Time is one of the most valuable resources we have. There is no question that it should be used wisely. Good use of time results in productivity and satisfaction. On the contrary, wasting time means discontentment and lack of productivity. This applies even more to your work life than your private life, and this is where efficient meetings increase productivity, leading to better decision-making. Conference room amenities play an important role here. In this blog, you will fine five things that you should definitely keep in mind.

conference room furnishing © 2M media / shutterstock.com
© 2M media / shutterstock.com

The conference room is essential

Executives spend 33 percent of their work hours in meetings, 67 percent of which they find wholly unproductive.

These were the findings by a recent study by Lindberg International, where the market research institute surveyed 500 presenters. In many cases, this lack of productivity was caused by the conference room design. If the conference participants felt that the facilities were not adequate for a seminar or a meeting, it negatively affected the entire discussion in the room. This does not have to be the case.

These five tips below will show you how to bring your conference room design to a new level.

1. Pay especial attention to an integrated and comfortable room setting

First and foremost: regardless of how small your convention hotel is, you should always have a conference room. This is because when business traveller or clients come to the hotel, they will need an official room to hold meetings and to be able to work. To a certain extent, the room is for showcasing, but it shows a lot about how you perceive your role as a convention hotel.

For this reason, your conference room design should exude professionalism. The first thing that passers-by and visitors will notice, of course, is the furnishing.

Cheap or makeshift furniture does not belong in a professional meeting room.

A unified chair ensemble, on the other hand, leaves a good first impression, and hints of order and consistency, an image which builds trust.

The same is true for the table. This is the centre-piece of the meeting room and should comprise an essential part of the conference room furnishings. You can gain extra points with a tailored design rather than a cooker-cutter look. The nicer the table looks, the more your guests will want to spend time at it and work there.

Another plus point for conference room furnishings are ergonomic chairs. They provide comfortable seating, allowing meeting attendees to concentrate and focus better. In turn, this contributes to productivity at meetings and conferences.

Just as important is maximum visibility in conference room technology. All meeting participants should be able to see each other to be able to work well together.

2. Improve your conference room design using natural light

People need light as much as they need food and sleep. It is essential and decisive for life, health and well-being. The same is true for your conference room design.

On the contrary, too little lighting leaves one tired and unfocused, leading to errors and lack of productivity, which nobody likes. Natural light is the solution to this problem.

Optimum lighting conditions have a positive effect on meeting productivity.

Plan natural light or daylight lamps into your conference room layout. They are not only softer and healthier on your eyes, but keep participants awake. The more awake they are, the better they can concentrate, which is essential for productive meetings.

Another necessity is a lighting concept that can adapt to sunlight. Blinds are also an important factor in your conference room design, as they ensure that sunlight does not blind participants or overheat the room.

3. Comfortable temperatures improve productivity

Speaking of overheating, the room temperature is another factor which affects meeting productivity. Too much or too little heat are not exactly conducive to productive work.

Researchers at Berkeley and Helsinki have found that temperatures between 21°C and 22°C are optimal for productivity. Anything above or below eventually impedes concentration and leads to unproductive meetings.

The same applies to the air in the meeting room. Fresh air also keeps the head clear. For these reasons, you should always bear heating and ventilation in mind when planning your conference room design.

conference room furnishing © canonzoom / shutterstock.com
© canonzoom / shutterstock.com

4. Conference room technology must function properly

The more modern, adaptable and intuitive your conference room technology is, the more the room exudes professionalism. It is not the quantity but the quality of the technology that makes a difference.

Good technology goes hand-in-hand with conference room design.

More is better? Not when it comes to conference room design. For in time, stuffing more and more technical devices into your meeting room can lead to more problems, not to mention compatibility issues, dead batteries, and cable clutter. Productive meetings are different.

Instead, the solution is modern, user-friendly and adaptable technology that integrates many systems into one.

In other words: you are on the safe side with all-in-one solutions. Such solutions integrate all necessary devices, like projectors, screens, loudspeakers onto a single device.

Moreover, it allows all meeting participants to only have to connect to a single system, then choose according to their preferences the technology and tools they want to use when. This saves users time and encourages productive and pleasant teamwork – a huge plus point in terms of time savings.

This is because – and here we come full circle – meeting or conference participants do not want to feel like they are wasting their time. They value optimum output from their activities, which depends so much on conference room design.

5. Guarantee excellent connectivity

Aside from avoiding combability problems, you should also ensure that your internet works without a hitch. For this, you should plan Wi-Fi into your conference room design. You can use a signal repeater to provide your meeting attendees with internet access. This is essential for productive meetings.

Conference room layout and technology must be compatible.

However, the best technology is useless if it is not adjusted to the room conditions. Sound and image are only as good as the room acoustics and layout allow them to be.

The technologies used should also be adapted to the room dimensions to avoid distortion of the room acoustics and signal transmission. This is essential for productive meetings.