Meeting Room Ideas for Better Participation

Although the COVID-19 pandemic has drastically changed the way we used to work, now, as the world is learning to live with the virus, things are getting back to normal. We know that hybrid working is the new norm, but with employees coming back to the offices, regular meetings within the conference rooms will soon begin.

After spending a lot of time virtually attending meetings, we know most people are looking forward to seeing each other in person. It’s time to get back to the office for some face-to-face collaboration. Instead of keeping your camera off and muting yourself all day, you participate in these unavoidable parts of the workday for employees all around the world. It’s natural for you to twitch just thinking about adding a meeting to your already hectic schedule.

So, are you up for the meetings, meetings, meetings, phase? If yes, then we’ve got some incredible meeting room ideas for you that will transform your conventional boring and dull meeting room into something more fun, innovative, and colorful.

You must be aware that meeting rooms aren’t just for holding meetings anymore; rather, they serve more than in the modern workspace.

Nowadays, a meeting room will be your team’s collaboration corner, brainstorming nook, and a classy place where you can meet your clients. The redefined role of conventional meeting rooms calls for upgrades in their style. Therefore, to help you in this regard, we’re going to discuss the layout of a modern meeting room well suited for the 21st century.

So, continue reading if you want to learn all about it!

Meeting Rooms Aren’t Just For Meetings

When you think of a meeting or conference room, you most likely visualize an area dominated by a large table. It would be able to accommodate about ten or more people. A typical meeting room’s décor comprises a whiteboard, a uniform color palette, and a few office tech devices.

Thanks to the advancement in technology coworking, and hybrid working concepts. The concept of a traditional meeting room has completely changed, and nowadays, these rooms are used for purposes other than holding meetings.

So, based on this new concept, let’s look at some meeting room designs that are well suited for 2022.

Breakout Space

Even though this isn’t technically a conference room, this space is perfect for a group chat, a client call, or a non-private phone call. With couches, soft chairs, and a coffee table or two, these spaces promote collaboration and connection without building walls. To have a sense of space and privacy during the meeting, they should be a good distance away from your company’s central workstation area.

A Meeting Room

Unlike conventional meeting room designs, the trend now adopts a quiet corner approach to incorporate formal meet-ups and lesser members. However, a conference room or an outdoor space (with the right equipment) is optimal for larger gatherings such as company all-hands, annual events, or town hall meetings.

In general, meeting rooms are great for 1:1 meetings, small group calls, interviews, and dedicated working sessions for 2-6 people. Normally, a meeting room has a round or small rectangular table, comfortable seating, and some extra space for people to move around. These rooms could have audio-visual equipment, but they can also serve as a place to meet in private and discuss or brainstorm. Make these spaces as creative as possible so your employees can do the same!

A Phone Booth Cubicle

A phone booth is a great place for conducting business with clients or colleagues. Typically, these small rooms are about 4’ x 4’, furnished with a small table and chair, soundproof, and private. You could have your general contractor build you some of these or look into pre-built options that can be easily added into an established office.

Room for the Team

These rooms can fit 4 – 12 people and are ideal for real-time collaborative activities. These rooms are furnished with a standard conference table and chairs so that large groups can hold discussions while each person can be heard and seen. There is a standard presentation set up for presentations and screen sharing, and the main focus is connecting and strategizing between teams.


These tooms are more upscale in terms of luxury and panache. They are key to creating an impression in collaboration sessions such as important client meetings, board meetings, and departmental gatherings. Your company is likely to pay more attention (and budget) to these rooms because they are designed for 10-20 people. It is common for teams to integrate equipment completely into the meeting room to give a premium experience to clients and colleagues. More often than not, a completely different design theme is set for this room to give that exclusive look.

Equipment Needed for a Modern Meeting Room

Once you’ve considered the type of meeting rooms you’re going to get built in your office, it’s time to know about the equipment that you need to install in them.

Proper Projector and Viewport

Is there anything more irritating than non-working technology? Probably not. Therefore, make sure you have the right equipment in the room to host the meeting. It is a small detail that matters a lot. So, before making your meeting room operational, ensure that the projectors and viewports are working.

Presentation Equipment That Works

Most offices have integrated presentations equipment in the design of their meeting rooms. However, there’s always a chance of equipment malfunction or incompatible devices. Hence, it’s important to have a backup. You don’t need to invest in the top-of-the-line screen, but a standby projector or an appropriately sized screen can do the job. If you’ve invested in a standby presentation setup, consider plugging it in once in a while to check if it’s working correctly.

An Audio or Video Conference System

Remote working is something that the pandemic forced upon us. However, regardless of its origin, it’s here to stay. Along with the concept of hybrid working, it has become more important than ever to have such meeting rooms that can easily accommodate virtual meet-ups. Why not use virtual or teleconference if your team is spread out? Therefore, to meet the needs of the ever-changing workspace, you need to set up the conferencing equipment that supports video conferencing beforehand, so nobody misses out on anything important.

Final Words

In the end, it all boils down to your choice, needs, and requirements as a business owner. What type of meeting room do you think is suitable for your working space. It’s important to ensure that the office you’re choosing/building caters to your employees, fits your business requirements, and creates a positive impact on your clients.

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