When you’re organizing a meeting, you’ll want to consider more than just chairs, a projector and a whiteboard. You’ll want to create the right environment for your meeting, from the lighting to the seating. Creating a result-driven meeting room environment and design is crucial for efficient meetings. Why is the meeting room environment important? Meetings are essential for the growth and expansion of any business of any size and therefore hold great significance. A meeting area that’s comfortable, stylish and fully equipped will help you communicate better and build relationships. It can effectively lead to attracting clients or finalizing import deals.

Let’s take a look at different aspects of meeting rooms that can contribute to a successful meeting.

Lighting

How bright is the room? Lighting plays an important role in the meeting room experience. Soft lighting may be good for reading and viewing of screens, but on the other hand, it might also cause participants to doze off. Boardrooms might require more brightness, and rooms with projectors might require dimming lights. For rooms that are designed to have comfortable spaces, softer lighting is often necessary.

Understanding the purpose of the room and the meetings is crucial in creating and adjusting lighting. Also, lighting is heavily dependent on the location of the room. If there’s a lot of natural light, you might have to look at reducing the light with blinds. But if it’s a room without windows, lighting must be a primary consideration in designing the room.

Sound

One of the most neglected aspects of meeting rooms is sound management. Think about room noises like echoing, scraping from moving furniture and the quality of the sound that is coming from the speakers. Meeting rooms that are designed without sound management often have unwanted side effects.

It’s probably impossible to eliminate all room noises and distractions, but by getting rid of as many as possible, you can help create the best meeting environment. Think about wall or ceiling mounted acoustical panels that are effective at keeping sound in and keeping outside sound out, like traffic noises and office noises outside of the meeting room.

Heating and Cooling

One of every event and meeting organizer’s biggest nightmares is trying to control the heating, ventilating, and air conditioning system of a room. This is often the most difficult thing to regulate. Also, finding a temperature that everyone in the room likes is almost impossible. It’s best to start with a cooler environment at the beginning of the meeting because it’s only going to get warmer with extra people in the room. Also, people are less likely to doze off when they’re feeling slightly cool.

Chairs

If you let people sit for a while, make sure the seating is comfortable! You want to make a good impression to anyone who spends time in your meeting room. Purchasing comfortable chairs is an important part. Here are some things to consider when you are looking for meeting room chairs.

Materials
There are many types of materials to choose from for your meeting room chairs. Think about leather, wood, mesh, metal and vinyl. Leather is a highly desired material choice for chairs because it’s very comfortable and durable. However, a lot of companies choose a chair with good ergonomics and mesh backing.

Ergonomics & Aesthetics
Two other things to think of when it comes to chairs are ergonomics and aesthetics. Ergonomics are all about designing or arranging places or products so that they fit the people who use them. Think about seat height, back support and armrests. Having meeting room chairs with great ergonomics will help to keep participants more focused on the meeting content instead of on how uncomfortable they are.
Aesthetics are all about the look of the chairs. A good meeting room will have a great design as well. Look for fantastic looking chairs that also have great ergonomics.

Wheels
People in a meeting want to be able to easily turn their chair to see who is speaking or talk to the person next to them. So it would be great to have chairs with wheels. Having durable wheels is necessary for ease of movement in the meeting room.

Choose the right screen

The screen is often the one thing people look at the most, so choose it carefully. It should be big enough for everyone to see, from the front to the back. But it shouldn’t be overwhelming. Also, consider the right projector screen type and fabric. And, should it be mounted on the wall or on the ceiling? Or on a tripod? Don’t forget to consider cables, controls and speaker mounts.

Does standing help?

Yes. Standing keeps the energy high and helps the team to stay focused. Don’t let people come in and sit down till the bitter end of the meeting. Attendees who stand up have higher levels of engagement and even become more creative in brainstorming! Thus, creating a space in the meeting room for people to stand may be very helpful.

Final note

Well, hopefully this gives you a good understanding of what important things to consider when you’re going to build a meeting room. Don’t forget to make the room look awesome as well, for example by using quotes and colours. You’ll make a positive impression and people will be inspired when entering the room. All these things contribute to a great meeting room environment and will have a positive effect on the success and efficiency of your meetings.

 

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