Building dynamic and adaptable meeting spaces

By Vicky Hart - 27 Jun, 2024
Collaboration & UC
3 Minutes Read

Creating a flexible multipurpose video collaboration space might sound simple but there is more to this than sometimes first considered.

How the room divides, and what technology you put in it is just the start. Configuring one space to provide multiple options for collaboration requires careful planning and consideration of the organisation’s needs and objectives.

This blog post explores some of the key strategies to achieving a versatile and collaborative collaboration space.

Flexible layouts

Consider an open layout that allows for easy reconfiguration. Avoid fixed walls or partitions that limits the flexibility of the space. Instead consider using modular walls that can easily be moved or adjusted to create different room sizes or configurations. This allows for quick adaptation to different collaboration needs.

What furniture is key for flexible video collaboration spaces?

Invest in flexible furniture. Modular and movable furniture can easily be rearranged to accommodate different collaboration scenarios. This allows the space to be quickly transformed to support one-on-one meetings, team discussions, presentations, or workshops. It also ensures that your video spaces are accessible and can be used by everyone.

Furniture that promotes collaboration, such as round tables or collaborative workstations, can encourage active participation and idea sharing among team members.

Consider mobile tables and/or adjustable desks, which can be moved and adjusted quickly. Also modular seating that can be arranged in different configurations catering for both small and large events.

Don’t forget to choose furniture with ergonomic design features to promote comfort and reduce the risk of fatigue or discomfort during long collaboration sessions.

By incorporating these furniture pieces into your video collaboration space, you can create a versatile environment that can be easily configured for different use cases.

Don’t forget about the technology

Equip the space with versatile technology that supports various collaboration needs and incorporate technology solutions that support easy connectivity. This includes video conferencing systems, interactive displays, wireless screen sharing capabilities, and virtual whiteboards.

Provide access to a range of collaboration tools and software that support different work styles and preferences. This can include project management platforms, virtual meeting software, document sharing systems, and task management tools. Offer training and support to ensure employees can effectively utilise these tools. 

Lighting and acoustics

Lighting and acoustics have a profound effect on creating a comfortable and productive environments for collaboration.

Consider the acoustic properties of the space to minimise noise and distractions. Incorporate sound-absorbing materials, acoustic panels, and proper insulation to create a quiet and focused environment for collaboration.

Install adjustable lighting fixtures that can be customised to suit different collaboration requirements. Proper lighting plays a crucial role in creating a comfortable and conducive atmosphere for productive discussions and brainstorming sessions.

Décor does matter

Your choice of room decor can impact how stimulating a collaboration environment is. Pay close attention to your choice of colours and opt for ones that are known to foster creativity and space to think. Blue will enhance calm, while green will boost performance. Add splashes of yellow for energy and extra creativity. The inclusion of artwork, plants and other final additions can also aid inspiration for your meeting participants.

By implementing these strategies, organisations can configure one space to offer multiple options for collaboration, catering to the diverse needs and preferences of employees. This flexibility promotes creativity, innovation, and effective teamwork.

Find out more

We have proven experience in the creation of flexible and versatile collaboration environments. Book a 15 minute consultation to find out more.


Author: Vicky Hart

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