Top Things to Consider when Designing a Meeting Room.

For your office.

The meeting room plays a massively important role in any business – regardless of its size or sector. It’s where the big conversations are had, big ideas are exchanged, and clients are hosted face to face. It’s also a hub where the whole team can get together, either in person or remotely, to connect and collaborate.

Designing a meeting room that meets the needs of a growing and evolving business is about so much more than simply setting up a table and chairs. In our experience, putting time and thought into the design and layout of your meeting room can have a big impact on the overall experience, resulting in powerful conversations and more meaningful collaboration.

Here are some of the key things to think about when creating the perfect meeting space for your office:

1. Define the Purpose of the Meeting Room

Before diving into design details, identify how the room will be used. Are you designing a space primarily for team brainstorming sessions, client meetings, presentations, or video conferencing? The room's purpose will help you to make some key decisions on layout, technology, furniture, and more. For example:

• Brainstorming Rooms will need flexible seating arrangements, whiteboards, and touchscreen displays.

• Presentation Rooms could require larger screens or multiple displays, high-quality audio, and plenty of seating to facilitate the whole team.

• Video Conferencing Rooms will need an optimised layout, integrated AV technology, and soundproofing for the best possible audio and video.

2. Prioritise Audio-Visual Technology

Today’s meeting rooms need to cater to both in-person and remote participants. This means AV technology will be one of the most important considerations – and arguably, where a decent chunk of your budget should go. Here are some tips to ensure your AV setup adds real value to the meeting experience:

• Display: Opt for high-resolution screens or projectors with sizes that suit the room’s dimensions. A 4K display can make content clearer and more engaging – especially important for rooms that will host larger groups.

• Audio: Poor audio quality can be really distracting in any meeting. Consider ceiling or wall-mounted speakers, and place microphones strategically to capture sound from all parts of the room. Echo-cancellation technology and omnidirectional microphones are also helpful in eliminating background noise and ensuring your audio is crystal clear.

• Video Conferencing: Invest in high-definition cameras with a wide field of view to capture all participants in the room. Auto-tracking cameras can follow the active speaker, which can create a more dynamic experience for anyone attending remotely.

We can help you select technology that integrates seamlessly with the room’s layout, improving usability and ensuring a smooth user experience for both tech-savvy and not-so-tech-savvy team members!

3. Focus on Ergonomics and Comfort

Meeting rooms should be as comfortable as possible – particularly if they’re going to be used on a regular basis or for prolonged periods of time. Consider the following when planning seating and furniture:

• Flexible Seating: Modular furniture that can be rearranged to accommodate different meeting styles is a great way to ensure the space remains versatile.

• Comfortable Chairs: Ensure that chairs offer adequate lumbar support, especially for longer meetings. Adjustable chairs are ideal to accommodate different preferences and ergonomic requirements.

• Work Surfaces: Generally speaking, the bigger the better when it comes to choosing a table for your meeting room. Opt for one that can accommodate laptops, printed documents, and other materials – and of course the all-important drinks and snacks needed during meetings! Consider power outlets and cable management solutions to keep the table area organised, functional and as free of clutter as possible.

4. Design with Acoustics in Mind

Acoustics play a significant role in how well people can communicate in a meeting room. Rooms with poor acoustics can create echo, distort audio, and make conversations hard to follow. To improve the room’s acoustic quality:

• Soundproofing: Soundproof walls or acoustic panels can reduce external noise interference, making it easier for attendees to focus.

• Ceiling and Floor Treatments: Carpeting, acoustic ceiling tiles, and even curtains can help absorb sound and prevent it from bouncing around the room.

• Furniture and Wall Panels: Soft, sound-absorbing materials in seating and wall decor can further reduce echo and create a comfortable sound environment.

5. Prioritise Lighting

Lighting can have an impact on mood and productivity and harsh lighting can be a particular challenge for your neurodivergent employees. It can also affect how people appear on video. Natural lighting is ideal, but not all rooms are equipped with large windows. Here’s how you can ensure optimal lighting:

• Adjustable Lighting: Invest in dimmable lighting options to allow for different lighting needs, whether it’s a presentation or a video call.

• Avoid Harsh Overhead Lights: Overhead lights can cause glare on screens and create harsh shadows. Wall-mounted or indirect lighting solutions provide softer, more balanced lighting.

• LED Lights: Energy-efficient LED lights that mimic natural light can create a comfortable, professional atmosphere and reduce eye strain, especially during long meetings.

6. Simplify with Integrated Controls

An overly complex control system can create ‘tech faff’ at the beginning of your meeting, which can waste time and lead to frustration. Not a great way to kick things off! Consider integrated control systems that allow users to manage audio, video, lighting, and temperature from a single device. Some key elements include:

• Touch Panel Controls: Install intuitive touch panels or wall-mounted controls for easy access to AV settings.

• Voice-Activated Systems: Voice-controlled systems add convenience by allowing users to start a video conference or adjust settings hands-free.

• Automation: Automated systems that activate the equipment and adjust lighting when someone enters the room can simplify the process and ensure a smooth start to meetings.

7. Think About Connectivity

The meeting room should cater to the various devices that team members may bring with them. Reliable connectivity, including wireless presentation systems and multiple HDMI/USB ports, is essential for a smooth meeting experience. Wireless screen-sharing options will mean that anyone can connect their device without the need for cables. This makes the collaboration process much easier, faster and more flexible.

8. Keep Scalability in Mind

As your business grows, your meeting room should adapt. Choose modular technology and furniture that can be reconfigured or expanded if needed. For example, a video conferencing system with additional mic and camera inputs allows for scalability as your business evolves and new people join the team. Having a room designed to “grow” with your business can save costs in the long term and ensure the room remains fit-for-purpose as things change.

A well thought out a meeting room will have a good balance of technology, comfort, and functionality. Get these key elements right and you’ll create the perfect space for collaboration, clear communication, creative thinking and sharp decision making.

Need some help getting it just right?

Book your free consultation today and we’ll help you get the ball rolling. Email [email protected] or give us a call on
03301-756-544 - We’d love to help!