How to ensure you have great conference rooms in your space

How to ensure you have great conference rooms in your space

Meetings are an essential part of any organization and where they are held also matters the reason behind this is that well-designed conference rooms can either help people come up with fresh, creative ideas, or it can distract them with how uncomfortable it is.

If you want your clients to have a lasting impression from your meeting, here are ways to infuse personality and professionalism into your meeting room.

Ensure the conference rooms have great lighting

It’s okay to let in a little natural light from outside. Just make sure the windows are covered with blinds and shades, in case the glare becomes distracting especially if the meeting is in the mid-afternoon. Other ways to make lighting work include overhead lighting and wall colors that complement the lighting.

Ensure the conference rooms have teleconferencing facilities

While setting up your conference rooms or even looking to hire one, you should ensure that the room is fitted with teleconferencing facilities. This ensures that your customers can conveniently hold meetings from another location. Teleconferencing has increased the productivity of all types of businesses. It not only helps to start or join a meeting from a remote location, but it also allows the user to share documents, images, and even record online meetings as well as save time and resources.

Choose a Table Configuration

There are plenty of seating styles you can choose from. For example, the U-style allows everyone to engage with the speaker and vice versa, while the theatre/classroom style can accommodate more people. Be sure to check the pros and cons of each style before deciding on a final layout.

Pick the Right place to position your conference rooms

Ensure that your meeting rooms are situated in a place where distractions are kept to a minimum. For example, having your meeting rooms near the main lobby or facing a construction site is not ideal. At times making the meeting rooms soundproof also helps. Also, using the right wall color can make a difference in how productive a meeting is.

As our world becomes increasingly digital and mobile, audiovisual equipment is now key to the meeting experience. Some core pieces to include in your technology selection include screens/displays and communication devices.

Technology

Make use of technology and consider how that technology will be used in each room. Not every room requires a screen or a communications device, and rooms should be appropriately outfitted based on their purpose. Some rooms might benefit from a traditional whiteboard and marker, while others might require advanced teleconferencing tools such as high-quality cameras and microphones.

Most rooms might simply need an easy to use AV presentation system. You can also ensure that you have a meeting/conference booking systems to ensure that rooms are not overbooked. You can find a list of meeting room booking systems here. Some of these systems include; Office RnD,  YARooms and Teems.

Meeting rooms are typically high demand spaces in the office. Poor planning regarding booking processes can lead to unnecessary tension and conflict in the workplace. Beyond displays and communication, an important aspect to consider is how meeting rooms are booked and used.

Tools such as digital displays installed outside the meeting rooms and sensors to detect room occupancy can help alleviate some of these conflicts in the workplace and improve productivity.

Get Creative!

Once you firm up the hard requirements for your meeting rooms, you can get creative in your meeting room designs.

The key here is to enhance your corporate culture and identity with your meeting room experience. Keeping your equipment requirements and room goals in mind, choose furniture, paint, and decorations that match your corporate culture and the image you want to convey.