Office Meeting Spaces and Call Guidelines

Purpose

This guide outlines how meeting rooms and shared office spaces should be used at GK3. As the team continues to grow, these guidelines help ensure fair access to spaces, protect confidential information, minimize disruption, and support collaboration and learning across the office.

Available Meeting Spaces

The following spaces are available for private meetings, calls, and group discussions:

• Phone Booth

• Small Conference Room

• Large Conference Room

• Media Room (downstairs)

These spaces should be used for meetings or calls that require privacy, reduced noise, or shared screens.

Spaces Not Used for Meetings

• John’s office and Kevin/Heather's shared office are not meeting rooms.
• Both spaces contain sensitive information, including client records, financial documents, and other confidential materials that must remain secure. To protect this information, these offices must remain private workspaces and should not be used for meetings or calls.

Scheduling Meeting Rooms

The video below walks through how to reserve a meeting room in advance.

• Meeting spaces can be reserved in advance for calls and meetings.
• Please review your standing meetings and assign a room where appropriate.
• Before entering a room, please double check that it is available to avoid interrupting others.
• Exceptions may apply in certain situations, but using the scheduling process helps ensure fair access to shared spaces.

Internal Calls at Your Desk

Internal calls should generally be taken at your desk.

This includes:

• One on one check ins

• Project discussions

• Internal coordination or quick questions

Meeting rooms are available and can be reserved in advance for calls and meetings when needed. [Link Here] provides step by step instructions on how to schedule a room.

Exceptions are understood and appropriate in certain cases, such as:

• Highly sensitive topics

• Situations where noise makes it impractical

• Group calls with the team

• Client calls

In these situations, please use one of the designated meeting spaces.

Choosing the Right Communication Method

• Not every internal conversation needs to be a Zoom meeting.
• If you are checking in with a teammate or addressing a quick question, a phone call is often more efficient and helps avoid unnecessarily tying up rooms and technology.
• Not every call or meeting needs to happen behind a closed door. When appropriate, taking calls at your desk can create learning opportunities for others nearby, who benefit from hearing how strategy, planning, and client issues are approached.

Noise and Focus

To help minimize distractions:

• You are welcome to use noise cancelling headphones.

• At the same time, please remain aware of the office environment and be mindful of those working around you.

Balancing collaboration with focus helps everyone work more effectively.

If You Have Concerns

It is important that everyone feels comfortable and supported.

If these guidelines create a challenge for you or do not work well in your situation, please talk directly with Heather so a solution can be discussed together.

Thank you for helping make the most of our shared space while protecting confidentiality, supporting collaboration, and encouraging learning.