Why Your Office Meeting Rooms Matter: Boost Productivity & Collaboration

In almost all modern workplaces, meeting rooms have become a pivotal part of the office infrastructure.

It’s almost impossible to find office spaces that don’t have some kind of meeting room or other areas dedicated to collaboration, training and presentations.

Although most office buildings have dedicated meeting spaces, not all are created equal.

Some are little more than rooms with desks and chairs, whilst others are fully decked out with the latest video conferencing technologies, a Smart TV and top of the line audio-visual support.

But do your meeting rooms matter? Absolutely.

Your meeting rooms are more than just four walls in a secluded part of the office layout. They are significant spaces where teams collaborate, ideas are formed, and clients are won over.

In this article, we will explore the importance of well-designed meeting rooms, training zones and boardrooms and why they are essential to your business’s success.

Why Meeting Rooms Matter

Collaboration

Meeting rooms aren’t just for weekly catchups, performance reviews and interviews.

They are the places where new ideas blossom, new services and products are developed and business goals are achieved.

Meeting rooms are a platform for face-to-face interaction, teamwork and connection, making them some of the most valuable areas to invest time and resources into.

Whether for a brainstorming session, a company-wide presentation, or a professional meeting with clients, the humble meeting room is the best space in the office for teamwork.

Productivity

Let’s be honest; very few people can actually be productive in an unkempt, cluttered and dull space.

Well-equipped meeting rooms are proven to not only boost productivity, they also allow teams to focus on the task at hand and get things done quicker.

As well as minimising distractions and technical difficulties, but communication between workers is significantly enhanced, especially when half the team are Zooming in and the other half are in the room.

A successful meeting is greatly productive and fosters meaningful conversations, and it all starts with the space.

Company Culture

Like how kitchens are the heart of the home, meeting and conference rooms are the heart of your offices.

They reflect your overall company values, culture, and professional image and are a gateway for clients and potential hires to glimpse into your business.

If your company hosts many meetings, gatherings, and events, whether in person or online, you’ll want to make sure your meeting room gives off a great impression.

A professional, clean, and well-thought-out meeting room positively impacts your brand’s reputation, further increasing your standing among clients, guests, and competitors.

Types of Meeting Spaces and Their Purposes

Meeting Rooms

When you hear the words ‘meeting room’, you probably picture a small, closed-off room with some desks, chairs and a TV.

And yes, that is what traditional meeting rooms are.

These multi-purpose rooms are found in almost all office spaces and are flexible so that they can accommodate different seating arrangements if need be.

They typically also include all the amenities that are seen as the standard in most office space, such as whiteboard, screens and projectors.

Training Rooms

Training rooms are spaces that are dedicated to conducting workshops, seminars and training sessions.

They often have a more classroom style layout to facilitate interaction between trainers (whether external or internal) and the trainees.

Training rooms tend to have more advanced AV equipment, high-speed internet and specialised training session tools.

In the busyness of the day-to-day work environment, training rooms are often utilised as traditional meeting rooms rather than for their actual purpose.

Many businesses may not need a training room access on a daily basis or may transform their standard meeting rooms into training rooms. However, for companies that focus on upskilling employees or are a large enterprise, these spaces are a must-have.

Boardrooms

We all have a particular image in our heads when we picture boardrooms.

Boardrooms are luxuriously designed, exclusive rooms created for high-level business meetings and conferences for decision making.

Although usually reserved for company boards and executives, they have a formal, imposing layout made distinct by its long table seating arrangements and premium chairs.

As the most prestigious types of meeting rooms, they boast high-end AV technologies, secure communication systems and advanced technology for confidential discussions.

On-Demand Meeting Spaces

As the name suggests, on-demand meeting rooms are flexible areas that can be booked for meetings, workshops or private conversations on a short-term basis.

They typically aren’t included in most modern office floor plans and are instead hire meeting rooms that are available by the hour, day or week.

On-demand meeting rooms come in a variety of different floor plan configurations and typically in locations just minutes away from the heart of central business districts. Whether these are small rooms, interview rooms or large conferencing spaces, on-demand spaces are the perfect space for any occasion. 

These meeting rooms are growing in popularity all across the globe as small businesses, remote teams and sole contractors are switching to making meeting room bookings for significant gatherings.

For teams located remotely or in different parts of the city, on-demand meeting rooms are the perfect place to meet up to work on projects and have important conversations.

Accessing On-Demand Meeting Spaces

As on-demand meeting rooms become increasingly needed in today’s contemporary working world, more and more office space providers are renting out their facilities on a half-day or full-day basis.

These hire meeting room services can either be rented out individually on a one-off contract or as part of a coworking or virtual office package.

Many providers allow you to make a meeting room booking on their websites directly, or you can visit in person to see their availability for last-minute enquiries.

Related: Virtual Offices in London FAQs: Everything You Need to Know

Accessing Servcorp Meeting Spaces

As one of the world’s leading flexible workspace providers, Servcorp offers a wide range of meeting and conference rooms that are the perfect venue for your next meeting.

Fully equipped with cutting-edge technology, designed with luxurious finishes and accompanied by onsite AV and IT support, Servcorp offers high-end yet cost effective meeting spaces suited for any capacity of guests.

Booking a Servcorp meeting, training or event space is a straightforward process. With over 150 locations globally, you can choose from across our business addresses, and you can easily access our meeting rooms for any occasion.

How to book a Servcorp space: A Step-by-Step Guide

1. Select the ‘Meeting Rooms’ tab on the Servcorp website
2. Choose your desired location and proceed to the form
3. Once the form is complete, you’ll receive confirmation of your room booking via email communications with our team.
4. Your email with one of our friendly team members will provide you full details on accessing the space and everything you need to know in the lead up to your booking.

Designing Effective Meeting Spaces

A well-planned meeting space balances the need to be functional and elegant, making it first and foremost a space where users want to be.

To create an idyllic meeting room, there are three main considerations; technology, furniture and the overall ambiance of these rooms.

Technology

In today’s working world, almost all businesses require more than just the baseline amenities of whiteboards, screens and audio systems.

Features such as wireless connectivity, charging stations and collaboration tools are necessary inclusions required for nearly all meetings.

Some of the most beneficial and advanced features to look out for in a meeting room include:

• Click share and screen sharing capabilities
• Touch screens
• Interactive applications such as digital whiteboards
• Video conferencing
• Polycom phones
• High-speed internet and VPN connections
• On-site IT and AV support

Furniture

The first thing guests and clients notice about your meeting room is the furniture and overall styling of the space.

Furniture choices significantly impact meeting room effectiveness, so it’s important to get it right.

But luxurious meeting rooms go beyond just durability and aesthetics.

Utilising ergonomic furniture such as adjustable and modular chairs and desks not only  accommodates diverse meeting formats, but they also offer adequate supports during longer meeting sessions.

The right furnishings can also go a long way making a smaller room look more spacious and inviting or a larger area look more intimate and formal. Room size doesn’t matter as long as the room is designed in a carefully throughout way.

Learn more: Top Office Design Trends in 2024

Ambience

Ambience is a crucial element in fostering productivity and creativity within a meeting room.

This can encompass many factors such as lighting, ventilation, air quality, greenery and acoustics.

Meeting rooms with adequate lighting, natural elements, and considered colouring schemes are essential to creating a stimulating environment and prevent fatigue and eyestrain. ‘

Proper acoustics are equally important as noise reduction and soundproofing inclusions ensures clear communication and reduces distractions.

An often less talked about feature of meeting room ambience is the role that hospitality services play in facilitating a positive and productive work environment. Whether this is on-site catering services or providing tea, coffee and water refreshments, these features are also fundamental to participant comfort and overall meeting success.

Find your Perfect Meeting Spaces

Looking for an upscale meeting room to host your next meeting?

Whether you’re booking for an all-day conference or a one-hour private conversation, Servcorp’s meeting rooms offer the ideal venue for your meeting.

Enquire now on our website or give us a call where one of our friendly team can assist you in securing your space.