A weak Wi-Fi connection could completely ruin the entire flow of the meeting, leaving members dissatisfied and exasperated. Businesses should get technical assistance from the virtual office provider in case they have any problems with the Wi-Fi. They should also get the Wi-Fi password for the room in advance so that they can share it with everyone who has come to attend the meeting.

Efficient air-conditioning

This is an amenity that is important for everyone’s comfort. Having an air-conditioner in the room will make it much cooler which is definitely useful considering that the room is an enclosed space. If there is no air-conditioning, it may show a lack of care and concern and leave a bad impression on the clients that have come to attend the meeting. The air-conditioner should be set at a temperature that is fine for everyone; not too hot nor too cold. It is important to check in with the members of the meeting every once in a while to ensure that they are ok with the temperature; changes should be made according to their responses.

Handy printing and scanning facilities

These facilities will be needed so that members of the meeting can take any printouts or scan documents if they want to. They may need to print something for the meeting and circulate it around to everyone in the room. Thus, it is important that the printer and scanner in the room are able to fulfil all the basic functionalities that they are expected to have.

Secure internet connection

The internet connection should be constant and not get interrupted frequently. If this happens, it could leave a bad taste in the clients’ mouths. All of the connections should be made properly in the room so that no problems arise. The business should test the strength of the internet connection thoroughly before the meeting begins so that they will not have to set everything up once they get in, possibly running into problems. This may waste time and clients usually do not want to be kept waiting because of trivial matters like these.

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Suitable refreshments

Since meetings may take a long time, the business should do its best to ensure that there are proper refreshments available for all the members present. These could include tea, coffee, water, and some snacks. If there are no refreshments available, the clients may get annoyed as it is a display of a glaring lack of concern on the business’ part. Thus, the business should order refreshments well in advance so that they will be available when the members of the meeting need them.

Spacious waiting area

Even if meetings are set for a certain time, everyone may not be on time exactly. Some people may arrive earlier and others later. If someone gets to the meeting before it has started, there should be a waiting area available for them. Having some newspapers or magazines there could help them pass the time while they wait for everyone to get there for the meeting. Once everyone has arrived, the person can leave the waiting area and enter the meeting room.

Swift IT assistance

Even if most people may be better when it comes to technology these days compared to a couple of years ago, there may still be areas where technical assistance may be required. The virtual office provider will have an IT team working under them that can get the businesses the help that they need whenever they face technical issues. These issues could range from not being able to connect to the Internet securely to having some problem with a video conferencing app. The IT team is highly trained to be able to handle whatever problems may come their way.

Proper lighting facilities

This may seem like a given but the importance of good lighting cannot be stressed enough. Staying in a dimly lit room for a meeting may not be the best choice to take and can make it difficult for the members of the meeting to have a proper discussion. A room that has good lighting will add to the environment of the meeting in a positive way. People will be able to focus on those around them and engage more actively in the discussion. A dark setting may cause them to doze off and not be aware of everything that is going around them.

InstaSpaces: Get excellent Essential Amenities in Meeting Rooms and useful Virtual Office Services

There are many virtual office providers all over the country that do their best to ensure that their clients get the virtual office addresses that they need. InstaSpaces takes pride in being a member of this group and does its utmost best to extend its services to its clients in a professional way. We are experienced in dealing with all kinds of businesses and will suggest virtual offices that we think you would like.

Based on your budget and requirements, we can shortlist ones from the pool that we have already created. Since there are so many virtual office addresses from all over India for you to choose from, there will be no dearth of options for you. If you are interested in any of our virtual office in India, you can check them out on our website to see if they are available. You can then select a date and duration to book the virtual office that you are interested in. In case you do not get the one that you want, we will do our best to try to get another one that you will.

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Best Meeting/Training Rooms in India

Besides virtual offices, we also offer training rooms, board rooms, interview rooms, meeting rooms, private offices, and virtual conferencing rooms. We charge the use of these rooms hourly. We also offer discounts when you book a room for more than 4 hours. A set of amenities that suits the purpose of each room will be available in each one of them. The user can ask for extra amenities from the virtual office provider if they want to. We will do our best to make our clients comfortable and provide them with all the resources that they need to conduct the events that they plan successfully.

We also offer other services to help you handle your calls and mail. Virtual assistants will be of great support to businesses that need help managing their schedules and clients. They can also help you manage your social media handles so that you will be able to attract more people to want to work with you and also increase the visibility of the business. It is important to hire a virtual assistant that is trustworthy so that you can receive as much satisfaction as possible from their services.

We are overjoyed that you would consider working with us. Please reach out to us on our website in case there is anything that you would like to discuss with us regarding our services. We would be more than happy to tell you whatever you want to know. We request you to put your trust in us as we move forward on this journey together.   

Phone:- +91–888-270-2020
Email:- [email protected]

Happy Office Hunting!

Safety Protocols in Meeting Rooms and their Effectiveness

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The COVID-19 pandemic has completely shifted how people run their lives. There are so many problems being faced all over the world not just in terms of the health crisis but also in terms of work. People are not able to communicate face to face the way that they used to because of the dangers that the pandemic has brought. Thus, virtual offices have become popular ways through which people run their businesses.

You can book safest meeting rooms on rent daily and hourly basis in India
Book Safest Meeting Rooms on Rent in India

When it comes to getting safety meeting rooms, they are sometimes already present inside the virtual offices or they will have to be rented separately. This is completely up to the virtual office provider and the kind of contract that they enter into with the business that they are working with. In these times, face to face meetings are being reduced but they are conducted in certain cases where they are absolutely necessary.

Safety Protocols followed in Meeting Rooms

There are many strict safety protocols now being followed in meeting rooms. This is done to try to minimise the spread of the virus as much as possible. It is interesting to note how even the strictest safety protocols are powerless if people do not follow them with a proper level of seriousness. These are some of the safety protocols that are being enforced in meeting rooms these days:

Wearing face masks

All members of a meeting are required to wear a face mask. This is done so that people can protect themselves from the virus and also reduce the risk of unknowingly spreading it to someone else. Since the virus spreads through droplets from coughing, speaking, and sneezing, masks will help prevent the spread of these droplets. Even if the person is wearing a mask, they may get exposed to these droplets when they touch certain surfaces.

Thus, it is important that people always wash their hands before touching their faces. If they do not do so, it could lead to them contracting the virus. Masks are not a replacement for hand washing and social distancing and people should be mindful to do those as well. There are a few rules that have to be followed when wearing face masks to ensure that they are as effective as possible:

  • The person will have to ensure that the mask covers their nose and mouth properly in a way that also allows them to breathe without any difficulty.
  • The mask should securely cover the person’s face.
  • The mask should have ear loops so that the person can use them to secure the mask to their head.
  • The material of the mask should not cause any irritation to the person wearing it.
  • The mask should have at least 2 layers of fabric; this may extend up to 3 according to WHO for certain kinds of fabric.
  • The mask should be washed regularly and dried in such a way that no damage is caused to it. If the mask is made of certain materials, it should be disposed of.

Washing and sanitizing hands

People should ensure that they have washed their hands thoroughly after and before entering the meeting room. This is to ensure that they get rid of any germs that may have gotten onto their hands. They should wash their hands with soap and rinse them properly. Even if the meeting room has been sanitised, it is still advisable to keep away from touching any surfaces in the room unnecessarily.

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If there is no washbasin in the meeting room, hand sanitiser containing at least 60% alcohol content can be used. The person must cover the entire surface of their hands and rub them together for as long as it takes till they are dry. Even after washing or sanitising hands is completed, the person should be mindful to not touch their face.

Sanitising the Rooms

The meeting room has to be sanitised properly before anyone enters inside to get rid of all the germs that may be present inside. If people come into contact with these germs, a huge risk to their health may be posed. There are so many items that have to be sanitised and these include tables, chairs, desks, countertops, handles, touch screens, doorknobs, and even light switches. There are many rules that are in place for sanitising the meeting room that we can look at below:

  • All the surfaces in the room should be washed using soap and water.
  • Only Environmental Protection Agency(EPA) authorized disinfectants can be used for disinfection.
  • If there is no EPA approved disinfectant present, a third of a cup of bleach can be added to either a gallon of water or 70% of alcohol solution and can be used.
  • Disinfection has to be done daily for as long as the meeting room is being used.

Social distancing

Social distancing has to be maintained in all the meeting rooms. There should be a distance of at least 6 feet between each person in the room. The layout of the meeting room and the arrangement of chairs around the table should be reflective of the social distancing protocols that are expected to be followed. The members of the meeting would normally greet each with other handshakes. This should not be encouraged now because of the pandemic.

People should try to maintain as little contact as they can with those around them in order to prevent the virus from spreading and from getting it. They have to be careful to ensure that they get tested regularly for the virus if they meet a lot of people. Certain people that have the virus may not even know that they do because they may be asymptomatic. Thus, people have to be extremely careful when they are around people in these troubling times.

Steps to be followed if someone in the Meeting Rooms contracts COVID-19

These are the steps that people have to follow if they were present in a meeting where someone else contracted the COVID-19 virus:

  • All of the areas where the person was present in that space should be completely closed off. The meeting room should not be available for use till it has been deemed safe to use. The virtual office provider must be sure to let other clients know about what has happened so that they do not try to use that meeting room. The area around the meeting room should be completely cordoned off as well.
  • After a period of 24 hours has passed, the meeting room should then be cleaned and disinfected thoroughly.
  • The windows and doors of the room should be kept open so that air circulation can be improved.
  • When cleaning is taking place as mentioned before, all of the surfaces should be properly cleaned with soap and water.

Are the safety protocols effective? 

A lot of effort is being taken by virtual office providers to ensure that all the rooms that are available to be rented by businesses are safe. They understand the importance of their clients’ safety and wish to do the very best they can to safeguard them from the virus. In this situation, video-conferencing rooms will be useful to conduct meetings since there are people who may be present in distant locations and may not be able to travel because of the pandemic.

However, some people believe that in-person meetings can now be held if proper precautions are followed. Ultimately, the effectiveness of safety protocols depends on people. When they are entering a particular room, they should take care to ensure that they follow all of the rules that are enforced by the person in charge. This may involve wearing a mask or practising proper social distancing.

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They should also ensure that they cough into their mask and not touch their face after they do so. They should regularly wash or sanitise their hands throughout the meeting if they feel the need to. Each person should remember that if they follow the safety protocols effectively, they will not only help save their own lives but also those of the people around them.

Role of InstaSpaces

Instaspaces is a virtual office provider in India that aims to provide people with virtual office services. We have a large collection of virtual offices scattered all across the country for people to choose from. No matter where you are from, we will help you get a wonderful virtual office according to your needs. We will listen to the requirements of your business and then assist you in selecting a virtual office that will suit your situation.

We will also register your business officially as well under the GST scheme. We will give you all the documents that you may need for the registration process and provide you with a full refund if the GST registration is not successful. We will also provide you with training rooms, meeting rooms, conference rooms, board rooms, and video conferencing rooms at hourly rates. We will also provide you with technical assistance in case you run into any problems inside the rooms.

If you have any doubts, you can reach out to us using the contact details that have been posted on our official website. You can also ask our virtual assistant InstaBuddy any doubts you may have about the services that we provide. We cannot wait to go on this wonderful journey with you and we will do our best to make you feel the same way.

Phone:- +91–888-270-2020
Email:- [email protected]

Happy Office Hunting!