Introduction

In today’s dynamic business environment, a well-designed conference room is crucial for effective collaboration, communication, and decision-making. Whether you’re renovating an existing space or planning a new office, careful consideration of various factors can significantly enhance the functionality and efficiency of your conference room. This comprehensive guide will walk you through the key elements decision makers need to consider when designing a conference room.

OVERVIEW OF ARTICLE

Businesses today need a place for employees to congregate and collaborate with like minded individuals. These workplaces that have been designed over the past 30 years need modernization. Modernization in the workplace can mean a variety of things, but most importantly it’s about building an elegantly designed workplace that draws your employees to think creatively and seamlessly collaborate with people either in-person or remotely. These modern workplaces are focal points for many CEOs who are having challenges bringing their employees together. Our organization can help your team design and implement the next generation of modern conference rooms within these workplaces. If you’re looking for a design guide to build the perfect conference room AV Stack, download this article: Perfect AV Design Guide. Throughout this blog you’ll in an understanding of the key components to properly design and build a modern workplace integrated to your companies broader business goals and initiatives.

IMPACT

A modern workplace with new furniture and layout and updated architectural character will enable your workforce to be more productive collaborate more efficiently and improve your company’s ability to attract and retain talent. The meaning behind your company’s vision should be about not only helping your customers achieve a greater good with your products or services that you’re delivering to market, but also bringing together a culture that fosters people to live happy and fulfilling lifestyles not only at home but also at work. Hybrid workplace environments are the cornerstone of the next generation of modern workforce this means no longer Monday to Friday 9:00 to 5:00, coming into the office through the morning traffic and leaving just in time to put your kids to get to bed. The next generation expects flexibility 4 their own personal well-being and also flexibility in a way to enable them to achieve their greater goals in life. Productivity has been questioned since employees have worked home 100% of the time, so the goal of the modern workplace is to break that barrier and help employees who have been at home for so long unmotivated to come back into an office to see value in being in person with their teammates on a regular cadence. This means that your investment in the modern workplace can’t be just about furniture and aesthetics it has to be focused around the hybrid workplace and connecting your offices and your employees at home to the employees who go into the office.

KEY ASPECTS OF A CONFERENCE ROOM

This blog is going to focus on many aspects of the modern workplace from what is the new and greatest furniture and lighting layouts and how to build teamwork pods and more. But most importantly we found that the modern workplace needs to have a strong emphasis on custom design and integration in the conference room where most meetings happen today. This means likely changing the way your team utilizes technology in their conference rooms to provide equitable screen share and screen time for employees both in the office and at home.

SIZE AND LAYOUT

The size of your conference rooms should have taken into consideration a number of people collaborating together in a single space this means that you may not have as many large conference rooms as you have today and focusing more on smaller conference rooms and huddle spaces in larger volume might provide a more enhanced meeting so that you don’t have a single person sitting inside of a twenty person conference room.

There are so many different ways to design a conference room with single display dual display you shape classroom style traditional square table or rectangle or circle table high top table and more, when we focus on bringing employees together we make sure to incorporate a variety of different conference room types as people like to stand and sit and walk around and utilize different types of technology depending on the type of meeting. The conference room table and chairs will directly impact the audio visual design so make sure that you consider table height chair height and location prior to finalizing any audio visual design within a given conferencing space.

The size and layout of your conference room should align with its intended purpose and capacity. Consider the following:

  • Capacity: Determine the maximum number of people the room needs to accommodate. A good rule of thumb is to allow 20-25 square feet per person for comfort. This ensures adequate personal space and reduces feelings of crowding during longer meetings.
  • Table shape: Choose between rectangular, oval, or round tables based on the room’s purpose and collaborative needs. Rectangular tables are great for formal presentations, while round tables promote more equal participation and are ideal for collaborative discussions.
  • Traffic flow: Ensure adequate space for comfortable movement around the room. Allow at least 36 inches of clearance behind seated participants for easy access and to comply with accessibility standards.
  • Flexibility: Consider modular furniture for adaptable configurations. This allows you to easily rearrange the room for different types of meetings, from large presentations to small breakout sessions, maximizing the utility of the space.

 

ROOM ACOUSTICS

Have you ever been into a conference room that sounds like an echo chamber?  Remember that experience and think crtically before making a investment in acoustic paneling for each conference room.  Acoustic treatment of the walls or ceilings help employees in their ability to hear each other and enable the technology within the conference room to work appropriately.

Excellent acoustics are crucial for clear communication:

Sound absorption: Use materials like carpets, acoustic panels, or ceiling tiles to reduce echo. Consider installing sound-absorbing wall treatments that double as design elements to enhance both acoustics and aesthetics.

Soundproofing: Insulate walls to minimize external noise interference. Use double-paned windows and solid-core doors to further reduce sound transmission from adjacent spaces.

Speaker placement: Strategically position audio equipment for optimal sound distribution. For larger rooms, consider a distributed audio system to ensure clear sound throughout the space without overwhelming those closest to the speakers.

OCCUPANCY

To determine the appropriate room size and how many rooms you should have survey your current office walk around on a daily basis over a couple week period of time and try to understand what the average occupancy is of each conference room and which ones are booked the most. There are workplace technologies like Robin app space and more that would provide your team with in-depth analytics on how each conference room is used today, but this is contingent upon having already deployed and utilized these technologies in your organization which is something to consider during the next generation of your modern workplace design.

Emphasize the importance of flexibility to accommodate various meeting types having seen thousands of conference rooms I would highly recommend a variety in furniture and flexibility in furniture for adjusting location and potentially height of the furniture depending upon which room it’s in we’ve seen customers like Octa and the gap in mongo DB come up with some really innovative ways to incorporate sit to stand chairs and desks within a conference room and having conference room furniture on wheels to move aside for standing stand up meetings. More recently a lot of our customers have open air meetings in there disk space locations for employees to be able to quickly stand up move into an open area and collaborate with team members and go back to their desks without having to reserve any formal meeting space.

FURNITURE SELECTION

We can’t emphasize enough that having comfortable and ergonomically correct furniture 4 every office and workspace will really enhance employees health and Wellness within an office. Employees being comfortable and happy no matter where they sit or stand we’ll provide an enhanced experience for every modern workplace design.

– Discuss table options (e.g., modular vs. fixed, shape considerations)

– Mention additional furniture like storage units or presentation podiums

– Highlight the balance between aesthetics and functionality

COMFORT AND ERGONOMICS

Ensure participants can focus on the meeting, not their discomfort:

  • Seating: Choose comfortable, adjustable chairs with proper back support. Look for chairs with multiple adjustment points to accommodate a range of body types and preferences. Consider including a mix of seating options, such as standing height tables or lounge seating for breakout areas.
  • Temperature control: Install an efficient HVAC system with easy-to-use controls. Implement zoned temperature control for larger spaces to accommodate different comfort levels across the room.
  • Air quality: Implement proper ventilation and consider air purification systems. Install CO2 sensors to automatically adjust ventilation rates based on occupancy, ensuring a fresh and comfortable environment throughout long meetings.

 

BRANDING:

The room’s appearance can impact mood and reinforce company culture:

Color scheme: Select colors that align with your brand and promote focus. Use color psychology to create the desired atmosphere – cool blues for calm and concentration, warm tones for energy and creativity.

Artwork: Incorporate inspiring or brand-related visuals. Consider digital displays for rotating artwork or company information to keep the space dynamic and engaging.

Materials: Choose finishes that balance durability with style. Opt for materials that are easy to clean and maintain, ensuring the room looks professional for years to come.

TECHNOLOGY INTEGRATION AND AUDIO VISUAL

Technology integration into in modern workplace needs to start from the entrance and continue through to each office and conference room and desk space throughout every modern workplace. Everything should work in unison and be connected together through the cloud. Our customers utilize Microsoft Teams and Zoom for video conferencing within the conference rooms and training rooms and all hands and cafes throughout their offices. But your modern workplace should take it a step further, and this means hot desk, digital signage, seamless communication technology throughout. It’s better to spend on both quantity and quality as your employees who have had their own Home Office for years are accustomed to a high-quality audio and video experience in every space they own so why can’t they have the same or even better when they come into the office.

Taking it one step further what about having a hybrid workplace environment that provides your employees with everything they need the minute they step into the office. Food fitness center movie theater training studios high end desk technology and much more can really differentiate your office from your competitors offices driving more talent to come work with you and stay with you longer.

Explain the necessity of high-quality audio-visual equipment We’ve built thousands of zoom and Microsoft Teams rooms and continue to be at the bleeding edge of artificial intelligence integrated to the modern workplace. Artificial intelligence is a nice to have, but without quality audio and video where your employees can hear and see each other clearly, nothing else really matters. Such a significant amount of meetings today incorporate some component of a remote employee contractor or customer and if your team has the best video conferencing technology your competitors will notice and customers will notice and most importantly to you your employees will want to be in the place where they stand out.

LIGHTING AND ACOUSTICS

Proper lighting is essential for comfort and productivity:

Natural light: Maximize windows while considering glare on screens. Install adjustable blinds or smart glass to control natural light levels throughout the day and reduce eye strain.

Artificial lighting: Use a combination of ambient, task, and accent lighting. Layer lighting to create depth and visual interest while ensuring adequate illumination for note-taking and reading.

Dimmable options: Install adjustable lighting for various purposes and times of day. This allows for optimal lighting conditions whether you’re using digital displays, conducting video calls, or engaging in face-to-face discussions.

Automated systems: Consider smart lighting controls for energy efficiency. Integrate occupancy sensors and daylight harvesting systems to automatically adjust lighting based on room usage and natural light levels.

FUTURE PROOFING

The future of your conference room should be adaptable to the changing trends and ways of work.  Flexible AV Technology that can be configured as a Zoom Room, Teams Room or BYOD are important to ensuring your team doesn’t invest in a technology that 5 years from now could be out of business requiring your team to replace everything you’ve worked so hard to invest in.  Your business isn’t just about being practical in your investments, think outside the box, spend more money on a feature wall or deliver a connected workplace technology that sets your team apart from your competition.

Here are some ideas to plan for evolving technology and work practices:

  • Scalability: Design with potential growth in mind. Include extra power and data capacity to accommodate future technology upgrades without major renovations.
  • Adaptability: Choose systems that can be easily upgraded or replaced. Opt for modular AV systems that allow for component upgrades rather than full system replacements.
  • Wireless capabilities: Implement robust Wi-Fi and wireless presentation options. Consider Wi-Fi 6 (802.11ax) or newer standards for faster speeds and better performance in high-density environments.

By carefully considering these factors, decision makers can create a conference room that not only meets current needs but also adapts to future requirements. A well-designed conference room enhances collaboration, impresses clients, and contributes to overall workplace productivity and satisfaction.

If you’re looking for more resources on planning out your new Zoom or Microsoft Teams room, use our calculator on our main page to understand the best practices when integrating to Microsoft Teams and Zoom.  AV DESIGN CALCULATOR