Optimising Conference Room Usage: Scheduling Techniques and Tools

Gone are the days when conference rooms were just a place to hold meetings. They are now spaces for collaboration, brainstorming, and decision-making. Conference rooms are crucial components of the modern workplace, and designing them properly can positively impact productivity and employee satisfaction. In this article, we will talk about how to design the perfect conference room for your workplace.

Purpose – Before designing your conference room, you need to consider its purpose. Will it be primarily used for presentations, video conferencing, brainstorming, or team-building exercises? Understanding the purpose of the conference room will help you choose elements such as furniture, lighting, and audio-visual equipment.

Layout – The layout of the conference room can significantly impact the effectiveness of the meeting. An open floor plan can promote collaboration, while closed spaces can encourage focus and concentration. A circular or U-shape table setup can facilitate discussion, while a classroom-style setup can be useful for presentations. Make sure the layout of your conference room aligns with its intended purpose.

Audio-Visual equipment – Audio-visual equipment is essential for modern conference rooms. From video conferencing to presentations, audio-visual technology is an integral part of effective communication. Invest in high-quality equipment that is compatible with various devices and software. Make sure the equipment is easy to use, so you don’t waste any time troubleshooting technical difficulties.

Lighting – Proper lighting can enhance the ambiance of a conference room. Good lighting can improve focus and concentration among participants, and it can also affect their mood. Have lighting that can be adjusted to suit the time of day and the intended purpose of the meeting. If possible, incorporate natural light into the design.

Comfort and ergonomics – Participants will be spending significant amounts of time in conference rooms, which is why comfort and ergonomics are crucial considerations. Invest in comfortable, adjustable chairs and a table at the right height for working. The temperature of the room should be easily adjustable, and adequate ventilation is necessary. Having refreshments and snacks available can also improve the experience of participants.


Designing an efficient conference room can help increase productivity, collaboration, and decision-making. By considering the purpose, layout, audio-visual equipment, lighting, and comfort, you can create a space that aligns with the needs of your workplace. In designing a conference room, it is essential to strike a balance between functionality and aesthetics. A well-designed conference room can positively impact employee satisfaction and contribute to the success of the organization.

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