Believe it or not, businesses across the United States have more than 25 million meetings every day. For business owners and managers, that translates to several hours spent in meetings every week.
This means you need to have a dedicated conference space to host those meetings. But having a meeting room isn’t the only thing you need to do. You need to decorate the space in a way that works for your company and your needs.
If this sounds daunting, don’t worry. Here are a few simple conference room decorating tips to help you set up the perfect space.
1. Invest in Comfortable Furniture
It’s rare that meetings in your conference room are over in a few minutes. This means you want your team and your clients to be comfortable throughout the meeting, no matter how long it takes.
Comfortable and functional furniture is an absolute must. Invest in ergonomic chairs so people can stay focused throughout the meeting. Use a table that invites open communication and provides a clear view of all displays and materials.
Whenever possible, avoid choosing furniture based on style rather than comfort. Remember, you want your team to pay attention throughout the entire meeting. If they’re constantly moving around because they can’t get comfortable, they’ll distract others and won’t catch everything you’re sharing with them.
2. Make Lighting a Priority
The right lighting can make a conference room both more approachable and more attractive. Think about how you’ll use the space, when meetings will happen, and the type of environment you want to create before you start browsing light fixtures.
If you’re conducting meetings during the middle of the day, prioritize task lighting and add windows to bring in plenty of natural light. If most meetings stretch into the evening hours, make sure to install enough fixtures to light the room well.
The last thing you want to deal with is eye strain when you’re trying to encourage your team to focus.
Track lighting can illuminate whiteboards and draw attention to the posted meeting room schedule or wall displays. Floor lamps can provide softer light and let you incorporate unique designs into the space while also making the room feel cozy. Additional sconces and overhead light fixtures can add enough light to make taking care of detailed tasks simple.
3. Integrate Technology in a Usable Way
These days, technology is an integral part of every business. Make it a part of your conference room decorating and design process.
Install a high-quality, high-resolution projector that works with the types of computers and systems you use in your company. Invest in smartboards alongside standard whiteboards and have a plan in place for conference calls and video meetings.
Once it’s installed, make sure your team knows how to use the technology before you host the first meeting. This will help you stay on track, and it makes your company look more professional.
Though it may not seem decorative, it can encourage your clients to have confidence in your company. By being willing to learn to use new equipment, you’re showing clients that you understand the changing needs of their business and can keep up with their developments as they happen.
4. Choose the Right Location
No amount of decoration can make a meeting room located in a bad spot more usable. Before you start coming up with ideas for décor, make sure you choose the right location for the conference room.
The perfect space will be somewhere central to the rest of the office. You want your employees to be able to access it easily, but the space shouldn’t be so busy that people get distracted.
Ideally, pick a quieter area that’s still centrally located to the main part of the office. Avoid sticking the meeting room on a separate floor or in a spot that’s completely tucked away from the rest of the team.
5. Think About How Long Your Meetings Run
Meetings can last for 15 minutes to 6 hours. It all depends on what you’re discussing, what’s happening at your company, and how many clients you’re meeting with each day.
This means you’ll want to base your designs and decorating on the average length of time you spend in the room. For example, if most meetings are short, prioritize seating and equipment storage. But if most meetings run long, you’ll want to add a beverage stand and space for refreshments.
These additions can blend in with the rest of your conference room’s décor and should be set apart from the main meeting table to reduce distractions.
6. Keep Visual Distractions to a Minimum
Let’s be honest…it’s easy to get distracted when you’re in a conference room full of other people. But when you decorate the conference room in a way that draws attention away from the meeting, you’re in real trouble.
Instead of adding eye-catching artwork to the walls, choose pieces that are simple. Remember, your conference room is there to help you get work done. It shouldn’t be a place that encourages relaxation.
If your room has windows that face a busy street or open out into the rest of the office, invest in frosted window tint to reduce distraction without sacrificing the natural light you love.
7. Keep Your Conference Room Decorating Efforts Consistent
No matter what type of conference room you’re designing and decorating, remember that it’s still an extension of the rest of your office. This means you’ll want to keep the overall theme consistent with the rest of your space.
If your company has specific colors used in the rest of the office, incorporate those colors into the conference room. Try to keep the style of furniture, tables, and light fixtures similar to the ones used throughout the main office.
The more uniform and consistent your decorating is, the more professional your space will look.
Now You’re Ready to Start Decorating
The right décor and design for your company may not be what others in your industry use. But these conference room decorating tips should help you create a space that’s perfect for your needs.
Remember, the conference room isn’t your lounge area. Focus on ergonomics and proper lighting and let the rest of your office’s décor guide your design.
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