Every commercial building has at least one conference room in it. A conference room is a place where important meetings can be had between two or more people. If the equipment is available, it can even be a place for a meeting between two parties that live in completely different parts of the world.
What most people may not realize is that a conference room is only perfect if the equipment in the room is perfect. A great conference room comes down to a few basic elements done extremely well. If you only focus on these elements, you will ensure that all future meetings in that room are productive and engaging.
The number one key to a productive meeting is comfort. People are less likely to be engaged in discussion if they are continually focused on re-adjusting their seats every two minutes. They want to be able to sit down and instantly feel comfortable.
Have you ever noticed the difference in the mood within the room when people are comfortable, compared to when they are uncomfortable? A lack of comfort leads to a grumpy mood and an unproductive discussion. The chairs, if possible, should be height adjustable to accommodate the different body types and sizes of those in attendance.
In the 21st century, the majority of our communications are done through technology. Gone are the old days where we pick up the corded phone and have an unanimated conversation with the person on the other line. Like it or not, there is a heavy amount of multi-tasking that tends to go on during web conferences.
People are going to be showing off their screen to demonstrate a new process. Files are going to be shared and edits will be made while the meeting is taking place. You don’t need to have the best computer in the world, but it has to perform well enough to handle multi-person web conferences without any sign of lag. This assumes that your conference room is accessible to the high-speed internet within your building.
You will notice that most conference rooms have a projector set up so everyone in the room can see what is on the screen. This is imperative when slide-based presentations are being made. You need a high-quality projector that can project what is happening in the computer, and a good screen to provide ample room for maximum projection. After all, there’s no point in having a meeting if everyone is unable to see what is happening on the screen!
All the connections need to be secured and tested in advance of the meeting. The most important part is the connection between the projector and the computer. This connection is what allows the computer screen to appear on the projector screen and become visible to the meeting attendees.
You need to adjust the lighting until it is comfortable. It should be bright enough that everyone can clearly see what is going on in the room, but not too bright to the point where it creates discomfort. Likewise, you don’t want a room that is too dimmed – it results in eye strain because people will have to squint throughout the entire meeting.
Last, but certainly not least, you are going to want a study table that provides ample room for the individuals in the conference room to move around and take down notes. Nothing over the top is needed – a solid wooden desk with a good polish will do the job.
As you can see, the perfect conference room is nothing more than a few elements that have been done extremely well. It is worth noting that part of making a perfect conference room involves getting the materials from a reliable brand and a reliable supplier.