Creating the Perfect Conference Space

The majority of companies put time, effort and money into ensuring that the office environment is conducive to productivity and employee satisfaction. It is indeed vitally important that careful attention goes into ensuring that the office promotes hard-work on a day to day basis and is well stocked and equipped to handle the myriad of tasks which are undertaken within its walls. One area of the working environment which is however often overlooked is the provision of a suitable space for meetings and conferences. Although these rooms are unlikely to be used as regularly as the general office space; they are an essential addition to the vast majority of offices. High quality conference facilities are not only conducive to good communications within the company, but also make a great impression when it comes to meetings you may have with individuals from external organisations: and there is no exaggerating the importance of a positive first impression.

Putting together a well considered conference room is by no means as complicated or expensive in terms as time and money as it may initially seem. In fact there are only really three major areas which need to be addressed in order to assemble a facility which is capable of hosting meetings, giving presentations and acting as a hub for video/phone conferences:

Furniture and Decor

One of the single most important fixtures of a conference room is the table; the table must be large enough to accommodate a number of people but not so vast that it is hard to communicate at a normal volume. The size of the table should be dictated by the approximate number of individuals likely to attend the majority of meetings held in the space. A good solution for large spaces which are likely to be used for small and large meetings alike is to opt for tables or desks which tessellate, such that you can increase or decrease the size of the table as required. Similarly, chairs should strike the ideal compromise between comfort and convenience: stacking chairs are generally a good idea. In terms of decor the essential factor is attractive but not distracting: stick to pale shades and soft lines and colours where possible.

Presentation Equipment

Depending upon the nature of your business and the extent to which technology plays a part in your presentation methods there are a number of viable options. In some circumstances a simple whiteboard or large flipchart are sufficient means of demonstrating ideas. In the majority of modern offices however, laptop projectors and screens are more likely to be the best way forward given their powerful presentation capabilities.

Communication

Using the aforementioned laptop projector with screen and a VOIP application such as Skype, it is possibly to easily and cheaply host video conferences. This capability is vital for multinational organisations and useful for many others. An alternative solution is the investment in an Omni-directional conference phone, which allows those based in a remote location to interact seamlessly with those present in the conference room without compromising on the flow of conversation.

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