Are you getting the most from your boardroom?
A modern boardroom in a tradional or hybrid work environment must cater to both in-office and remote participants, offering seamless collaboration, advanced technology, and a flexible design. Even if your business has a return to work or in-office work environment, your clients may require remote meetings and presentations.
The furniture, equipment, networking and technology requirements of a modern boardroom are fortunately easy to incorporate and with an abundance instruction and training available online, there is absolutely no reason all staff, from administrators to management and CEO’s are able to conduct and present in an online meeting environment.
Technology for seamless collaboration
Audio-Visual Equipment
High-quality video conferencing tools with high-resolution cameras with auto-framing and wide-angle capabilities to ensure all participants are visible.
Crystal-clear audio systems are vital to get across that you are serious about your business. Use omnidirectional microphones and noise-cancelling speakers to ensure clear communication for remote participants. There is nothing worse in a pitch or meeting than participants who are unable to hear and constantly interrupting saying “can you hear me” or “ can’t hear you”.
Collaboration Tools
Interactive Screens like large touchscreens or digital whiteboards (e.g., Microsoft Surface Hub, Jamboard) to enable real-time collaboration for in-person and remote attendees convey a very professional and well-intended purpose.
Cloud-based platforms and Integration with tools like Zoom, Microsoft Teams, or Webex to facilitate hybrid meetings.
Reliable Connectivity
Strong Wi-Fi Coverage is vital to ensure high-speed, reliable internet for smooth video calls.
Backup network systems like ethernet connections and redundant power systems to minimize disruptions. These items have become essentials in business in South Africa as we deal with unstable power and internet connecticity as a result.
Flexible layout and furniture
Adaptable Furniture
Modular tables or the ability to place screens with multiple plug points and ergonomic chairs allow reconfiguration for different meeting types, from formal board meetings to brainstorming sessions and remote meetings and presentations.
Comfortable seating with ergonomic chairs for extended meetings or reconfiguration to a workspace to promote focus and reduce fatigue. This is a vastly under recognised contributor to effectiveness and productivity. Consider that staff spend many hours a day in their chairs and at their desks.
Hybrid-friendly layout
360-degree visibility by arranging seating so remote participants on screens are easily visible to everyone.
Position cameras strategically for a clear view of all in-person participants.
Optimized acoustics and lighting
Acoustics
The Installation of sound-absorbing panels or carpets to reduce echo and noise makes an enormous difference to the experience.
Use soundproofing to block external noise for undisturbed meetings.
Lighting
Maximize natural light to create a comfortable and welcoming space. Ifglass interior walling is used where there is minimal access to natural lighting, consider branding the boardroom glass walls for privacy and brand recognition to both staff and clients.
Adjustable Artificial Lighting can be effectively used to improve the environment and it’s now varied uses. Dimmable LED lighting to reduce screen glare and ensure visibility during presentations can easily be incorporated.
Inclusive features for remote participants
Dual screens allow one for displaying the speaker and another for shared content, ensuring remote participants stay engaged.
Remote-Control Features: Allow remote attendees to interact with shared boards or screens.
Integrated technology for productivity
Presentation Tools
Provide wireless presentation systems like ClickShare for easy sharing of screens or documents. These easy to use and access tools give your presentations a slick feel and when combined with large interactive screens makes for a very engaging experience.
Microsoft and Google provide most tools you would need but depending on the nature of the presentation, sophistication of the technology and file sizes, these alternative service providers cab make a big difference.
Data analytics
Equipping the room with sensors to track usage and optimize resources, such as adjusting HVAC systems based on occupancy.
Energy Efficiency
Install smart lighting and climate control systems to reduce energy usage when the room is unoccupied. Upgrading or servicing existing air conditioning or HVAC systems is often sufficient to ensure a cool, healthy environment.
Eco-Friendly Materials
Using sustainable furniture and finishes to align with corporate environmental goals comes through and may even form part of the companies stated commitment to sustainability while prominently displaying the branding.
Aesthetics and Branding
Incorporating modern, sleek furniture and finishes to reflect the company’s culture and professionalism is what we do best. Our boardroom refurbishment projects have seen Billions of rands in business pass through these impressive spaces.
Brand Identity
Add subtle branding elements to glass panelling, walling and carpets to make the space uniquely identifiable. Whether an in person meeting or a well setup online meeting or presentation, the boardrooms we design are designed to impress and at the same time be functional, useful spaces.
Support for hybrid working culture
Training employees on using the technology effectively and enabling them to setup an awe inspiring meeting in a high tech environment never ceases to amaze participants. Fluid use of technology is impressive and displays a commitment to getting things done.
Establish etiquette for hybrid meetings, such as muting microphones and allowing remote participants equal speaking time.
A modern boardroom in a hybrid work environment is more than a meeting space, it’s a hub for collaboration that bridges physical and digital divides. By combining cutting-edge technology, adaptable design, subtle branding and inclusivity, it ensures that all participants, whether in-office or remote, feel equally valued and engaged.
Our design team have worked on the boardrooms of some of Africa’s largest companies with the express brief to make them impressive, display the company brand and culture and not cost a fortune. Interested to know what a World class boardroom will cost, contact us and we will arrange to meet with your team.
