Journal logo

What to do when Traditional Meeting Spaces are no Longer Effective

Buildings used for meetings should be designed to promote interaction.

By Munnazir ZarinPublished 6 months ago 3 min read
Coworking Space in Islamabad

Traditional Meeting spaces are essential in the office. Teams meet more frequently, according to numerous research. These topics encourage creativity, insightful discussions, and wise choices. Buildings used for meetings should be designed to promote interaction.

Also, meeting spaces are poorly planned. Discussion outcomes are impacted by meeting room design. The way a conference is run can be impacted by design elements including the furniture, conferencing technology, lighting, acoustics, and room décor. The majority of conference room designs today don't support conversations. Why?

Uniform size

Individual meetings, stand-up meetings, and client presentations are commonplace in the workplace. Meeting spaces should be configured to meet different demands. The size of meeting and conference rooms is typically the same and does not allow for various encounters.

Large, Empty Areas

Numerous conference rooms are unused during meetings, which is another problem. According to CBRE, JLL, and Density, just 40% of conference rooms are full when a meeting is taking place. The weekly occupancy rate of larger rooms declines. Larger conference rooms were only used by seven people for 2% of the workday, according to density.

Meeting room usage suffers as a result. A larger team has to look for a meeting room when a smaller team uses a big one.

Technological Blunder

Imagine that during a meeting the internet goes down or that you are unable to connect your device to the projector. Fixing the issue is a time waster. By the number of attendees at the meeting, multiply this time. The time of everyone is wasted.

Technology in conference and meeting rooms frequently breaks down. Technical problems could be brought on by unstable wi-fi connections, broken projectors or display systems, stuttering conference calls and presentations, and incompatible technology.

Multiple reservations and no-shows are frequently the result of a lack of technology for scheduling conference rooms. Without a system for booking, teams cannot determine whether a meeting place is available. According to a Steelcase Workplace Survey, 40% of employees squander 30 minutes per day, or 3.5 hours per week, looking for an empty meeting room. Employee productivity may be hampered by insufficient meeting room reservations.

No-show meetings squander Wi-Fi, conferencing equipment, and electricity.

Design Errors

Another problem with conference rooms is their outdated and poor designs. Poor lighting, acoustics, screen size, and furnishings are examples of poor design. Office lighting is a source of complaint for 68% of people, according to the American Society of Interior Design.

Three people can produce ability-limiting CO2 in a mid-sized conference room for an hour, according to Gensler. Meetings might suffer from a lack of airflow.

Contemporary conference room layout

Built-for-Purpose Areas

Determine the purpose of the meeting room prior to adding it. Create and construct venues that can handle various group sizes and interpersonal interactions. The ideal balance of meeting room sizes and types can be determined using meeting room analytics and utilisation data.

Ideas for modular rooms are clever. This makes it possible to modify the meeting place without affecting the quality of the event.

Commodious style

The furniture, acoustics, air quality, lighting, and movement space should all be created with comfort in mind. Installation of lighting, sound, and ventilation must be done carefully. The right lighting, air conditioning, and seating will help individuals concentrate on the subject. Even if discussions drag on, participants should feel at ease staying seated longer.

Speakers and microphones shouldn't echo, reverberate, or feedback, just like in acoustics. Without windows, a room must have adequate lighting, while overly bright areas may require coverings.

Friendly Technology

Prior to purchasing video conferencing hardware, understand the purpose of the room. Whiteboard, marker, and duster may be all that's required for a quick meeting room, but teleconferencing may be required in a boardroom.

adviceapparelartblingobook reviewbusinessbusiness warscareercelebritiescriminalsdecoreconomyheroes and villains

About the Creator

Reader insights

Be the first to share your insights about this piece.

How does it work?

Add your insights


There are no comments for this story

Be the first to respond and start the conversation.

Sign in to comment

    Find us on social media

    Miscellaneous links

    • Explore
    • Contact
    • Privacy Policy
    • Terms of Use
    • Support

    © 2023 Creatd, Inc. All Rights Reserved.