Boardroom: A design aligned with strategic goals

Corporate boards and executive committees have undergone significant changes in recent years due to member turnover and a shift toward a new governance culture. Consequently, boardrooms must evolve in tandem with these changes.

In this article, we will explore the various technical aspects of designing and optimizing a boardroom to meet users’ needs while creating an atmosphere conducive to productive discussions.

Boardroom vs. meeting room: Two spaces, two functions

A boardroom is a formal space reserved for high-level strategic decision-making. Its design, typically featuring a large table and elegant furnishings, creates a solemn atmosphere that encourages focus and concentration.

In contrast, a meeting room is a more versatile space, suited for daily exchanges, presentations, or group work sessions. The setup is usually simpler, and the environment is more relaxed, with flexible configurations to accommodate various types of meetings.

Boardroom: Some inspirations

The fundamentals for a successful boardroom design

Connecting participants, no matter where they are

It’s a well-known fact that decision-makers are increasingly spread out geographically. Finding a time when everyone can physically attend a meeting significantly slows down decision-making. A boardroom must therefore facilitate remote connections, allowing distant participants to seamlessly integrate into discussions.

A video conferencing system should be a key feature of the room, provided it is extremely user-friendly: a single button to make a call (just like a phone), and another to share content to or from the room.

This remote connection must also ensure complete confidentiality, with no risk of hacking.

Optimizing the decision-making process with technology

• Electronic voting has become an essential tool in modern boardrooms. This system is often integrated with video conferencing tools, allowing remote members to actively participate in the decision-making process. Legally, resolutions can usually be voted on remotely.
• The automatic distribution of minutes and/or discussions is another important feature. This function not only ensures an accurate record of the discussions but also guarantees that all members, whether present or not, can follow and understand the decisions made.
• For multilingual boards, simultaneous translation allows everyone to speak in their native language, utilizing all the nuances of their speech.
• Two screens are necessary in a board meeting: one for video feed of the participants and another for presenting documents. There are several setups available, including the classic configuration with two large screens at each end of the table. However, a more advanced solution, both ergonomically and aesthetically, involves a large screen at the end of the table for displaying participants’ video feeds, with individual screens embedded into the table, placed in front of each member for document sharing. This setup helps maintain effective eye contact between in-person and remote participants, thanks to the camera’s placement near the large screen. Moreover, shared documents (Excel, PowerPoint, etc.) are presented at a fixed and ergonomic distance, tailored to each participant.

Creating an environment conducive to well-being and productivity

Ergonomics of furniture: Comfort and practicality

Furniture plays a central role in boardroom design. While seats may carry a sense of prestige, they must primarily be ergonomic and comfortable. A high-quality chair with a self-adjusting tilt mechanism allows each participant to adjust effortlessly, which is vital for long meetings.

The boardroom table itself should be large enough to allow all participants to clearly see one another and follow the main screen without difficulty. Ideally, the table should be designed to fit the room’s shape, providing an overview and encouraging interaction.

Lighting: A focus on both natural and artificial light

Proper lighting is crucial to prevent eye strain and enhance concentration. Natural light is always preferable, but in some cases, it may not suffice. Therefore, artificial lighting must be adjustable. It’s essential to modify the lighting based on the needs of the meeting: for content projection, document signing, or informal discussions.

A minimum of 200 lux is recommended on the boardroom table, especially when using physical documents.

Discretion and efficiency of technology

Technologies should be discreet yet accessible when needed. Cables and connections should be integrated into the room’s architecture to avoid clutter.

Strong, well-positioned Wi-Fi access points are essential to ensure smooth internet access for all participants, including those connecting remotely.

Boardrooms: Towards more flexible spaces

Energy efficiency is at the heart of this transformation, with solutions like connected lighting and heating systems that adjust consumption based on room occupancy.

Simultaneously, smart buildings use technology to centralize environmental management, from light control to thermal optimization.

Boardrooms are also becoming more flexible and versatile, allowing for quick reconfigurations based on needs.

Intelligent reservation systems help manage these spaces efficiently, ensuring optimal use of resources.

These innovations enhance business productivity by providing agile, reusable spaces tailored to the demands of modern work environments.

Designing a modern boardroom goes beyond simply installing furniture and technology. It’s about creating a space that fosters constructive exchanges, improves collaboration, and streamlines decision-making. This requires considering connectivity, ergonomics, security, and accessibility while providing an environment that promotes participants’ well-being. A well-designed boardroom is a true asset for making strategic decisions, whether made in person or remotely.

Motilde, with its dual expertise in design and integration, is ready to assist you in developing your boardroom. Don’t hesitate to contact us for a customized study!