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Meeting rooms

High-quality meeting spaces increase performance, engagement, and wellbeing - and are central to supporting high-performing teams. With the pressure to stay competitive and innovative, organizations know that effective knowledge sharing improves team performance. Teams perform better when they have a designated team workspace.

Collaborative work, especially creative group work, is ideally conducted in-person at the office. It relies on a key social capital resource: psychological safety – the ability to engage honestly without fear of negative consequences. The office provides the physical context for teamwork and territory for the team, both important for building rapport, creating cohesion, and fostering trust and psychological safety.

Although it can be done on a video meeting, people working together simultaneously on the same task is better done in-person, at the office. While not all teamwork must occur in shared physical space, collaborative technology still does not fully replicate the information-rich context found in collaborative workspaces. Virtual teams must put more effort, time, and intentionality toward developing and maintaining their social connections and the flow of the team process.


Provide meeting room sizes that fit the needs, support social interactions, offer adjustable furnishings and flexible use. Ensure that effective, reliable collaborative technology is integrated into the room.


Use a digital room reservation system for the best user experience and to maximize use of meeting rooms.


Ensure that the workplace provides informal group spaces for casual work or social interaction, as well as a variety of correctly sized and conveniently located meeting spaces.


For long-term project rooms, consider noise-reduction materials and technology. A meeting room should be a quiet space. Noise and activity can cause distraction, leading to loss of focus. Locate the meeting room in a quiet part of the building.


Create a mix of huddle spaces, small and large conference rooms depending on the population and needs of users.

Read more

If you want to learn more, we suggest the following resources:

Tips for effective conference room management. SpaceIQ

Creating collaboration spaces that work. Knoll, 2013.

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