Part of the reason you chose to run your business out of an office space in New Jersey was because that is exactly where you thought your business would function best. There is a lot that goes on in an office space in NJ, and it is needed for many, many functions beyond simply containing your business. Your office is where you keep track of paper work, where your employees come to work and do their job as well as they are able, and a place where you might meet with other businesses or clients for your company. You will need space for desks or cubicles, as well as a separate main office for you, the manager or owner. You might consider that, often, the conference room is one of the most important elements of an office space in New Jersey as it also serves multiple purposes regarding the maintenance of your company. A conference room can be used for smaller things, like a private space to make work phone calls, to larger things, like having an all-office meeting or a meeting with potential clients for your company.
The conference room that you have for your office should not serve to fit just one of these functions, but should instead be set up specifically so that it serves each of these functions, and serve them well. A conference room is a necessary part of most businesses that function well, and how you choose to set up yours can definitely improve the efficiency of your own company.
There are many things to consider when you establish a conference room within your office space in NJ, and, hopefully, the following will serve as a guide on how exactly to set up a conference room that works best for your business.
The first thing to consider when it comes to setting up your conference room is what exactly you want to convey. A professional atmosphere should be the head of your intentions. When a conference room has the atmosphere of professionalism, work gets done with passion and with the desire to be good at what you do. It sets the tone for the different uses of a conference room, such as a staff meeting. When your staff is present for such a meeting, and there is an ambiance that states that they are working professionals and that the work that they do is valued and important, there is a far more likely chance that your staff will leave the meeting
with a better understanding of whatever the meeting was about, rather than leaving with a feeling of general indifference because the space they were called to meet in was sloppy, generic, and lacked a call for their undivided attention.
You should also consider the value of conveying the personality of your business through your conference room. Whatever your company stands for should be evident, as this is how you communicate with both your staff as well as with your clients. If you have a meeting with a potential client in your conference room, and if you claim to be professional as well as attentive with a priority for your customers, the space around you should emanate that.
Your conference room should also emphasize the value of leadership and organization in your company. When you call for a meeting, the space around you should clarify the importance of the meeting itself, as well as your ability to carry out your plans and efforts. The conference room should serve as a place of respect, as well as a place for open communication. It should be a space that doesn’t just appear important, but IS important.
The second thing to consider when constructing a conference room for your business in your office space in NJ is more technical, and can vary depending on your intentions, but is an important decision as well. The size and shape of your conference room matters, as it can affect the quality of how you use it.
Size will first vary on how big your company actually is: the space for your conference should never be much bigger than that which can fit all of your employees. Ergo, if you have about 20 people who work in your company’s office, including yourself, then the office should seat everyone comfortably without there being room for 50 people to sit. The reason this is so important is because a space that is larger than necessary can often create a distracting environment. It also gives people the option to not be up close and center when it comes to a conference room event, such as a staff meeting, because people might take the open and loose space to mean that they don’t need to come forward and pay attention.
The shape of your conference room can also vary depending on how you intend to carry out meetings, with both staff persons as well as potential or current clients. The two basic but efficient room shapes are a rectangle or a square shape. A conference room that is rectangle shaped can be beneficial in a few ways. There is a certain command of attention when the leader of a presentation speaks in a rectangle room. Everyone seated tends to face the direction of the speaker, and this is typically the standard shape of a conference room. However, the issue with a shape that tends to be more rectangular is that the persons sitting at the opposite end of a room are in a place of seemingly less priority. There is quite a distance, there may be an obstructed view, and it can lead to dismissal of the event as not important or necessary.
A shape that is closer to that of a square might prove as all around more efficient. When people are seated in a square setting, it acts as an equalizer to all employees present, with no possibility for an obstructed view. This also gives the leader a better view of everyone present, and it allows for an easier flow of communication. This extends, of course, to other sorts of presentations, such as a video or slide presentation. If there is no obstructed view, there is no likelihood for those present to miss whatever may occur.
The third thing to consider regarding your conference room is the set-up within. While some choose to have just chairs in their conference room, a set-up with both tables and chairs is preferable. Using the example of a more square-like room, having a large table in the center with chairs placed around 3 sides of it would be ideal. That way, the fourth side is left open and available for the meeting leader to call for the attention of those present. This would be the focus center of the room.
When it comes to what tools you should keep in your conference room, you might consider a few things. A presentation screen and projector are both valuable tools in a business office, as visual effects are often used in presentations. Having these placed strategically at the focus center of your conference room would be the best idea to make sure that your presentation is viewed by all who are present.
Other tools that you should consider keeping in your conference room would be note-taking materials. Keeping notepads and writing utensils on hand would be both valuable for you as well as for your staff. Notetaking during presentations would encourage staff to pay attention, as well as allow them to make connections after the meeting is over. You can keep these materials in a drawer or other storage device in the conference room so that they are easily accessed and on hand whenever a meeting takes place.
One of the last things you might want to look at in terms of your conference room is decoration and, again, ambiance. You want to make sure your colors don’t clash and that the lighting is properly focused. Design is important, and you should not only want your conference room to look nice, but you should not want to deal with the distraction if it is dull or poorly put together.
Depending on what your company does, you might also want to include decoration that enforces what you do and what you stand for. You can include photos of important moments from your company’s history. If your company works with more artistic or creative elements, then including tasteful paintings or sculptured pieces might be relevant. Keeping the space breathable is important, and avoiding additions that make the space seem claustrophobic will encourage a better work environment. In the end, your conference room should be comfortable without being unprofessional.
Hopefully this guide was helpful in terms of figuring out how to design a conference room for your office space in New Jersey. A lot of these ideas are open-ended so that you might be able to figure out what works best for you and your company. Every business is different. What works best for one company may not work so well for another, so taking the time to find the details that make a conference room specific to you will be worth it.