Have you ever felt overwhelmed at the thought of going to another meeting? Maybe you feel like your meetings are unproductive, draining, or inefficient.
It’s easy to see why. Recent research by Harvard Business Review reveals that managers can spend up to 23 hours a week, or 35% of their time, in meetings. Of those surveyed:
- 65% said meetings keep them from completing their own work
- 71% said meetings are unproductive and inefficient
- 64% said meetings come at the expense of deep thinking
- 62% said meetings miss opportunities to bring the team closer together
When you hear these stats, your initial reaction may be to cancel meetings altogether. However, this would mean your team will miss the positive aspects of regular opportunities to connect. So, instead, it’s about learning how to do meetings better.
There are numerous ways meetings can be improved, but one of the most significant is the set-up of your conference room itself. In this post, we’re exploring the importance of meeting room design and sharing our ideas for creating a productive meeting space.
The Importance of Meeting Room Design
A well-designed meeting room plays a critical role in the success of both in-person and remote meetings. Meeting spaces need to support seamless interaction, whether participants are together in one room or joining remotely. Poor design, however, can create obstacles that often lead to:
Communication Challenges
Clear communication is a key factor in any meeting, but background noise, poor acoustics, and inadequate audio visual setups can make meetings challenging. For hybrid meetings, these issues can make it hard for remote participants to hear and engage, causing fragmented discussions.
Decreased Focus and Productivity
It's difficult for people to stay focused in a cluttered or uncomfortable environment. An effective space should provide comfortable seating, a clean layout, and technology that supports attention, ensuring that both in-person and remote attendees can remain fully engaged.
Inefficiency
Disorganised layouts, poor lighting, and outdated technology can slow down meeting progress. In hybrid settings, issues like poor internet connectivity, unclear audio, and limited screen-sharing capabilities add to the inefficiencies, disrupting the flow of collaboration.
Limited Creativity
A sterile or uninspired environment can limit creative thinking and problem-solving. Flexible seating, whiteboards, or dynamic digital tools can make the space more conducive to brainstorming, helping in-person and remote participants feel inspired to contribute.
Weak Team Cohesion
A welcoming, well-organised space is a breeding ground for collaboration and teamwork. Meanwhile, a poorly arranged room can create barriers to connection. In hybrid meetings, paying attention to camera placement and creating an inclusive setup helps remote participants feel part of the team.
Reduced Engagement and Motivation
When meeting rooms are uncomfortable or lack essential tools, they can create frustration and disengagement, especially for remote participants who may struggle to stay included. Well-equipped, thoughtfully designed spaces demonstrate a commitment to effective collaboration and respect for employees' time, leading to more motivated, engaged teams and more productive meetings.
Limited Flexibility
A rigid, single-purpose meeting room can limit usability, especially as teams increasingly alternate between in-person, remote, and hybrid meetings. Flexible furniture, adaptable layouts, and multi-functional technology help the room easily transition between different meeting formats, making it more versatile and accommodating for diverse team needs.
Through addressing these design elements, you can create a flexible, functional meeting space that supports the needs of your team, whether they're together in the room or connecting from afar.
Design Ideas for an Exceptional Meeting Room Experience
1. Acoustics Treatment
The first step to enhancing your meeting spaces is to update the acoustics, ensuring a quieter, more focused environment that’s ideal for discussions. Improving acoustics means incorporating materials that absorb excess sound, reduce echoes, and limit the distraction of external noises. Acoustic panels or tiles on walls and ceilings are particularly effective, as they trap sound waves, preventing them from bouncing around the room. Softer flooring, like carpet or rugs, can help absorb sound at ground level, reducing noise even further.
In addition to acoustic materials, selecting the right furnishings and accessories can help refine the room’s overall sound quality. Choosing cushioned seating and softer materials for the boardroom table contributes to sound absorption and minimises harsh sound reflections. Room dividers and blinds can also reduce sound from adjacent spaces, providing a more private atmosphere.
2. Technology That Elevates User Experience
Designing a meeting space requires integrating technology to ensure seamless communication, ease of use, and adaptability. Investing in high-quality video and audio equipment is essential. A high-resolution camera with a wide-angle lens ensures everyone in the room is visible to remote participants, while adjustable positioning can allow for both focused speaker shots and room-wide views. Paired with this, high-quality microphones strategically placed in the room capture voices clearly, ensuring remote attendees don’t miss any part of the conversation.
Screen placement is another key consideration. Dual-display screens work best in hybrid meeting rooms: one screen can be dedicated to shared content, such as presentations, while the other shows a grid view of remote participants. Placing screens at the front of the room ensures that all in-person attendees have a clear line of sight. In larger or longer rooms, consider adding additional displays along the sidewalls to avoid any viewing obstructions.
Once you’ve decided on your hardware setup, it’s time to consider the software your team will need. For example, if your team and clients use a standard unified communications app like Microsoft Teams or Zoom, then having a native or built-in solution is best. If your team doesn’t have a standard application or are using a variety of video conferencing platforms, then a Bring Your Own Device (BYOD) solution may be better. BYOD gives you more flexibility, allowing your team to tailor their tech to suit their personal needs and preferences. This can be helpful for accommodating hybrid or remote teams too.
3. Bring Nature In
Biophilic design is an interior design approach that incorporates elements of nature. It enhances indoor spaces with natural light, natural airflow and ventilation, and greenery, making them more inviting and comfortable. Biophilic design has been shown to improve employee well-being and lead to a 6% increase in productivity and a 15% increase in creativity.
Here are our tips for designing your meeting space with biophilia in mind:
- Optimal natural light: Designing a meeting room with optimal natural light is about striking a balance that enhances productivity without causing glare or screen visibility issues. Large windows or glass walls are excellent for bringing in daylight, but it’s essential to control the intensity. Installing sheer blinds, frosted glass, or adjustable shades allows for flexibility, filtering the light to prevent overly bright conditions that could make screens hard to see. For darker days or late afternoons, daylight-mimicking LED lights can supplement natural light, maintaining a warm, natural ambiance that boosts alertness without overwhelming the space.
- Plants and natural materials: Introducing plants and natural materials into a meeting room can significantly enhance the atmosphere, making it feel inviting and connected to nature. Greenery, such as potted plants, hanging plants, or a vertical garden, adds colour, improves air quality, and creates a sense of calm. Choosing low-maintenance, air-purifying plants can make upkeep easier while still offering a vibrant aesthetic. Using wood, stone, and natural textiles for furniture and decor adds to this earthy feel, bringing warmth and texture.
- Ventilation and airflow: Good ventilation and airflow are crucial for keeping the meeting room comfortable and conducive to focus, especially during longer meetings. Windows that open, an air purifier, or a ventilation system ensure that fresh air circulates, preventing stuffiness and enhancing overall air quality. Strategic placement of air-purifying plants and ensuring clean, fresh airflow can prevent that “stale air” feeling, creating an environment that keeps everyone engaged and alert.
4. Flexible, Team-Focused Layout
When designing a meeting room, consider a layout that prioritises collaboration and adjusts to various team needs. A circular or evenly arranged seating layout encourages open communication, ensuring everyone has a clear view of screens and presentations. Integrating features like swivel screens allows for easy adjustments, enhancing visibility and engagement in different meeting scenarios.
Flexibility is key in modern meeting rooms, which serve multiple functions, from formal meetings and brainstorming sessions to casual gatherings. To create a versatile space, consider including movable partitions or retractable screens that can easily divide or open the room as needed. This flexible approach allows the space to transition seamlessly between confidential meetings and open, collaborative setups.
Selecting versatile furniture, such as height-adjustable, reconfigurable, or foldable tables and stackable chairs, gives teams the freedom to change the room’s layout to suit the style and scale of each meeting. Providing options for both seated and standing arrangements encourages movement, keeping participants engaged. Including ergonomic furniture supports comfort, reduces health risks, and fosters active participation.
Thinking About a Meeting Room Makeover?
At Crest Interiors, we can help you redesign your meeting room to create a space where your team not only feels productive but also has the ability to achieve their best. We’d be delighted to talk to you about how our office design services can make your meeting spaces somewhere your people really love to be.
Get in touch to start up a no-obligation conversation.
