The Top 5 Room Design Considerations That Will Make or Break Workplace Collaboration

Introduction

Collaboration in the workplace today knows no boundaries. Teams often work across different countries, and meetings typically include both those in the office and colleagues joining remotely. Technology certainly plays its part, but the onus is on IT leaders to ensure meetings run smoothly and support the fast-moving nature of modern work. Interestingly, many of the obstacles to effective teamwork aren’t caused by the technology itself. More often than not, it’s the way the meeting space is set up that determines whether a session is productive or not. Modern collaboration rooms are much more than places with a few screens, they’re environments where every design choice influences how well people can interact. Drawing on years of experience designing audio-visual and collaborative spaces for global businesses, we’ve identified five key factors that every IT leader should consider when creating spaces for teams to work together, wherever they are in the world.

1. Acoustics: Designing for Sound, Not Just Silence

Crystal-clear audio is essential for effective collaboration, yet acoustics are often overlooked. Poor room design can introduce echoes, reverberation, and background noise, undermining the clarity of every conversation. Consider materials that absorb sound, such as ceiling tiles, wall panels, and soft furnishings to help minimise echo and reduce ambient noise. Best practice dictates that microphones and speakers should be strategically placed to capture voices evenly and distribute sound without feedback or dead spots. For hybrid meetings, make sure remote participants can hear every word as if they were in the room. Test and tune the audio system to account for changes in room layout or furniture, ensuring consistent sound quality for all users.

2. Lighting: Clarity Beyond Aesthetics

Poor lighting isn’t just a distraction; it can cripple collaboration engagement. Lighting is one of the first things to get right. You need to consider the visual excellence for both people in the room and those joining remotely. For example, natural light can create a pleasant environment, but glare from windows can wash out screens and faces. Bright backlighting can make participants appear as silhouettes, while dim rooms blur facial expressions. Both erode trust and make calls feel impersonal. Balanced lighting ensures everyone on camera is clearly visible, without harsh shadows or hotspots. Invest in intelligent, adjustable lighting systems that balance natural and artificial light. LED panels with tuneable brightness and colour temperature can optimise visibility for both in-person participants and remote attendees. Ensure that video conferencing cameras auto-adjust to lighting changes, minimising distractions during long meetings.

3. Aesthetics and Furniture:

Factors Influencing Comfort, Teamwork, and Inclusion. The furniture and arrangement of meeting rooms can affect interaction, inclusivity, and comfort. Tables and chairs should be suitable for extended use, with configurations supporting both face-to-face and virtual participation. It is recommended to avoid seating arrangements that create physical barriers or cause participants to turn away from screens, microphones and cameras.

Flexible layouts allow for different meeting formats. Modular furniture may be reconfigured for brainstorming, presentations, or workshops. Maintaining clear sightlines to displays, cameras, and all participants helps ensure visibility and participation from everyone, regardless of the room’s use. Inclusion requires accommodating diverse working styles, abilities, and cultural backgrounds. This includes wheelchair access, adjustable furniture, accessible controls, quiet zones, and adaptable lighting for sensory needs. Inclusive design goes beyond accommodating physical accessibility; it takes into account language barriers, time zones, and cultural backgrounds, especially important for global teams. Integrated translation services and live captioning help ensure that all participants, regardless of their native language or hearing ability, can fully engage in discussions.

Flexible scheduling options, mindful of differing time zones, enable equitable participation from international colleagues, fostering a sense of inclusion and respect for all team members’ needs. By adopting these inclusive principles such as accessible controls, adaptable lighting for sensory requirements, and features that bridge cultural and linguistic divides meeting spaces become more welcoming, relaxed, and productive for everyone. Ultimately, inclusive design isn’t just about meeting the needs of individuals with specific requirements; it enhances the experience and collaboration for all, ensuring every person feels comfortable and valued, no matter their background or location.

4. Camera Positioning: Framing the Conversation

Camera positioning is critical to achieving effective video conferencing and seamless remote collaboration. Improper camera placement, such as mounting cameras at non-optimal heights or angles, can result in remote participants experiencing a sense of detachment or viewing discomfort due to unnatural perspectives. To facilitate authentic interaction and maintain consistent eye contact, cameras should be installed as close to eye level, preferably centred with the primary display to align participants’ sightlines naturally. Advanced camera systems, including intelligent speaker-tracking models, significantly enhance meeting dynamics by automatically detecting and focusing on the active speaker.

This ensures that both remote and in-room attendees can clearly observe facial expressions and body language, which is especially beneficial in larger meeting spaces. Displaying the current speaker on distributed screens throughout a large boardroom or event space, further promotes engagement and aids clarity, making communication more immersive and inclusive for all participants. For comprehensive coverage, deploy wide-angle or automated tracking cameras to encompass all seating arrangements and participant positions. It is essential to validate camera sightlines for both seated and standing interactions, proactively identifying and eliminating potential obstructions caused by furniture or architectural elements.

5. Use Case-Driven Design: One Size Does Not Fit All

Successful collaboration spaces are tailored to the types of meetings and users they serve. Define the primary use cases for each room: small huddle spaces, formal boardrooms, creative workshops, or training sessions. Each scenario may require different technology, furniture, lighting and location. Engage end-users in the design process, gathering feedback on what works and what doesn’t in existing rooms. Prioritise flexibility and futureproofing, allowing spaces to adapt as organisational needs evolve. Ensure that every room has clear guidance on how to use its technology and features, reducing confusion and boosting adoption.

Key Takeaways for IT Leaders

• Room design directly influences the quality and inclusivity of workplace collaboration
• Prioritise balanced lighting, effective acoustics, and flexible furniture to support all meeting types
• Camera positioning should foster natural interaction and ensure remote participants are always included
• Tailor each space to its core use cases, involving end-users in the design process for best results
• Embrace human-first and inclusive principles, making technology seamless and rooms accessible to everyone
• Regularly review and update room standards to keep pace with evolving workplace needs

Conclusion

Simply installing the latest technology is not enough to ensure people can work well together. Meeting rooms should be designed by what research shows works best, not just by cost or trends. By focusing on making spaces welcoming and accessible to everyone, meetings will be more productive and enjoyable. When IT leaders listen to what staff really need and use that knowledge to provide easy-to-use, dependable tools, they can create workplaces where teams come together and do their best work; no matter where they are located.