Silent participants can have amazing ideas but they are too shy to express them. On the other hand, “dominators” may be too forceful and may prevent the shy participants from speaking up in the meeting room.

A lot of problems can arise in a meeting room without a hitch is no easy task. From correct scheduling to serving the right refreshments for the right kind of crowd, a number of things can go wrong.

Below are five common problems that can happen in a meeting room and how to overcome them:

1 Overshooting the time-limit
A meeting room is often booked back to back for meetings. If one meeting is overshot, the next meeting gets hampered. There are many ways to avoid this. You can have a stand up meeting if you want to do a quick and short meeting. Alternatively, you can have a time-keeper in a meeting room who can ensure everyone sticks to their allocated time limit.

2 Not coming to a decision
Often, you will see that at the end of the meeting, you are unable to come to a decision or a consensus and the whole agenda of the meeting gets defeated. The best way to avoid this is to set out the agenda of the meeting before starting the meeting.

3 Silent participants and dominators
If you are having a brainstorming session in the meeting room, this can be a major problem. Silent participants can have amazing ideas but they are too shy to express them. On the other hand, dominators may be too forceful and may prevent the shy participants from speaking up. It’s better to give people individual time to talk rather than doing a brainstorming.

4 Absentees
Absenteeism can defeat the purpose of holding a meeting. Constant reminders and accountability is a great way to avoid absenteeism.

5 Failing technology
This can be a major handicap. If it is an important meeting, make sure you check the technology being used much ahead of time to ensure all problems are fixed on time.

Being aware of the problem is half the battle won. We are sure, if you keep these in mind, you can avoid these problems easily.

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