What is your approach to employee use of conference rooms for non-business uses, outside of business hours? For example, a community group they are a part of, or using the meeting room as part of a class they are taking. How do you enable this, and what kind of guardrails (to acceptable uses) are necessary?
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I would absolutely allow it. Basic guidelines would be that it is used responsibily - e.g. avoid any ethical conflicts etc and the booking of it is managed such that business need takes precedence and its not taken advantage of. Previous response has more detail which I think aligns well.
Set of rules should be established. For example, time limits for personal conference room usage, maybe some approval required from FLM before. This kind of events should be also coordinated with facility management making sure security is aware of some extra people in the office outside business hours.
My approach to employee use of conference rooms for non-business uses, outside of business hours, is to allow it with some conditions and limitations. I think that allowing employees to use the conference rooms for their personal or community interests can foster a positive work culture, enhance employee engagement and satisfaction, and promote social responsibility and diversity. However, I also think that there should be some guardrails to ensure that the use of conference rooms does not interfere with the core business functions, compromise the security and reputation of the organization, or violate any laws or policies.
Some of the guardrails that I would suggest are:
• Employees must request and reserve the conference rooms in advance through a designated system or person, and provide the purpose, date, time, and duration of their intended use.
• Employees must obtain approval from their supervisor or manager before using the conference rooms for non-business purposes.
• Employees must ensure that the conference rooms are clean, tidy, and in good condition after their use, and report any damages or issues to the relevant authority.
• Employees must not use the conference rooms for any illegal, unethical, or inappropriate activities, such as gambling, drinking, smoking, or harassment.
• Employees must not use the conference rooms for any activities that may conflict with the interests, values, or policies of the organization, such as political campaigning, religious proselytizing, or competitive solicitation.
• Employees must not use the conference rooms for any activities that may require additional resources, such as electricity, internet, equipment, or catering, without prior authorization and payment.
• Employees must respect the privacy and confidentiality of any information or materials that they may encounter in the conference rooms, and not disclose or misuse them.
• Employees must abide by the rules and regulations of the organization and the building regarding the use of conference rooms, such as noise level, security access, parking, and emergency procedures.
These are some of the possible guardrails that I would implement to enable employee use of conference rooms for non-business uses outside of business hours. I think that by following these guidelines, employees can enjoy the benefits of using the conference rooms for their personal or community interests without compromising the professional standards and expectations of the organization.
A few of the places I've worked it allowed it, it was great for connecting to the greater community. However some of the facilities were sensitive and/or close proximity to potentially dangerous environments. So per our legal we had additional controls for access, liability, and a general no-kids rule.