Designing Meeting Rooms that Work

In today’s dynamic business landscape, meeting rooms are no longer just functional spaces to tick off agendas. They’ve evolved into strategic environments that drive leadership, support hybrid collaboration, and reinforce company identity. Whether you’re a start-up scaling fast or an established enterprise adapting to change, your meeting spaces can serve as key tools for culture, innovation and inclusivity.

So how do you ensure your meeting rooms actually work?

Rethinking the Purpose of Meeting Rooms

Gone are the days when a meeting room simply needed a table, chairs and a screen. Modern leaders are now treating these spaces as high-performance assets. They’re where decisions are made, teams align, and culture is shaped. Whether it’s a boardroom for top-level strategy or a huddle space for cross-functional brainstorming, design should reflect the room’s strategic role in your business.

Meeting rooms must:

Encourage inclusivity, whether attendees are remote or in person
Reinforce brand and culture through finishes and furniture
Adapt to different styles of meetings — formal, creative, one-to-one or hybrid
Integrate technology seamlessly to support collaboration without friction

Supporting Leadership and Culture

Meeting spaces are where leadership is seen and felt. From the layout of the room to the visibility of the speaker, small details make a big difference. Positioning, lighting and even acoustics can affect how ideas are received. If you want confident, productive conversations, the space must support psychological safety and equity of voice — especially in hybrid environments.

ADT Workplace often advises clients to think of meeting rooms as communication tools. How do they shape tone, posture and participation? Do they give senior leaders the tools to influence and listen? Design should support authority without being hierarchical.

Creating a Hybrid-Ready Meeting Room

Hybrid meetings are here to stay. Yet many businesses still operate in rooms built for an in-person era. To future-proof your meeting spaces, you need to design with digital equity in mind.

That means:

Cameras placed at eye-level to enable direct engagement for remote participants
Microphone and speaker systems that allow everyone to hear and be heard clearly
Displays that work just as well for presenting as they do for collaboration
Lighting that avoids glare or shadows on video calls
Furniture layouts that make both physical and virtual attendees feel included

A hybrid-ready room should be intuitive and comfortable, removing the friction between people and technology.

Design That Reflects Organisational Identity

Every part of your workplace should tell your story. Meeting rooms are no exception. They should echo your brand’s personality — from the colours and materials to the artwork and signage.

If your business prides itself on creativity, your meeting rooms might feature writable walls, soft furnishings and flexible zones. If you’re focused on precision and professionalism, sharp lines, acoustic panelling and integrated AV might be more appropriate.

ADT Workplace frequently incorporates bespoke joinery, graphics and finishes that tie back to a client’s core values. This not only reinforces brand consistency, but also creates a lasting impression on clients and partners.

Flexibility and Functionality

No two meetings are the same. That’s why adaptable layouts are crucial. Modular tables, stackable chairs, mobile screens and reconfigurable lighting allow a single space to serve multiple purposes.

Some companies opt for fewer, more versatile meeting rooms rather than many fixed-use spaces. This supports agile working and makes better use of floor plate, especially in high-value city centre locations.

Additionally, consider acoustic privacy. Whether it’s phone booths for one-to-ones or larger rooms with sound insulation, employees need to feel confident their conversations are confidential.

Inclusivity by Design

Great meeting room design is inclusive by default, not as an afterthought. That includes:

Step-free access
Adjustable lighting and temperature
Accessible control panels for AV and screens
Clear way-finding and visual cues

Inclusivity also means catering to neurodiverse needs. Some teams may benefit from rooms with softer lighting, lower visual clutter, and alternative seating choices.

Designing spaces that welcome everyone not only improves participation but also signals a commitment to equity and respect across your organisation.

How ADT Workplace Helps

At ADT Workplace, we see meeting rooms as pivotal components of the wider workplace strategy. Our team blends consultancy, interior design and fit-out expertise to create rooms that don’t just look good — they work hard.

We work with clients to:

Align meeting room strategy with broader business goals
Integrate AV and IT seamlessly from the start
Ensure hybrid functionality is built in, not bolted on
Incorporate bespoke features that reflect brand and culture

From project scoping to final sign-off, our process is tailored to your needs — whether you’re refreshing one boardroom or rolling out a national workspace transformation.

Final Thought

Meeting rooms are more than just rooms. They’re cultural touchpoints, decision-making engines, and digital collaboration hubs. When designed thoughtfully, they support leadership, drive business outcomes, and showcase your company at its best. Don’t settle for generic. Create meeting rooms that mean business.