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Traditional Meeting Rooms are Becoming Obsolete, Here’s What You Can Do About It


Meeting rooms are an essential part of any office. An organization that spends a significant amount of time in their meeting rooms tend to be ahead of the curve when compared to their peers. Meeting rooms are where creativity is called upon, critical decisions are taken, and discussions are turned into actions. Therefore, these essential spaces should be designed in a way that facilitates such interactions.

Nevertheless, more often than not, meeting rooms in offices are usually the place where the least amount of consideration goes. Since meeting rooms are the place where all the critical decisions of an organization take place, it can be the mind of any office. And in order to design the mind, one must take care of everything, including the floor, type of furniture, equipment, lighting, acoustic, and decor. 

Most Coworking Office Space fails to provide the kind of meeting room that can stand up to the kind of conversation that takes place inside, here’s why

Uniform room size

Meeting rooms often see various types of interactions. From 1 on 1 meeting, quick discussions to full-fledged client presentation, the type of meeting in a meeting room could be unpredictable. Therefore, meeting rooms should be designed to serve different types of interactions. However, nowadays, meeting rooms are created for the sake of having a meeting room in the office. They are often uniform in size and fail to support different types of interactions causing people to resort to other spaces according to their requirements.

Oversized and underutilized rooms

Oversized meeting rooms are another defect in the design of the meeting rooms. When a significant portion of the meeting room is unoccupied despite everyone being present in the room, it makes for a futile environment. 

Faulty technology

The last thing anyone wants in a meeting room is for the technology to stop working. The amount of time that goes into fixing the conference room TV or internet connection could have been productively utilized if the technology didn’t give up on everyone.

But, alas, most meeting rooms are equipped with faulty technology and as a result, fail to facilitate proper meetings when required.

Traditional Meeting Rooms are Becoming Obsolete, Here’s What You Can Do About It 3

Outdated Design

Inadequate and obsolete design is another factor that plagues meeting and conference rooms. Poor design can be attributed to the improper use of lighting, wrong acoustic and furniture, and misplaced TV screens. Although of little significance, the design of meeting rooms is essential for the flow of creativity and for employees to feel motivated and energetic.

How Modern Meeting Rooms Should Be Designed

Purposeful design

Meeting rooms should be designed to accommodate various groups of people and serve different types of interactions. If your organization has a few employees, build a cozy meeting room. Similarly, companies with large numbers of employees should opt for larger meeting rooms. 

Search through meeting rooms analytics and utilization data to figure out the right mix of sizes and types of meeting rooms that can be added.

Comfortable Build

Every part of a meeting room should be designed with the intention of providing comfort to those who use them. Whether it is the flooring, furniture, lighting, ambiance, it should be comfortable enough for people to find themselves concentrated at the matter at hand rather than worrying about the meeting room. Meetings are unpredictable and can last longer than expected. In such scenarios, comfortability and convenience become especially important. 

User-friendly technology

Various pieces of equipment are an essential part of any meeting room. However, not all meeting rooms require a plethora of equipment. A room designed to get over quick hurdles or have small discussions at the end of the day might not need a conference set up. It can do with a whiteboard, marker, and a duster. Similarly, a boardroom can employ advanced telecom technologies.

While choosing and assembling technical equipment for meeting rooms, make sure they are user-friendly. The technology should allow users to connect their device easily so they can share their content with other participants. 

Be creative

In order for creativity to flow, you must have a creative atmosphere. A meeting room should be designed and set up in a way that radiates creative energy. You can take certain steps to facilitate creativity in meeting rooms:

  • Focus on the emotions and feelings you want to evoke when people walk in the meeting room. The design elements that influence emotions are the colors of the wall, arrangements of furniture, lighting, and music.
  • Try to integrate your meeting room visuals with the theme of your brand to instill familiarity among participants. 
  • Incorporate lines and shapes to provoke a feeling of comfortability and openness. 

While integrating these design decisions in the meeting room, make sure they serve their intended purpose of facilitating creativity and comfortability rather than being the means of distraction.  

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Shahid Ibrahim is a blogging Enthusiast. He is so passionate about writing, traveling and sharing an idea to the rest of the world through the power of the word.