What constitutes a productive meeting environment

To spur productivity among delegates; the factors that make the workplace productive should be at the top of the list when it comes to meeting spaces.

Everything from the seating arrangement to the lighting and ventilation can affect the mood. The room has to be pleasant and user-friendly to get the best results. Delegates notice when there’s a negative vibe to the meeting, with 62% of survey respondents saying a bad meeting “gets in the way of work”.

Unfortunately, 39% of respondents have admitted to almost falling asleep during meetings. If attendees are getting tired, productivity will be at the minimum level – so what does a meeting room need to energise people and stir their enthusiasm?

A meeting room is simply a room designated as a place to hold meetings. Think of it as a blank canvas and consider what is required to encourage your attendees to dig deep and get involved with the proceedings.

Good lighting

Get the meeting off to the best start by having good lighting in the room. A well-lit room will help people to avoid the feelings of sleepiness that might otherwise envelop them. A room with large windows, allowing lots of natural light to stream in, is a great option. Good lighting gives the effect of an open, more spacious area.

If you don’t have natural light, avoid harsh fluorescent strip lighting, as it can look too cold and harsh. Some people may be light-sensitive and will feel uncomfortable in such a bright environment. You may wish to go with fluorescent lighting that has a dimming system.

The room will probably be used for visual presentations, so the lighting must be comfortable enough to allow attendees to use computers and smart devices. A great idea is to balance your lighting by incorporating artificial and natural light where possible.

Use of colour

Brightening up the meeting room in terms of the colour and decor is excellent for uplifting moods and making sure morale is kept high. Combining a splash of bright colour and a space with large windows can create a positive ambience.

Colours have a great impact on attendees. For example, if the meeting room is decorated in dark colours, it can make people feel tired and the mood may be more negative. Light neutral hues, such as white and beige, make the space appear airy and light, giving positive energy.

Green is considered useful in reducing stress, as it is a colour associated with nature. Blue is believed to be an energising colour, while splashes of cheerful colours such as sunny yellow can be a popular mood booster.

Technology

Every meeting room should have up-to-date technology, a strong and fast WiFi connection and good software to increase productivity. Something like a slow and unreliable WiFi speed can really slow down any meeting, resulting in frustration among delegates and a significant drop in productivity.

Other tech equipment that a good meeting room should offer includes video conferencing technology, high quality projectors, speakers and microphones. Hybrid meetings, comprising meeting in person and video meetings, are a useful option, particularly if some delegates are from farther afield, including overseas.

Seating arrangements and furniture

Comfortable chairs, tables that are large enough for laptops and other equipment and an efficient seating arrangement can all contribute to your team’s productivity.

The two most popular seating arrangements for meeting rooms are U-shape and boardroom styles, although your company may have its own most effective arrangement. It is also useful to have adequate space for collaboration and brainstorming.

Ventilation

Don’t try and hold a meeting in a room that is too warm and stuffy. Not only will this reduce productivity, but it will also make attendees feel hot, bothered and sleepy. A constant flow of fresh air is vital for energy and mental sharpness.

It can be useful to air the meeting room by opening the windows before the delegates arrive. Keep the windows open if it isn’t too cold outside. Even in cooler weather, you should ensure the room has adequate ventilation.

Of course, you should look to open the window periodically to maintain a steady flow of clean, healthy air. By introducing a steady flow of fresh air into the meeting space, this will help to remove virus particles from the working environment.

Cleanliness

The cleanliness of your meeting room is vital, especially in the post-Covid world. In normal times, it is important to seek out meeting rooms that include a regular cleaning and maintenance schedule. Remember, your choice of venue will have an immediate impact on the overall branding and reputation of your company.

No-one wants to sit in a meeting room where a film of dust is visible on the desks or equipment, or the carpet looks dirty. With even more stringent cleaning regimes being introduced as a result of the pandemic, delegates continue to require a scrupulously clean venue with relevant hygiene procedures in place.

If you are able to welcome your delegates to a positive environment, you will likely see productivity increase; attendee engagement and overall satisfaction rates will rise.

For clean, professional meeting environments that say all the right things about your brand, call &Meetings on 0800 073 0499 or use our convenient online booking system.