When it comes to work, having the proper environment can be the difference between having staff who are engaged and involved or an office that lacks productivity. The same is true of meeting room environments.

Your meeting room environment is the backdrop for your meetings. Everything from light and seating to the room’s layout can affect mood and productivity. When creating a meeting space, what does it take to make a room pleasant and work-friendly?

What is a Meeting Room?

Before getting into the details of what a conference room needs to be productive, you’ll first need to consider exactly what a meeting room is and how it’s used. What is a meeting room and what is its purpose?

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A meeting room is simply a room that’s set aside and is designated as a place to hold meetings. It’s that simple. However, these days, the meeting room may also double as a place to hold lunch, training sessions, client meetings, brainstorming and/or strategy sessions.

While the concept of a conference room is simple, you can see that it has multiple uses. Keep this in mind as we consider different aspects that make for a great online meeting room booking system.


The Human Consideration: Employees

What do your employees need to feel comfortable as well as productive in a meeting room? When designing a meeting space, it’s necessary to keep in mind that humans will be using this space in multiple ways. The meeting space needs to comfortably accommodate your attendees.

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Chairs: people tend to sit for longer periods during certain types of meetings, so the room will need comfortable chairs. Meeting room chairs should be durable, yet attractive. And don’t forget ergonomics. Here you’ll need to consider the people who will be using the room—don’t forget to keep in mind that the chairs should include back support and armrests. Look for chairs that are ergonomically correct, as well as comfortable. Wheels and swiveling chairs are also a good option, as they allow people to easily turn to see the person who’s talking, etc.

Colors: colors have a strong impact on people. If a room’s done in dark colors, most people may feel sleepy and the mood of the meeting may be more negative. On the other hand, light neutrals such as beige and white make the space appear light and airy, giving the room energy. Another color to consider is green—this color is considered helpful in managing stress. Blues are also thought to energize and relieve stress. Cheerful colors such as light yellows can also be a good choice.

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Whatever color scheme you go with, remember that dark colors will tone down the energy and mood in the room, while light colors energize and make people more productive.

Avoid clutter: sometimes the meeting room becomes a handy place to store things, especially if it’s not used very often. It becomes a large storage closet, rather than a usable space. Keep this from happening by not storing things in the conference room. In addition, you’ll want to avoid clutter of any kind in the meeting space. Clutter can bring out negativity in people, so keep decorations, wall art, etc. to a minimum and avoid using the room as a storage closet.

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Sound-proofed: a meeting room should be a quiet space. Noise and activity can cause distraction, leading to loss of focus. Make sure the room is in a quiet part of the building. If this isn’t possible, you might want to consider using sound-proofing materials to make the conference room a quiet space. Not only will you be able to hear one another talk, but the focus will be on the meeting, rather than the outside noise and activities.

Lighting: if your conference room’s too dark or dim, this will have a negative impact on the energy and focus in the room. We tend to become sleepy and unfocused in a dark room. To counter this, some businesses choose to use bright lights, which can also be hard on our eyes. Some people who are light sensitive may also have a difficult time such a bright environment.

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Another consideration is whether or not the room will be used for visual presentations. If so, you may want to go with fluorescent lighting with a dimming system. Make sure the lighting is comfortable, doesn’t cause eye strain and allows people to use their smart devices and computers. Balance your lighting by incorporating natural light, when possible.

Comfort, the right colors and lighting all go a long way in making a meeting room a great space for your employees. Keeping these things in mind will help your employees stay energized and focused in a conference room.



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