Conference rooms are more than just a place to sit with your colleagues. From integral internal meetings to closing key accounts, much of your business's success will revolve around the work that gets done in a conference room. But the way we use conference rooms is changing. So much of modern business is now digital. Employees are no longer bound by their physical location when it comes to collaboration and communication. Just as employees and employers have had to adapt to the digitalization of the contemporary business landscape, so too must the conference room.
If you have remote employees, multiple offices, or large teams, you've likely been stuck huddling around a telephone or laptop with shaky video and garbled audio. Taking shortcuts and getting by with halfhearted measures for meetings with remote teammates puts both parties at a disadvantage. If neither of you can really hear or see each other, the quality of the conversation will be poor.
Rather than dwell on the context of a meeting (the what), it may be time to focus on "the where" and "the how" of your business collaborations. How you equip and lay out your conference rooms can either empower seamless hybrid team interactions or hinder your team's potential. Let’s take a closer look at what an optimal conference room setup looks like.
There is perhaps no room more diverse and pivotal to a business' immediate and long-term success and function than conference rooms. From meeting with stakeholders and high-dollar clients to creative brainstorming sessions, a conference room must be equally equipped to suit both formal and creative pursuits.
How your conference room is equipped speaks volumes to how your business views collaboration. Whether it's a room with four walls and a table or a well-thought-out space with its own equipment and clear purpose, it can make a huge difference in the efficiency and effectiveness of your business meetings.
Make sure your business has this equipment for conference rooms to enable hybrid teams:
No matter what your conference room setup style is, you need to have a video conferencing camera that is equipped with a high-resolution lens, high-fidelity speakers, and a quality microphone. This gives your employees the tools they need to collaborate in an efficient and effective way, even when they can’t all be in the conference room together.
A simple web camera is no longer enough. Consider investing in a front-and-center solution, like the Meeting Owl 3 + Owl Bar, to cover every angle of the room. This creates more opportunities for face-to-face conversations and makes hybrid meetings more natural and immersive experiences for everyone involved.
From videos to slides, equip your meeting rooms with a projector or HDMI or VGA-ready screen to showcase the video feeds of remote attendees and provide a space for presentations to be shared. A good monitor enhances the meeting experience and ensures everyone's on the same page. Be sure to get one large enough that even people seated in the back can clearly see everything on the screen.
No more waiting. No more, "How does this thing plug in?" Your employees and clients are too busy. Your business is too important for your meeting rooms not to have the necessary equipment. Make sure it is set up with all the essential visual presentation tools it may need to allow for successful meetings.
Whether you're presenting slides, taking notes or video conferencing with remote colleagues, you have to have the ability to access high-speed and reliable internet from within your conference rooms. Don't allow for lag time to disengage your meeting participants. We all know the frustration of being frozen during video meetings.
The information you are presenting may need to fluctuate. A whiteboard is just the right thing to take quick notes or draw a quick diagram for your team to analyze and generate business-shaping solutions.
If you find that your team uses the whiteboard frequently, it may be worth investing in a dedicated whiteboard camera like the Whiteboard Owl. The Whiteboard Owl seamlessly pairs with the Meeting Owl 3 to enhance images on the whiteboard and even makes the presenter transparent so remote participants can always clearly see and read what’s written on the board. The result is more collaborative brainstorms for everyone.
It’s important to consider lighting when designing your ideal conference room setup. Adequate lighting not only enhances visibility during virtual meetings, ensuring participants can clearly see each other's expressions and presentations, but it also contributes to the overall mood and ambiance of the space. Properly balanced lighting can even prevent eye strain and fatigue for both in-person attendees and remote participants, promoting sustained engagement and focus.
Now that you know what your conference room needs to enable powerful presentations, pitches, and brainstorming sessions, the next focus should be on what conference room setup will best create an environment that fosters creativity and collaboration.
These are the best conference room setup styles:
The typical visual for conference rooms is a long, rectangular table surrounded by chairs. The problem with a setup like this is there is an inherent hierarchy that comes with seats at the head of the table, and people sitting on one side can’t easily communicate with someone at the other end. An easy way to solve this is to go with a round table, which facilitates more collaborative conversation by making sure that everyone can clearly see and hear each other. You can take this a step further by putting a 360-camera, like the Meeting Owl 3, in the middle of the table, so remote participants don’t miss a thing.
If you truly want meaningful collaboration, you should pare your meeting size down to only those who absolutely need to be there. We found that when there are fewer people in the conference room, remote teammates have more talk time.
The truth is that there isn’t one size of conference room that is perfect for everyones needs. Factors like the size of your team, the amount of people in the office, and even the types of meetings you hold should all be considered when deciding whether a small, medium, or large space is right for you. What is true is that no matter what size conference room you have it should include all of the items on our equipment checklist and it should be designed with hybrid work in mind.
A conference room is more than just a meeting room. It’s a space for fueling transformative ideas, making important decisions, and collaboration. The design of these spaces matters. A shift to round tables, optimizing a room with the right hybrid work tools, and intentional lighting will enhance inclusivity and foster impactful discussions.
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