For an office worker, the average time spent in meetings is estimated at one day a week, or one fifth of working time. So providing a place where staff can meet to exchange ideas is a priority when it comes tooffice design. When well designed, the meeting room can be an invaluable asset to any organization. It can enhance productivity by providing a comfortable space for business communication . It can also help create a positive atmosphere to foster team spirit, creativity andinnovation. Whether you're considering designing a new meeting room or improving an existing one, here are some key ideas to keep in mind. From furniture selection to color palettes, these space planning tips will help you create the ideal meeting room for your business.
1. Define the purpose of your meeting room
Whether this workspace is used for in-house meetings, brainstorming workshops, training sessions or presentations, it must be designed to meet these different objectives. So before you start designing your ideal meeting room, make sure you identify your most important needs. For example, if the room is used for internal collaboration, you'll want a long table to accommodate all team members seated side by side. If it's going to be used for workshops or conferences, you'll want several small tables with a clear path to the front.
Understanding the purpose of your meeting room will help guide your design decisions. In addition to its primary function, it should also be designed to meet any special needs inherent to the business. If you identify several, don't hesitate to create a multi-purpose workspace, where elements can be easily moved at any time.
2. Evaluate size and layout to create the ideal meeting room
Now that you've pinpointed the exact use of your future meeting room, it's time to move on to the next step. Now it's time to move on to the next step: choosing the right location within your offices. There aren't really any rules here. However, you need to ensure that the space meets two important criteria: sufficient size andaccessibility for all employees.
To find out if your meeting room is big enough, you'll need to ensure that it can accommodate your team's most common collaborative activities. And don't forget to allow a little extra space for digital equipment. As far as accessibility is concerned, the key is to choose a location that your employees can easily reach, wherever they may be. You'll also need to consider accessibility for people with reduced mobility, and plan extra space in your room to accommodate this need.
3. Select comfortable, functional furniture
When choosing furniture for your ideal meeting room, you need to consider both form and function. Form refers to the aesthetics andergonomics of the furniture. Function refers to how the furniture meets the needs of the room. For example, if you're designing a room used primarily for training, you may want seating that's easy to move around, and possibly stackable. If you're creating a room for general collaboration, the meeting table will be the centerpiece of this space. You can opt for a long table, either rectangular or oval, to facilitate communication between all participants.
When the general layout is not intended to be changed regularly, you can take the liberty of choosing more comfortable seating, to promote well-being at work. For longer periods of sitting, it is advisable to provide ergonomic furniture, such as chairs or armchairs with lumbar support: your employees will be all the more grateful. On the other hand, if you're designing a multi-purpose room, it's best to opt for chairs and tables with castors, so they can be moved around easily.
Finally, if you're organizing meetings with the aim of stimulating creativity, don't hesitate to choose furniture with a less conventional design, or even to break with traditional patterns. Some organizations have even opted for low furniture, with poufs and coffee tables to create a more playful space.
4. Choosing the right digital equipment
When selecting equipment for your meeting room, you'll obviously need to consider the needs of your business. If you plan to use the space for brainstorming or group work, a whiteboard or flipchart will be on your list of essentials. If it's to be used for conferences or remote training, you'll need to think about installing a suitable sound system. You'll also need to equip your room with a video projector, microphones and webcams so that all team members can see and hear each other during the various meetings.
More often than not, meeting rooms are designed with equipment and technology in mind. So, whether you're installing a flipchart or a video projector, you'll need to ensure that it's placed in an optimal position in the room, and you'll need to consider the furniture layout accordingly. Don't neglect thepower supply either: there must be a sufficient number of sockets to enable all equipment, whether collective or individual, to be plugged in when required.
5. Create a warm, welcoming atmosphere
The last point not to be overlooked when designing the ideal meeting room is the aesthetics of the space. A welcoming atmosphere can help make this workspace more productive, as employees will feel more at ease. For example, you can take advantage of natural light, which is known to have a positive effect on people's mood and well-being. It's also a good idea to paint the walls a light color, to reflect natural light.
Acoustics are also an important factor in the overall well-being of your business premises. Meeting rooms are areas of communication: they can therefore be noisy for people working nearby. To enable everyone to work in ideal conditions, don't hesitate to equip your meeting room with acoustic partitionsto limit noise levels when in use. Sound-absorbing panels are also an excellent solution to avoid compromising the confidentiality of certain meetings.
You now have all the information you need to design the ideal meeting room. You can, of course, adapt these tips to the configuration of your premises, the number of employees and the specific needs of your company. Are you having trouble identifying them and don't know where to start?Office design professionals can guide you in your choices and help you create a comfortable, functional meeting room.