How to Design a Boardroom that Ensures Productive and Successful Meetings

Last Updated: 

March 20, 2024

When you think about the most-used spaces in the office, areas such as the breakroom, the copy room, and even the front entrance/reception often come to mind, but in reality, for many companies, the true answer is the boardroom. Originally intended for board meetings, today these spaces have taken on a more casual feel, as they can be used to host a productive meeting with clients, department heads, teams, and so forth. The idea is that they are a meeting space, not relegated to some once or twice a year meeting with company honchos.

Having that meeting space available is most certainly a benefit, but that doesn’t necessarily mean the room is automatically set up for success and productivity. Here we’ll take a look at some design features and elements you may want to add to the room, to give it that extra boost of usefulness.

Key Takeaways on Designing a Boardroom for Productive Meetings:

  • Consider the Needs of Employees First and Foremost: The design process should start by considering what employees need from the space, as they are the primary users. Tailor the boardroom to fit the unique meeting styles and requirements of your office.
  • Provide Adequate Space for Seating and Moving Around: Ensure the boardroom has enough space for seating all attendees comfortably, with additional room to move around, to accommodate the largest expected meetings.
  • Ensure There Is a Natural Focal Point: Design the room with a natural focal point for presentations, with seating arranged so everyone can easily see the presenter. Rectangular or oval-shaped tables are common for facilitating this setup.
  • Include a Beverage Station: Adding a beverage station with a selection of hot and cold drinks can keep attendees alert and focused during meetings.
  • Bring in a Professional in Audio Visual Design and Installation: For advanced audio-visual capabilities, consider hiring a professional company to design and install customised solutions that meet your boardroom's specific needs.

These tips emphasise the importance of a well-thought-out design that prioritises functionality, comfort, and the specific needs of the users to create a productive and effective meeting space.

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Consider the Needs of Employees First and Foremost

When it comes to the first step in the design process, it's absolutely essential you consider the needs of your employees first and foremost. They are the ones who will spend the most time in the space, and they are the ones that are depending on that space to offer what they need. Keeping in mind, every office will have its own meeting style and list of needs, so there shouldn't be a once size fits all approach.

If you’re feeling unsure of where to get started, you could always hold a brainstorming session or a meeting asking for input from employees on what would be on their design concept wish list.

Provide Adequate Space for Seating and Moving Around

The room also has to provide adequate space for seating, taking your largest meetings into account, plus that extra space to move around. A general rule of thumb is to create a space that has extra room rather than packing people in tight.

Ensure there is a Natural Focal Point

Because people often give presentations in a boardroom, there should be a natural focal point that all chairs can be positioned to look at. This is why so often you will see rectangle or oval-shaped tables in a boardroom. It allows everyone to pivot in one direction to keep eyes on the presenter/speaker.

Include a Beverage Station

It’s also a nice touch to install a beverage station in the room. You can provide a fresh supply of hot and cold drinks, which will help to keep everyone alert and focused.

Bring in a Professional in Audio Visual Design and Installation

Then there is the final tip, and this is really meant for businesses looking to get serious about their meeting space and its audio-visual capabilities. Rather than a standard approach, you can bring in a professional company such as Involve to design customised solutions. Involve will work with your company to figure out exactly what the boardroom requires, install it, and train you in how to operate the features. Outside of its professional services, it also offers digital signage, support, video wall installation, and other tech specifically meant for boardrooms.

An Effective Meeting Space

By using these tips, you’ll be able to create an effective and productive boardroom space.

Photo by Matheus Natan from Pexels

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