The fast development of technology is not only affecting how we work – it has also changed how we meet. The number of meetings and conferences where we meet face to face – and which we have to travel to by car or plane – is becoming smaller and smaller. Instead, we have started to make more and more use of video meetings.

But virtual reality will soon add a further dimension to our remote meetings. Virtual reality makes it possible for us to experience people and environments as if we were really there. In the long term, it will be possible to hold meetings in whatever environment we want – in a virtual copy of the company's boardroom or production plant, or in an inspiring environment on a paradise island… the only limits are actually those set by our imagination.

Of course, we will continue to have physical meetings when necessary. But the new technology gives us the opportunity to think sustainably and reduce our environmental impact in the form of travel and CO² emissions. From a business point of view, remote meetings are also cost-effective, since they save both time and money. If they are to work well, the meeting rooms and conference rooms of the future must be well-equipped, with all the necessary technology in place, preferably integrated into the office furniture, for example meeting tables and conference tables. 

Working in different teams and projects has become extremely common. This also means that short meetings and discussions are a natural and necessary part of the working process. For these kinds of meetings, you need flexible solutions. It has to be easy to change the workplace from individual desks and bench tables to a meeting table and back again.

You also need meeting rooms, conference rooms and environments suitable for spontaneous meetings. As soon as you feel the need to follow up with a colleague, the office environment should be able to offer a number of different environments where you can talk without disturbing other people. It has to be easy for the environments for spontaneous meetings to be customised for the need you have at the moment. Tables, task chairs, chairs, sofas and other seating furniture have to be flexible, ergonomic and easy to customise.

Meeting rooms for pre-booked meetings should be available in a number of different sizes – small meeting rooms designed for 4-6 people and larger meeting rooms for 6 people or more. For board meetings, workshops and general meetings you will still need a proper conference room with a well-equipped conference table in the middle. Because sessions of this kind can last quite some time, it is important that the meeting room is equipped with ergonomic conference chairs. Good chairs where you can sit properly prevent aches and tiredness, and make it easier to stay attentive and alert throughout the entire meeting. 

In many ways, today's offices resemble our homes. We can choose what we want to do and where we want to do it. We can also carry out many different activities in one and the same working environment – not so different from how we use our living room at home.

In the flexible office we are encouraged to cooperate and meet frequently. In order for your meetings to be fruitful, without the risk of disturbing one another, you need to have rules. Decide together where and when it is OK to have meetings and discussions. This is especially important in the case of spontaneous meetings.

For example, if you pass your colleague and it occurs to you that you would like to discuss a few things, ask for a short meeting in one of the environments designed for meetings of this kind. Then you can talk as much as you like without anyone becoming irritated. For planned meetings, invest in a booking system, as this makes the organisation efficient and reduces the risk of misunderstandings.  

A good example of a flexible and adaptable meeting table: Nexus Meeting.

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Press release: Nexus Meetings – for the new way of meeting