Written by Sisse Haldrup
on November 12, 2018
Is the meeting space you've chosen contributing to productive work?
The room and its interior affects how you're interacting, learning, listening and working together.
You probably already know the feeling. You step into a sterile room, where water and coffee are the only things that are presented on the otherwise empty meeting table. It is a room where you too often have glanced back and forth between the sad house plant and the dried coffee stain on the floor.
Meeting Space
Dependent on the type of meeting, you should consider if the same old and grey meeting dungeon needs a replacement, next time you prepare for your meeting. Lighting, sounds, interior and surroundings are all behavior changing factors that either strengthens or weakens the efficiency of the meeting.
This short guide gives you inspiration on how you – with a few changes in the settings – can create a more productive meeting.
  1. Information meetings demand a room with a positive atmosphere

  2. Customer meetings ought to be in familiar surroundings to create comfort and trust

  3. Innovation meetings must be in an inspiring room

  4. Decision making meetings should be simple and non-distraction


Let's dig into the four meetings and tips for their respective spaces in more detail:


The perfect space for an information meeting


Information meeting


The goal with an information meeting is to create motivation, interest, accept and a common ground. Therefore, the room must create a positive attitude and excitement amongst the participants. One of the most important things to consider is the lighting.

According to the Danish National Research Centre for Working Environment natural daylight is the best light for working, because it affects the people in a positive way.

If the daylight is limited, then a combination of ceiling light and light from lamps pointing towards the table is what makes the participants most satisfied.



Furthermore, a big white table top can add a lot of light to the room.


Also consider: does the space have the necessary technology? And does it work? The goal of the meeting is to inform, and by collecting relevant props, the overall comprehension among the participants can be increased.

Don't be afraid to combine projectors, whiteboards, blackboards and other visual elements if it makes sense in the specific meeting.


The perfect space for a customer meeting

 Customer meeting


In a customer- or sales meeting the purpose is to create a mutual commitment. The keywords are trust and curiosity.

It's an advantage to hold these kinds of meetings in familiar surroundings – ideally a place that both you and the customer are familiar with.

If that's difficult to find, then pick what the customer prefers. It creates a sense of comfort and being on "home ground" which can be a great benefit for you as the seller.

Furthermore, it is an advantage for this particular type of meeting to sit at a round table where all the participants are able to make eye contact and talk to each other. However, a more informal customer meeting can easily take place in a more casual environment with soft furniture.

It's always important to consider the circumstances - how well do you know the (potential) customer? What is the purpose with the meeting - customer succes, update on something, how goes, information on your product? What type of customer are they?

All these tips are important to take into consideration, when you have a customer or sales meeting.


The perfect space for an innovation meeting


Innovation meeting without the table


In an innovation meeting the purpose is to generate new ideas and perspectives together.

If you are planning to brainstorm, a good tip is to remove the table – and even the chairs, if it feels natural. The result is that the participants will come together as one organism, because they become less territorial when they don't have their "own space" that separates them from the rest of the group.

Another positive consequence is that the communication has a better flow, when you can see the person as a whole – and it also prevents the participants from dozing off at the table.

Inspiration is the keyword in these types of meetings. Dependent of the innovation method you choose to work with, the meeting calls for different environments and inspiring props – it can be everything from PowerPoints and blackboards to post-its, LEGO and photos. 

However, you will experience the biggest effect if you invite the participant outside the office, where you'll find even more inspiration. Consider the kind of innovation that might grow from a forest cabin, a theatre or a photo studio? Instead of a boring meeting room.


Boat meeting
Or have you considered the possibility of having your next innovation meeting on a boat - that's what lets you do!


Another beneficial outcome is that meetings outside the office work as a kind of employee care.

It is motivating when something extra is being done for the work environment – and the participants will also get new experiences with their team. Walk and talks are a great way to start if you want to challenge you traditional meeting spaces.

The result will most likely be better meetings and a renewed energy among the participants.


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The perfect space for a decision making meeting


Decision making


The purpose with a decision-making meeting is – no surprise – to make decisions. There is no need for a room that explodes with inspiration and inputs. So, how do you choose the perfect meetings space for a decision making meeting?

It is often important to present numbers, graphs and other data that support a decision-making process. Therefore, a tip is to check if the technical equipment works, and if you have remembered the necessary tools.

Are you a small group at the decision-making meeting? Then make it easy for everyone to make eye contact and maintain deep discussion. It is a good idea – just like in the customer meeting – to gather the participants at a round table, where they can sit opposite each other.


Tech equipment


But remember: we are creatures of habits, and we often sit in the same seat or sit next to a friendly colleague – and furthest from the people we care less about. This seating structure can have a psychological impact on the efficiency of the meeting.

Therefore, it is a good idea to consider how you can change the table- and chair line-up to scatter people.

Do you want to create the best discussions? Then also experiment with placing the people who have conflicting views opposite each other.


To sum up

The overall tip in this guide on how to choose the perfect meeting space is: don't be afraid to try something new!

Always remember the type of meeting when you're preparing your meetings. There're many other important factors in your meeting preparation.

What you consider as a good meeting space is very individual and dependent on the specific context. Try different rooms and surroundings instead of being stuck in the same old routines, and always remember the type of meeting you're having.




Smarter meetings? Yes please!

If you liked this article from Capturi, you’re probably on a mission to having more effective meetings – just like us! You might want to try our platform. It’s a simple tool that manages all your meetings and tasks in ONE place. Collaborate, assign tasks, add due dates and keep track of your team’s progress.

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The Danish National Research Centre for Working Environment.

Meetings Imagined: 5 room setups that foster decision-making.


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