Meeting room design for effective meetings
Start with the purpose
The foundation of an effective meeting space is ensuring it is tailored to the type of meetings held there. Are they informal meetings, such as brainstorming sessions or spontaneous check-ins? Or more formal meetings, like confidential discussions, weekly updates, or project meetings?
Informal meetings, which often happen spontaneously, work well in open areas. The workplace lounge is becoming increasingly common in modern offices and provide a suitable setting for these types of meetings. They offer a flexible and open environment that encourages quick check-ins and impromptu discussions.
Some formal meetings need to be held in rooms that are hidden from external view and without cross-talk. In these spaces, good lighting and air quality are particularly important. Adding plants can also enhance the atmosphere and contribute to a more pleasant and focused environment.
Create room-in-room solutions
Most formal meetings can take place in open environments if designed with partial enclosures that provide a sense of privacy. Seating furniture with high backs, screen walls or textiles that divide the room are great solutions to create defined spaces.
Acoustics also play a crucial role in meeting environments. To create a comfortable sound environment, the sound level should not be too high or too low. Decorating with plants also contributes to a better work environment in these kinds of spaces.
Think meeting spaces, not just meeting rooms
Referring to “spaces” instead of “rooms” reflects the shift towards a more flexible office design. Using open environments for meetings has several benefits. Seeing colleagues at work, rather than everyone being hidden in closed rooms, creates a more dynamic atmosphere. Open spaces can also be adapted to changing needs, fostering free interaction that encourages collaboration, innovation, and inclusivity.
Reading tips
Are you in need of meeting spaces adapted for hybrid meetings at your workplace?
Read more about how to best design for hybrid meetings here!
Choose seating based on meeting duration
When choosing an interior design solution, it is not only the nature of the meeting that needs to be taken into account - the time aspect is just as important. Briefings and spontaneous check-ins are often best held in places with higher tables and stools to encourage the meeting to be quick. It means the participants can then choose whether to sit or stand and makes the meeting quicker and more informal.
Prioritise ergonomics – the longer the meeting, the more important it becomes
For longer meetings, it is usually a good idea to provide adjustable conference chairs with optimum comfort at a generously sized table. It is also important with lengthy meetings to ensure that the sound level, light and ventilation are optimal.
Short meetings should also have good sound, lighting and ventilation, but the consequences of not taking these factors into consideration become more pronounced in long meetings. Also, don’t forget that interior design choices, especially in the case of chairs, can also affect the sound environment. Choosing chairs with quiet castors means no annoying scraping noises when participants move their chairs. This is especially appreciated during hybrid meetings, as those participating digitally depend on good sound quality to keep up with the meeting.
Meeting areas outside large conference rooms encourage quick discussions and problem-solving with colleagues after the meeting.
Our ergonomic task chair Capella Classic with low back works perfectly in meeting spaces for longer meetings.
1.
Create meeting areas in open spaces
With the help of smart technology solutions and screening textiles, furniture or screen partitions, open spaces can also become functional meeting spaces. This creates flexibility and enables changes to be made to the office layout.
2.
Customise according to the type of meeting
For creative meetings, it is important to be able to move freely in the space to keep the energy and pace up. Furnish with standing tables and larger noticeboards, for example. For more formal meetings, adjustable chairs and sound absorbers may be more important.
3.
Consider the length of the meeting
Longer meetings require ergonomic chairs with high comfort to encourage positive movement. Windows are preferable, as natural light and the ability to ventilate help maintain concentration.
4.
Ensure confidentiality if necessary
If sensitive matters are to be discussed, the meeting space should be designed in a room hidden from external view and without sound cross-talk.
5.
Future-proof through flexible design
If a meeting space is to be used for as many different activities as possible, it is a good idea to furnish it with flexible furniture, such as height-adjustable or foldable tables and stackable chairs or stools.
Read Office Solution
In the Office Solution magazine, you’ll gain insights into how smart design and innovative solutions contribute to sustainable workplaces. We hope you feel inspired and see the possibilities in creating work environments that empower both people and organisations.
