How to choose the ideal meeting space for your needs?

Future of work
April 3, 2023
Published by

With so many new spaces to choose from, finding the perfect meeting space can be a daunting task. How do you choose between flexible meeting rooms, phone boxes and large spaces with sophisticated technology? 

Do you need a room that is soundproof, personalized, large, or rather small and intimate? In this article, we will look at all these aspects and help you make the right decision to optimize your meeting room.

When booking a meeting room, it is important to find the ideal location for these events. Phone boxes, large rooms or modular spaces are interesting solutions.

Ideal meeting space: what choices are available depending on your needs

Phone Boxes: a solution for small meetings

A phone box is a small space designed to facilitate teleconferences. They are usually equipped with a table and chairs that can accommodate from one to six people. These spaces have the advantage of being installed very quickly and offer excellent audio/video quality for conversations.

These mini-spaces offer several advantages, including better concentration due to the limited number of participants. The soundproofing of the room also allows users to concentrate on the conversation without being disturbed by outside noise. Finally, they allow remote employees to participate in the discussion without difficulty since the space is often equipped with a good video conferencing system.

Large meeting rooms: a flexible space adapted to the needs of companies

If you are looking for a larger space to accommodate a larger number of participants, then opt for a traditional meeting room. 

These spaces generally have enough space to accommodate up to 16 people around a rectangular or square table and to place additional furniture if necessary (chairs, additional desks). Some rooms even have a domino configuration adapted to collaborative work, meaning that the different tables can be positioned in different ways to facilitate exchanges.

Depending on the specific needs of the company, some rooms can be equipped with technology such as a large interactive screen, a powerful audio/video system and even a personalized layout so that everyone can see the facilitator and actively participate in the discussions. Natural light is also highly appreciated as it helps maintain concentration and creates a pleasant atmosphere during presentations or training sessions.

The modularity of spaces: the flexibility that companies need

The modularity of the meeting rooms is an option more and more appreciated by the companies which seek a space answering their current and future needs. This is especially true when a company is growing and its team doubles overnight. This solution consists in creating modular spaces, which means that they can be dismantled and reassembled according to the needs of the employees. It is possible to choose the number and size of modules to adapt to different configurations (small or large tables, presentations on stage).

New technologies also make it easy to design these spaces with integrated audio/video systems, interactive solutions and even automatic lighting control. These options provide additional flexibility that allows companies to make the most of the space and maximize its potential.

When to have a meeting at your desk VS reserve a meeting room?

When it comes to informal or small group work meetings, choosing to hold the meeting at your office can offer many benefits. First, it can be more convenient for participants, as they do not have to travel to another location. 

Additionally, it can allow for a more comfortable and less formal environment, which can help facilitate discussions and foster creativity.

However, holding a meeting at your desk can also have some limitations. For example, lack of space can be a problem if you need to accommodate a large number of participants. In addition, distractions can be frequent, which can disrupt the course of the meeting, but also disturb the surrounding environment, especially in an open space.

How to design the ideal meeting space?

To design a standard meeting room, there are a few simple steps to follow: first, determine the number and layout of participants; second, decide on the type of space you need (phone box, small room, large room...); and third, choose the appropriate technologies (audio/video, interactive...) to provide an optimal experience for users.

Depending on the specific needs of the company, the choice of meeting rooms can vary. Phone boxes are perfect for smaller meetings. Larger rooms offer more space and allow participants to add additional equipment if needed. 

Criteria to consider when looking for an ideal meeting room

It is important to consider several criteria when creating an ideal meeting room. Here are the most important criteria to consider:

  • Size of the meeting room: make sure the meeting room can accommodate all participants and that participants will be able to move freely around the room.
  • Room layout: The room layout can affect the quality of the meeting. Make sure the room layout is appropriate for your needs, based on the number of participants and the type of meeting you are hosting.
  • Equipment: make sure the meeting room is equipped with the necessary equipment, such as a whiteboard, projector, projection screen, computer, Wi-Fi connection, etc.
  • Location: The location of the meeting room can be important if participants must travel to attend the meeting. Make sure the meeting room is in a location that is easily accessible to all participants.