Meetings are an unavoidable aspect of work life and are commonplace in virtually every industry.
Nevertheless, the Harvard Business Review surveyed 182 senior managers across a range of industries in 2017 and reported that 71% feel meetings are unproductive and inefficient. Additionally, 62% feel that their teams are missing opportunities when attempting to bring staff closer together.
One way to help your meetings and team members stay proactive is to create an upgraded, modern conference room with new and improved technologies. This is especially important given the hybrid work schedules of many employees today.
AV Smart Solutions has 20 conference room ideas and trends for 2022 that will keep your office connected, productive, and in tune with the times.
1. Make-Shift Spaces
It doesn’t always make sense to have a large boardroom-style conference room if your company has limited office space or a small number of employees. While larger rooms are great for department check-ins and client meetings, sometimes small rooms will suffice.
You can adapt your office rooms to fit your changing needs by using removable room dividers or sliding doors along easy-to-install metal beams. This creates privacy and closes off space to create an environment that’s more fitting for the task at hand.
Additionally, conference room shortages are a real problem for businesses that are growing fast and lack office space. Taking advantage of your resources by utilizing all space available can give you more flexibility.
2. Video Walls
A modern conference room should take advantage of the most viable visual display options on the market. Projectors, for example, are becoming increasingly popular for meetings since they’re larger in size and less bright than standard TVs, making them more comfortable for viewing.
Keep in mind that you don’t need to buy the newest, most expensive option on the market to deliver a presentation that’s professional. AV Smart Solutions offers high-grade LED projectors and 100” projection screens that provide crisp visuals with an easy setup.
3. Interactive Whiteboards
Interactive whiteboards and digital flip charts enable a more dynamic delivery during presentations. You can annotate photos and documents, record meetings, save and display files in various formats, and collaborate with team members through a range of devices to make your meetings more efficient and productive.
Interactive white boards are also great for brainstorming and discussion-based meetings and are commonly used during Zoom conferences.
4. Collaborative Videos
Incorporating digital media and presentation technology into your meetings is vital for companies embracing hybrid work setups. Standard conference audio calls work in some scenarios, but if the technology exists to deliver high-quality presentations, why not use it?
Presentation technology should have digital media capabilities that allow content to be easily shared in high resolution regardless of the source. AV Smart Solutions offers presentation technology that allows you to automate your presentations and even stream content through a mobile device.
5. Zoom Rooms
Zoom has seen widespread use across a range of industries since COVID-19 began impacting businesses across the globe. Zoom’s capabilities are constantly updating thanks to enhancements in their Zoom Room software among much else. Zoom Rooms allow in-chat messaging, attendance counting, screen-sharing, and various display options such as grid and linear views.
Modern conference rooms benefit from Zoom Rooms with additional features such as the ability to automatically start and end meetings with allotted time monitors.
[Related: Zoom Conference Room Setup Guide]
6. Premium Acoustics
Acoustic ability is debatably the most important aspect of virtual conferences. Sure, the ability to see participants and relevant documents is important, but it’s very difficult to translate discussion topics and ideas without premium sound management.
Some conference rooms are also utilizing sound absorption techniques if a meeting is intended to be private and requires discretion.
AV Smart Solutions offers high-quality sound even when a screen or visual display is hugged flush to a wall. Sound bar options are also available for those wanting surround sound capabilities for quality audio throughout the entire room.
[Related: Discreet Entertainment With Smart Mirrors]
7. Room Layout
Your conference room layout is entirely dependent on the size of your office and how many employees routinely attend meetings in-person. Your industry plays a factor as well — some industries work better with café-style layouts, while others prefer classroom-style layouts.
You’ll also want to consider your clients’ needs. Do your clients prefer roundtable discussions? How many and what type of meetings will you hold with them? For example, U-shape layouts work better for presentations than huddle group setups.
8. Themed Rooms
Many think conference rooms require a uniform, clean-cut design. However, there’s no reason why conference rooms can’t be more experimental.
Themes are a fun way to make your conference rooms more interesting and foster more engagement as well. It’s much more enjoyable to be in a room that sparks inspiration than sitting in a gray or white-washed room where visuals quickly grow stale.
Consider a unique theme such as outer space or underwater so you can create excitement around scheduled meetings and use phrases such as “meet in the tropics at noon.” The theme should reflect your office’s work culture and the general interests of your team.
9. Colored Paint
While this might seem straightforward, most offices have standard matte white paint throughout their entire space. Changing up the color of your conference room’s walls can make a world of difference since different colors often induce certain moods.
White paint certainly makes small rooms appear larger, but saturated colors have a more positive impact on how we think in an office environment. For example, blue is thought to represent communication, logic, and efficiency, while yellow embodies energy, confidence, and creativity.
10. Murals and Artwork
Adding a mural wall or various art pieces to your conference room can easily make a space feel less drab. However, you’ll want to be careful not to add too much distraction. Conference rooms are typically reserved for meetings and important discussions, so adding too many visuals may be detrimental.
Consider a landscape mural such as a mountain range or river, or artwork that gives team members a spot to focus on while not affecting their concentration.
11. Nature Effects
Creating a naturalistic conference room has a positive effect on teams. Plants are known to be mood-boosting and help with air quality. Letting more natural light in by opening the blinds and leaving artificial lights off can induce positive moods as well.
You can opt for LED lights if your conference room lacks windows since they are closer to natural light than yellow incandescent bulbs. Additionally, take advantage of natural ventilation if possible so the room remains fresh and airy.
12. Inclusive Furniture
Using ergonomic furniture is a great way to make a room more accessible for those who are older or not able-bodied and have trouble adjusting to standard, stiff office furniture. Tables that are wheelchair-accessible are vital for inclusion and creating a modern workplace that benefits everyone.
Tables and chairs with adjustable heights and wheels are great for comfort and flexibility if setup arrangements need to change during presentations. Having ample elbow room is also helpful so that attendees have enough personal space and aren’t distracted by those seated too closely to them.
13. Network Connection
Nothing is worse than having poor Wi-Fi during an important meeting. Opting for wireless connection is the best way to limit the clutter of cords and ensure reliable connection.
Both formal and informal meetings will require some level of technology. Having a strong network and up-to-date equipment that can easily be adjusted and handled is vital for smooth meetings that are free of potentially embarrassing technical problems.
14. Adjustable Lighting
Adjustable lighting isn’t just fun to use, but it also allows you to create the appropriate ambience for the type of meeting you’re in.
If you’re playing a video and want attendees to take notes, you can utilize a lighting control system to manually dim the lights so the room isn’t in complete darkness. Or you can quickly brighten the lights for ample viewing of the entire room during speeches or demonstrations.
15. Reservation Integration
Some offices require departments or individual team members to book conference rooms prior to meetings. There’s always the risk of double-booking if offices lack an organized way to handle scheduling.
Your office can put reservation solutions in place such as a digital placard that sits on the outer door of a conference room or on the wall beside it. Other reservation solutions can integrate with team member emails as well as calendar software to clarify who is booking the room on what day, and for how long.
16. Smart Cabling
No one likes to deal with heaps of random, tangled cabling that’s constantly in view and often a tripping hazard. Forget about duct taping cables to the floor — you can establish a way to keep things safe and easily accessible by using centralized wiring setups.
Central distribution systems ensure your equipment is always connected to power to avoid technical problems. It’s easy to arrange furniture layouts around them as well as discreetly organizing wiring.
For example, AV Smart Solutions offers a centralized distribution system that makes your audio and video control system easy to manage. We set up and install electronics in a designated equipment location to ensure sufficient ventilation and easy access if any upgrades or repair services are needed.
17. Motorized Window Treatments
While it’s nice to have control of a room’s artificial light, it’s even better to control the natural light as well.
You might need to pull the shades quickly if a day is particularly sunny. Or maybe you’re jumping on a last-minute virtual call but getting up to adjust the window shades or curtains yourself is distracting during the meeting.
Having motorized window treatments allows you to adjust how much sunlight flows into the room so you can create the right natural lighting for any scenario at any given time.
18. Glass Walls
While translucent glass walls aren’t new, they’re becoming increasingly common in office environments that regularly have brainstorming sessions.
Some offices dislike glass walls since you can see passersby and the activities outside of the room during meetings, which might be distracting. However, having a wall you can draw on for notes promotes collaboration across the whole team.
Attendees can have their own washable markers and make notes and diagrams on the walls without stealing screen time over digital meetings.
19. Climate Control
Climate has a huge impact on comfort and focus during meetings. For example, it’s proven that women work better in warmer environments. And if clients regularly come in for meetings, you’ll want to ensure that they’re comfortable.
Having control over room temperature with the touch of your finger is incredibly useful. Smart room technology usually includes a touch panel screen or remote to monitor temperatures and adjust accordingly.
20. Virtual Reality (VR) Design Capabilities
Some offices are using virtual reality technology before making conference room design decisions. Room configuration tools allow users to see how a space will look without actually purchasing anything.
You can build a room to a particular size, arrange furniture in a variety of ways, and test out sound prior to making any commitments. This sort of hands-on experience allows work places to get more creative with their rooms and be more proactive with necessary changes.
Contact AV Smart Solutions to Revolutionize Your Conference Room
Contact AV Smart Solutions if you’re looking to modernize your conference room. We offer premium acoustics, high-quality visuals, reliable networking, lighting, climate control, and motorized window treatments to cater your conference room setup to your exact needs.