The ideal conference room focuses more on the meeting than on the space itself. Promoting connecting, communicating, and collaborating with others should be the goal of the conference room design, while minimising distracting elements.
Conference room design and arrangement are critical because they set the stage for the work to be carried out there. Therefore, designing a conference room that matches the company’s demands is crucial. Moreover, it must meet the physical and technological needs of those who use it. Providing your workers with the resources they need to engage successfully is part of this process. What’s more, the quality of the space, fixtures, and equipment affects visibility, acoustics, connectivity, and user accessibility.
Conference Room Design Tips
Here are some tips to modernize your conference room and its layout.
1. Location matters
All conference room design ideas begin with a layout. The location of your conference room is also critical – it should be easily accessible.
In addition, the location of your conference room would be determined by the number of attendees. To meet your customers’ expectations, you will need to create or acquire ample space to accommodate the number of people it needs to accommodate.
2. Optimize the lighting
Natural lighting is always preferable to artificial lighting. It is important to consider the light created by projectors and touch screens for presentations in the room. Furthermore, blinds or shades should be used to filter away the sun’s glare during presentations.
It is also important to add some LED lighting to the space for additional illumination. In addition, you may want to install a few overhead lights for extra bright lighting and install dimmers to adjust the lighting to suit.
3. Consider ergonomics
The use of touchscreen displays and video conferencing devices has become prevalent in conference rooms in the past couple of years. Therefore, it is important to ensure adequate space between the screen and the audience for a productive meeting. It is also a good idea to keep cords and other accessories out of the way. Finally, using round or square tables encourages brainstorming by bringing the participants closer together for tasks.
You should also consider implementing a group of desks in the room to create breakout areas.
4. Implement the latest technology
Your conference room should include projector or video conferencing camera and WIFI connection.
It is important to make a detailed inventory of your devices to be used in the room to make priority that key staff members are trained in the operation of the devices.
If you need to add or delete some devices, the technical infrastructure of the room must be flexible. Next, it is important to think about where you want to place your touch screen displays so that participants can sit comfortably.
5. Use an interactive touch screen kiosk
New innovative technologies have revolutionized conference room design and collaborative spaces. Specifically, interactive touch screen kiosks provide the possibility to use applications collaboratively to facilitate teamwork and streamline projects.
Interactive touch screen technology can also be used to promote team brainstorming, helping employees work together to develop concepts and work on documents and media together.
They can be used to screen check-in employees with their IDs or visitor badges to allow access and improved security, as well as to schedule meeting spaces.
6. Optimize acoustics
The acoustic characteristics of a conference room can have a significant impact on the success of meeting sound. Therefore, it is important to eliminate surfaces that cause excessive reflections or absorption of sound, as well as reduce the ambient and environmental noise (such as traffic noise). Finally, when designing a conference room, it is essential to evaluate the quality and setup of the audio equipment, including the microphones and speakers.
7. Implement Digital Signage
To facilitate virtual conferences, digital signage technology can be used to visualize and distribute relevant material such as notices, documents, data, and videos in conference rooms. Moreover, electronic displays make it possible to construct dynamic and interactive presentations using LED video walls. In addition, digital signage can be used to communicate important information to promote physical distancing and safety measures, such as when a room has reached capacity.
8. Use Project Management Platforms
Holding a meeting in a conference room often involves some preparation and organisation. Installing relevant project management software on devices used in the conference room will help to structure, streamline, and schedule work projects. There is a variety of useful meeting scheduler apps that can be installed on conference room devices to simplify meeting planning.
9. Focus on Convenience
Make the brainstorming sessions that take place in the conference room more comfortable by providing extra facilities for participants. For instance, providing a refrigerator stocked with food and beverages can help participants feel more comfortable during long meetings.
Conference room design is essential for collaborative and productive meetings. In recent years, the traditional layout and design of conference rooms have been rapidly changing and evolving. Consequently, conference rooms are transforming into agile spaces that implement innovative technologies that facilitate communication and collaboration between participants and teams.
Finally, one of the most important factors to consider in conference room design is the requirements to provide optimal comfort and all the tools needed for successful collaboration.