February 1, 2023

The Ideal Office Meeting Room: What You Need to Know

office meeting room

Do you have trouble conducting effective office meetings? 

It may be because you're not using the right meeting room. 

A proper meeting room for your office can make all the difference in the world.

We will discuss the key features that your meeting room should have. 

We'll also provide tips on how to design your office meeting room for optimal productivity. Read on to learn more!

Why An Ideal Meeting Room Is Important?

The right meeting room can make or break your team's productivity. 

It sets the tone for collaboration and creative problem-solving, while also helping to ensure that everyone is on the same page. 

A well-designed meeting space encourages meaningful conversations and helps to build team morale.

Key Factors To Consider For Your Meeting Room

office meeting room key factors

Purpose of the meeting room

Every meeting room serves a different purpose and must be tailored to its users’ needs. 

It is important to consider what activities the space will be used for, such as group collaborations, training sessions, presentation, workshops or brainstorming sessions.

Choosing the right size

The size of your meeting room should complement its intended use. 

Consider if you are hosting large groups or intimate gatherings and select a space that can comfortably fit everyone in it. 

Conference rooms would be more appropriate for formal business meetings involving a larger group of people.

A small meeting room with private space would be great for more intimate discussions.

Determining seating arrangements

Depending on the purpose of your meeting room, you may need to arrange furniture in specific ways that promote collaboration or foster individualized attention. 

Select quality chairs and tables that can easily be rearranged depending on how they are needed at any given time. 

Selecting the right technology

You may need to install audio and video equipment or projectors depending on the type of meetings that you plan to host in your meeting room. 

Make sure to choose technology that is user-friendly and can fulfill all of your needs without any issues. 

A fully equipped meeting room will allow your meetings to be carried out seamlessly.

Incorporating design elements

A good meeting space should be inviting, comfortable, and aesthetically pleasing. 

Consider adding artwork, plants, or other decorative items to create an atmosphere conducive to productive conversations.

Establishing guidelines

Establish rules for how employees should use the meeting room, such as limiting food and drink consumption or prohibiting mobile device usage during meetings. 

This will help ensure that everyone follows the same protocol when using the room and that it remains a place of productivity. 

Ensuring privacy

Create a meeting room with adequate soundproofing or consider investing in noise-canceling technology to ensure uninterrupted meetings. 

If you are hosting private conversations or presentations, this will help ensure that your meetings remain confidential and secure.

Setting up for success

Make sure to provide materials such as whiteboards, markers, paper, pens, etc., to give participants the tools they need to be productive during their time in the space. 

Additionally, have someone designated to clean up after each use so that future participants can enjoy an organized and neat meeting environment. 

Creating a comfortable space

Consider investing in adjustable lighting, air conditioning, and other features that can make your meeting room more comfortable for participants.

This will help ensure that everyone stays focused on the task at hand and is not distracted by their environment. 

Assessing accessibility

Ensure that all meeting rooms are accessible to individuals with disabilities so they may use the space comfortably and independently. 

Make sure to provide wheelchair ramps or elevators if needed and consider any additional accommodations necessary for disabled individuals to participate in meetings without difficulty.


Lighting can drastically change the mood of a meeting room.

Consider using natural lighting when possible to reduce the strain on eyes and create a relaxed atmosphere. 

If artificial lighting must be used, select bulbs or LED strips that emit soft light instead of harsh whites or blues. 


Sound is an important factor to consider when designing a meeting room.

Place acoustic panels or use sound-absorbing materials to reduce echoes and create a quieter atmosphere. 

Additionally, make sure that sound equipment such as speakers are positioned correctly so they don’t emit distracting feedback during meetings. 

Choose The Right Colour Palette

Bright and vibrant colours such as blues and greens can help energize participants while muted hues will create a more calming environment.

Soft pastels or neutrals can create a calming atmosphere. 

Choose the right colour palette that complements your design elements and creates an inviting space for everyone to enjoy. 

Designating storage space

Provide storage for materials such as AV equipment, laptops, extra chairs, etc., so that the room does not become cluttered with unnecessary items. 

This will help maintain an organized environment where everyone can feel comfortable and stay productive. 


Properly ventilated rooms are essential for meetings as they ensure good air circulation and prevent participants from getting overheated or stuffy in an enclosed space. 

If natural air flow is not available, consider installing an air conditioner and exhaust fans to keep the room comfortable during meetings. 

Taking care of maintenance

Regularly check the condition of your meeting rooms and perform routine maintenance tasks such as dusting furniture, wiping down surfaces, and fixing broken items to ensure the room remains in good condition. 

This will help keep your meeting space clean and efficient so participants can focus on the task at hand.

By taking all of these factors into consideration when designing a meeting space, you will be able to create an inviting environment where everyone can feel comfortable and productive. 

With thoughtful planning and attention to detail, your meeting room can become an effective space for collaboration and communication.

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Article written by VOLM

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