Knowing exactly what it takes to equip a modern meeting room may seem simple, but there are actually many items to keep track of. Also, the type of equipment for a meeting room often depends on the size and purpose of the room.
Conference technology is advancing by leaps and bounds, and it's normal to feel overwhelmed when choosing room equipment. But don't worry, because with our help you can equip a modern and future-proof conference room.
What equipment should a meeting room have?
Regardless of the type of meeting room, all must have optimally functioning equipment. Remember that a well-equipped room stimulates the motivation of workers and increases productivity. These meeting room basics include:
Furniture, comfortable chairs and tables
Many companies don't often update meeting room furniture because they see it as a secondary workspace. However, choosing modern conference center furniture can help with productivity and impress clients.
Today, customers use phones, tablets, or laptops during a meeting. Therefore, you should consider a table with integrated power supply or USB connection. To complement the comfort of attendees, look for ergonomic chairs that have high backs, reclining capabilities, and armrests.
In addition, the meeting room must have enough furniture to adapt to any type of meeting, be it interviews, corporate presentations, client entertainment, internal meetings, etc.
Room design and qualities
The ideal meeting room is a spacious, elegant and efficient space. Getting the design, layout, and functionality just right is critical. The modern meeting room should reflect the company's goals and values, as well as foster an environment that strikes a balance between comfort and efficiency.
Other design considerations to consider range from location and acoustics to AV technology and even color tones. The wall color and lighting in the space is also something to behold. A brightly colored room with good lighting will promote alertness.
Connectivity, high speed Wi-Fi
It is imperative that the meeting room has a strong internet connection. You can provide a wired connection, to ensure remote conversations run smoothly at all times.
If you want a meetinghouse with wireless support, you may want to consider a separate SSID or a dual-band router. You can also consider using different bands for different purposes, such as streaming video and mobile activity. This type of connection allows wireless devices, such as phones and laptops, to work more consistently.
Projection screen, whiteboard and projector
In a modern meeting room, the interactive whiteboard cannot be missing, which can be seen as a combination of whiteboard, screen and computer. This multi-touch technology allows collaboration between people, from the creation of documents and writing, to the manipulation of objects on the screen. Ownership of the network allows access to the printer and links to computers.
On the other hand, the digital audiovisual projector is the newest alternative to overhead projectors. These digital presenters use video camera technology for on-screen projection, where graphics, images, documents, and other visual aids can be displayed.
Stereo
Meeting room audio systems are just as important as the video image in a presentation. Take into account that a poor or distorted sound will ruin any communication attempt.
All meeting rooms require some essential audio equipment, including microphones, speakers, and a control system. However, choosing a top-tier sound system is no guarantee that you will be exempt from experiencing audio weak points. For ideal results, you should place it strategically throughout the space.
The right software
As we have seen, a modern meeting room must have a sophisticated audio and video system. However, to use these devices in a videoconference, suitable software is required.
Today there are many proposals on the market to make videoconferences, such as Skype, Zoom, Google Meet, LifeSize, etc. All of them provide excellent picture and sound quality. In addition, they have advanced features that allow them to be used on all types of platforms.
Lightning
If you want to design an ideal meeting room, you must offer the right type of lighting. Consider offering a room with mixed lighting, where natural lighting and artificial lighting can be conveniently mixed.
In presentations where you make use of projectors and screens, you must ensure that the windows are covered with blinds to block the glare of the sun for the duration of the presentation.
Air conditioning and ventilation
Optimum air conditioning is essential during meetings in cold or hot seasons. Proper air conditioning will make all your guests feel comfortable. It is also important to have natural ventilation, so that the room stays fresh and cheerful.
The ideal is to install an intelligent air conditioning system, so that you do not have to continually change the temperature settings throughout the day. This system can detect the temperature setting of a meeting room, set a temperature according to your preference and consequently maintain perfect temperature conditions throughout the day.
Good visibility from anywhere in the room
All participants must have a 100% view from anywhere in the meeting room, regardless of table layout or room size. The objective is to guarantee the concentration of the attendees for as long as possible.
Conclusion
A good conference room can make a big difference in business operations. This space helps you better communicate with clients and colleagues, make a positive first impression, and enhance the meeting experience. This is important whether you have regular in-person or remote meetings.