Conference rooms come in all different shapes and sizes, from the massive mahogany boardroom with leather chairs, to the casual space that allows start-up team members to get together on occasion.
But you don’t need a lot of size to make sure your commercial office conference room makes an impact; especially nowadays when technological and audio-visual assets can be streamlined and hidden according to any space’s needs.
Whether your conference room has room for four people or room for ten, these are some essential components that will make it feel even bigger.
The Right Size Display Screen
You don’t want to overwhelm meetings with a display screen that is much larger than you need. For small rooms, you likely won’t need anything more than a 50-60” screen, but you’ll want to make sure that seating is positioned in a way that no visibility is lost.
The Right Speakers
Small conference rooms can typically get away with using the speakers on a monitor, but you may want to consider having an audio-visual installation team hide additional speakers in the ceiling or install an additional soundbar.
The Right Phone
Conference rooms require the ability to connect via phone and nowadays, via digital display as well. You need something with high-enough quality that your voice, and those on the other end, don’t get lost to a poor connection. A small room helps with keeping audio clear, but you may also want to consider strategic additional microphone placement if needed.
The Right Connections
You never want any employee in your office, or even worse, an executive or client, to have trouble connecting their laptop or device to your room’s setup. Offer wireless connection so that everyone can get started immediately, and have cables available just in case something goes wrong.
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Open work environments have become hugely popular in the last decade, as they allow for greater collaboration and dialogue between your entire team. But the problem with these open office layouts in commercial settings is that employees don’t have a place to discuss confidential information or focus on a project without other distractions.
For some small office spaces, the solution to this problem is to have employees use a conference room when available for these smaller meetings. But two people sitting around a table for twelve will make it harder for actual discussions to be had and plans to be made.
That’s why huddle spaces have emerged as a popular alternative to larger, stuffier rooms. Employees can reserve and use these spaces that are designed for smaller groups, yet have the technology and amenities to support collaboration. But aside from that, huddle rooms can take any shape or design that is most adaptive to your commercial office’s needs.
You Have to Have A/V Technology
It must be easy for employees to walk into a huddle room and connect their computers or digital devices to shared displays immediately. Time spent fumbling for wires or connections is time wasted.
Even better, match your huddle room’s setup to that in your conference room so anybody in the office can use either space at any time.
You Have to Have Comfortable — And Usable — Seating
Help employees get down to the important stuff with comfortable seating and ample room for laptops and note-taking. But don’t go too casual or your employees may not be able to use the rooms for long; bean bag chairs are easy to move, but not ideal if you’re trying to strategize a company’s future.
You Have to Make Scheduling Easy
Want employees to use these huddle spaces? Have a secure scheduling system that allows people to reserve rooms ahead of time and see when space is available. By utilizing digital displays on the outside of the room and a central calendar, you’ll make sure the area is open to anyone.
There are several kinds of communal meeting spaces in most commercial offices:
If your board room isn’t outfitted with the right audio-visual technology, both presenters and listeners will have a hard time communicating effectively.
The good news is, an expert audio-visual installation team will be able to help you upgrade your commercial office’s board room so that you have the right tools on hand, every day. These are three things your board room needs in order to have an effective and efficient video distribution system.
Depending on the size of your office, you may or may not have A/V staff on hand that are experts in your boardroom’s setup, and the members of any given meeting probably aren’t either. You want your room to be ready to go with the touch of a button, which is what you can get with a central video distribution system.
Whether the person presenting needs to connect their laptop or a camera, there should be multiple jacks available where your presenter sets up. There should also be a power cord, so no devices die during the middle of a meeting.
Ensure that everyone in the room can see what is being presented with multiple displays, and for larger spaces, pair screens with a central high definition projector.
Security is a genuine concern for modern commercial offices. You have valuable assets to protect, employees to keep safe, and of course, clients to protect.
So what are you doing to improve the safety of your space?
Security cameras are a tried-and-true way of keeping an eye on any facility, but how you use them matters. In the past, big, bulky cameras made themselves known to any potential intruder, but also limited what you could monitor and when. Modern cameras have changed all of that.
A benefit of security cameras in your commercial space is that you’ll always know who comes in and out. And with simple remote access and recording capabilities, you don’t have to be glued to a monitor to spot any trouble. Place cameras near the most vulnerable areas of your facility, such as near expensive A/V units, reception areas, and storage or supply facilities.
Security cameras can also help your clients feel more comfortable when used in the right ways. No one wants to feel watched, but the presence of cameras shows that you are committed to keeping data and personal information safe.
But use security cameras in the wrong way, and you could land yourself in hot water.
It’s legal to record video of people in the office, but you can’t record audio. California is a two-party consent state, meaning anyone recorded must consent to it.
Finally, when you decide to install security cameras in your office, you must work with qualified installers. While there are endless inexpensive cameras on the market, there are plenty of questions as to how safe these genuinely are when it comes to protecting your privacy and data.