5 Tips for Designing a Productive Conference Room
A conference room’s overall design and layout can make or break the meetings held in that space. When you pull together a team, you want to ensure productivity regardless of the meeting’s goal. By prioritizing the overall flow of a conference room, you can create a compelling and functional space for all team members.
Follow these five practical tips for designing a productive conference room to spark great discussions and new ideas.
Evaluate the Room’s Layout
The overall layout of the room can create a substantial difference. The meeting type will determine the necessary configuration. If there’s a presentation or a round-table discussion, all things matter when planning the layout. Ensure the room is flexible—tables and chairs should be easily relocatable.
Equip the Room With the Right Tools
Having trouble with the video presentation and sound is unprofessional and may deter the group from taking the meeting seriously. Equip your room with the right tools and have all users practice using the equipment. A few things to consider for a conference room include:
- Video conferencing cameras
- Projectors or televisions
Ensure a Practical Set-Up
An often-used excuse for an employee to be late or miss the meeting is the location of the meeting. To eliminate these issues, have the room in a centralized location so that it’s accessible for everyone. Include readable signage with clear lettering. It might also be beneficial to include braille to create an inclusive space. A few other things to consider include the following:
- Positioning equipment in secure locations out of walkways and seating areas.
- Entrance accessibility should accommodate everyone, including wheelchair users.
Clarify the Rules for the Space
One of the best tips for designing a productive conference room is clarifying the rules of the space. Create a list of protocols and procedures and ensure all employees abide. This can allow an easy clean-up when the meeting is over and ensure safety for all staff. It’s also good to implement health and safety guidelines to maintain a clean workspace, given the high amount of shuffling throughout the day.
Utilize a Centralized Booking System
Equipping a room with a centralized booking system allows easy meeting bookings and ensures you don’t overlap with another meeting. The shuffling created when a session ends and begins too close to one another can be unprofessional and disruptive.
By following a booking system and adhering to the schedule, you allow for the necessary time and space without conflicts. This system allows the booker to see room availability and cancellations, eliminating the chances of double booking.
To learn more about commercial AV solutions for your conference room, reach out to Aztec Sound and Communications.