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How to Design Meeting Spaces, From Meeting Room Signage to Huddle Rooms

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Are you moving into a new office space or looking for ways to revamp your existing space? Providing well-designed meeting rooms is an important aspect of creating a successful, productive workspace. 

There has been a trend toward more flexible meeting spaces that accommodate dynamic, hands-on meetings and breakout sessions. People are adapting to the evolution of the workplace into one that has become more flexible, fast-paced, and conducive to multi-tasking.

 

What Is a Flexible Meeting Space? 

A flexible meeting space is one that accommodates traditional meetings, such as theatre, board, or classroom-style meetings, but also allows for more dynamic meeting formats and encourages employees to rearrange the room.   

Today’s office furniture is light, movable, stackable, or on wheels, and this encourages employees to move things around and mix things up. Having larger room sizes is beneficial if you have furniture that supports flexible, collaborative meetings because you need to have the space to move things around. 

The flexibility of a meeting space relates to more than just the physical layout of the venue. Having access to built-in audiovisual equipment and the ability to conveniently order food and beverages is also important. This is where a meeting room booking system that supports the ordering of catering, equipment, and other services from internal and external service providers can come in handy.

 

Key Elements of Flexible Meeting Spaces 

In addition to providing employees with movable and stackable furniture and large open spaces in which to meet, you can also encourage more flexible meetings by avoiding formal furniture and décor. Go for a casual look and feel that makes employees feel like they are in someone’s living room or in a collaborative workspace rather than in a stuffy corporate environment.

Writable and tactile surfaces are a hit because they allow teams to brainstorm, collaborate, and share their thoughts more effectively. Be sure meeting rooms are stocked with writable surfaces, post-it notes, flip charts, and other creative supplies. 

Touchscreen digital signs outside of meeting spaces that display meeting schedules and allow people to cancel, extend, or book meetings right on the spot are important because they provide visibility into your company’s meetings and allow people to view meeting schedules at a glance and book meetings with ease. Digital signs also help to reduce double bookings and scheduling conflicts in meeting rooms, while leaving visitors and employees with a positive and professional image of your organization. 

Wireless presentation hardware, such as smart TVs, are beneficial to have in meeting rooms, particularly if you have a distributed team. Smart TVs allow you to host videoconferences and do screenshares with virtual meeting attendees in a matter of clicks. When meetings aren’t happening in your meeting rooms, you can use that downtime to display company metrics, positive feedback, company updates, and other custom content on the screens.

 

Incorporate Huddle Rooms to Increase Collaboration

In the last decade, many companies have turned to open office layouts in order to encourage collaboration. Over time, however, open office layouts have been shown to increase the number of sick days that workers take as well as hurt employee well-being. Open office layouts are noisy and make it difficult for employees to concentrate on their work. 

Whether you have an open office layout or you simply want to provide a wider variety of flexible workspaces to employees, you can create huddle rooms to offer an intimate, private space for employees to meet quickly and easily. 

Huddle rooms are typically small rooms that accommodate up to five people and include a small central table that allows for sitting or standing, a videoconferencing solution, and a monitor for presentations. Huddle rooms can be reservation-less or require reservation, depending on your needs and preferences.  

 

Equip Flexible Meeting Spaces with Tools for Success  

Flexible meeting spaces provide a more casual and collaborative approach to getting work done in a less formal environment. Don’t be fooled by their laid-back style. Flexible meeting spaces are great for taking care of serious business while significantly boosting productivity potential. 

To give employees the tools needed to maximize their efficiency, provide them with a meeting room booking system and digital signage solutions that streamline the meeting booking process. To learn more, set up a free trial or free online demo of Resource Central and Digital Sign Service.

 

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Saturday, 16 November 2019