How to Upgrade Your Conference Room Design with these 8 Tips

January 19, 2023 | Smart Office

There’s no denying that the world of work and office life has changed. Many employees are still working at least some of the time from home. Teams have changed, too, with remote workers being a much more common addition to the workforce. 

However, while your employees might be spread out over a larger distance, the modern conference room is still important for teamwork and collaboration. Here’s how you can upgrade and update your conference room to meet modern workplace requirements. 

1. Video Conferencing Equipment

Even if you have a hybrid team or several teams in different cities or even other countries, there will come a time when you need to have face-to-face meetings. Video conferencing software has come a long way over the past few years, but if you’re all huddled around a laptop screen in the meeting room, it’s not the ideal way to get things done! Having clear communication is key for productivity.

Large monitors and projector screens that can connect to your network are a fantastic addition to any conference room. Make sure you add high-quality audio equipment, including speakers and microphones, so you can hear and be heard. Many of the modern projector screens available are specifically designed for conference rooms and can be tucked neatly out of sight when not in use. 

2. Recording Equipment

While you’re upgrading the AV equipment in your conference room, consider adding some kind of recording system. With teams now spread around the globe, time zones are often a factor when planning meetings. Being able to record everything for those who can’t attend is a great tool to keep everyone in the loop.

3. Upgraded Lighting 

If you’e going to be hosting or participating in digital meetings or virtual presentations, you’ll need to pay attention to your conference room lighting. Ordinary office lighting is not ideal for video capture, and you might also want to install a lighting system that can be dimmed or brightened from an app on a smartphone or tablet. 

4. Air Purification and Ventilation

Most people these days are a lot more wary about being in enclosed, poorly ventilated spaces. Your employees, vendors and customers will probably feel a lot better knowing that your conference room is equipped with air purification and ventilation systems that keep the air clean and safe. In fact, this technology can treat the air to help combat airborne viruses, such as the coronavirus (there is currently research underway on how effective this system is at specifically targeting SARS-CoV-2). Your employees can feel safer coming into the office!

There are even options to monitor carbon dioxide levels in the air, which will alert you if an air change is required. 

5. Improved Security Systems

If you’re still recording from grainy cameras on VHS tapes, it’s time to upgrade your office security system. Modern surveillance and CCTV camera systems are compact, clearer, and record directly to digital storage. While you’re installing security in your office, it’s a good idea to make sure your conference room is covered too. Good office security leaves no rooms or corners unprotected! 

6. Ports and Docking Stations

The modern conference room needs to be a flexible and versatile space. You will probably have many different kinds of employees presenting meetings, proposals and training courses from a huge range of equipment. If your conference room is not already equipped with a variety of ports, docking stations and secure wireless connections, it’s a good idea to upgrade. 

7. Digital Whiteboards

Many conference rooms have old-fashioned whiteboards, but the truth is, they’re not ideal for modern meetings. Digital whiteboards allow meeting leaders to create live content as required and also use images, videos and presentations. These digital whiteboards can also share information digitally, so if you do have some digital participants, they’ll have a clear view too. 

8. Automatic Blinds

Most meetings have several different parts. You might start with a conversation, where natural lighting is ideal, but then move on to a video or presentation, where it’s not. 

Equipping your meeting room with automatic blinds means you can open and close them quickly as needed at the touch of a button. So you no longer have to wait for someone to do the job manually.

All At Once or Over Time

Our final tip is not about equipment; it’s about your options for installing it. Some customers find that they want to install everything at once. Others are looking for a smart office plan that will grow with them, with equipment that can adapt and connect to new systems as they are added. Both of these are great options, and it really depends on what your needs are. 

So when you’re getting quotes to upgrade your conference room, be sure to ask what your options are. A good automation company will be able to give you all the options and combinations that will suit your needs so that you can make the right choices. Whatever your requirements and budget are, there should be a solution that works for you.

If you want to learn more about how to upgrade your conference room design, contact Lifetronic Systems located in Westport, CT. We’re happy to guide you every step of the way.

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