How to Create a Collaborative Environment in a New Meeting Room

Meeting rooms have many benefits. They can impress clients, boost productivity, and are a great cost-effective solution. One plus side of meeting rooms is that they can create collaborative environments.

Choosing the Right Layout for Collaboration

Meeting rooms are designed to create collaboration, but different layouts can work in various ways.

Boardroom-style rooms are often popular for larger groups. You've probably seen them in business-related films. Everyone sits around a long table, and participation is usually encouraged. Another layout that works well for bigger groups is a classroom-style room. These are just what you might think they are. Tables are laid out with chairs facing the person or people leading the meeting. Classroom-style layouts make it easy for people to ask questions or raise points.

For smaller groups, a room which isn’t as big will probably work best. For a group of four, you might all sit around a small round table. A setting where you’re all positioned near each other makes brainstorming or discussing important matters easier.

Technology That Can Aid Collaboration

Your meeting room will likely come with technology, and it’s a good idea to make use of it. Video conferencing allows you to collaborate with people who aren’t in the room with you. If someone’s in a different country, travelling to your meeting room is probably difficult for them. Using video conferencing allows you to talk to a range of people and can help build connections.

When booking your meeting room, make sure everything you need for video conferencing is included. Microphones, screens, and speakers are some examples of AV equipment that you might need. Some meeting rooms come with phones, and these can be used to contact people in different locations too.

Create a Comforting Atmosphere

If your room isn’t comfortable, people are less likely to be motivated to get involved. First, check that you have the right number of seats for everyone attending. You don’t want people to have to stand up. Uncomfortable seating can cause someone to become distracted and not fully engaged in the meeting. Space is also important. A small room that feels claustrophobic can again cause discomfort for attendees. If someone has little desk space, they’re less likely to make notes and get involved.

Think about how you can make the people attending your meeting feel welcome. Positive energy means people are more likely to participate. A room with plants can improve air quality, helping people feel more at ease. Some places have catering options too, like breakfast, snacks and water. Offering food and drink to your clients can impress them. If people feel comfortable at your meeting, they’re more likely to stay in contact afterwards as well.

Room Amenities

Meeting rooms offer a range of amenities, many of which are great for collaboration. For example, a whiteboard can be used to brainstorm ideas as a group. Most meeting rooms come with screens, and these can be used in many different ways. You might use them to show a video, or to display slides for a presentation. When putting together your presentation, think of ways you can include people. You might have questions on your slides to get people talking and thinking.

Always check what amenities come with your room when booking it; never assume. You don’t want to have a meeting prepared, but not have the equipment to carry it out.

Setting Expectations

What are people expecting when they attend your meeting? For example, they don’t want to work in a dimly lit room. If your room is full of light, this will keep people awake and energised. Make use of natural light as well because it can improve productivity. Large windows are great for this. Don’t forget to open the windows too (as long as it’s not too cold). This will let in fresh air to keep people motivated and focused.

People will probably expect reliable internet. If the Wi-Fi is slow, it can be difficult to get work done. Unreliable internet can be frustrating for clients and could create a bad impression.

Book a Meeting Room for Your Team with Spacepool

With Spacepool, you can find the best meeting room for your team. On our website, you’ll discover a wide range of meeting rooms and coworking spaces. These all have different layouts and amenities. You can filter anything specific you want like location, price and space facilities. Find the perfect meeting room for you and your team today!