5 Tips to Design Huddle Room For Better Collaboration

A huddle room is a small room that can be used to hold a meeting or discussion. It is usually equipped with a table and chairs and is intended to be used for small groups of people. It is designed to help people have impromptu talks, come up with ideas together, and solve problems.

1. Don't make it too big, Add Just the Essentials

Research indicates that small meeting spaces, often enhance meeting effectiveness compared to larger conference rooms. In contrast, large conference rooms can feel impersonal and may lead to decreased engagement among participants.

The size of an office huddle space largely depends on how big your team is. Ideally, huddle rooms are designed for 2-6 people. They can be up to 100-250 square feet or bigger, depending on the purpose of your meeting.

In case you have limited office space, you can employ creative solutions, like converting nooks, corners, or open areas into huddle meeting rooms using furniture, plants, whiteboards, or glass walls. Want help in designing? Contact us

An important factor to consider when allocating space for huddle meetings in your office is to ensure that there is enough area to accommodate comfortable seating, a small table or standing area, and built-in or freestanding AV equipment like Yealink A20, Poly X50, Yealink UVC30-CP900-Bring Your Own Device meeting kit etc.

In a nut shell, its all about KISS (Keep It Simple Stupid)

2. Writing Surfaces, Sound Proofing and Ambience

Provide a whiteboard, glass board, or even a smart display to allow scribbling to brainstorm, jot down, or have a checklist.

For this, you can choose a smart display that is friendly for quick screen sharing. And if you consider a smart board (or an interactive whiteboard), you would have both a TV to display screen content, and also a whiteboard to scribble out your ideas.

Also, add some plants to improve the focus of some green sober colors rather than contrasting dark color designs.

Further, huddle rooms are frequently utilized for welcoming guests, clients, and business partners. They occasionally host intense debates among team members. A soundproof room guarantees the privacy of the conversations within and prevents outside distractions.

Employees can interact better in a secluded, quiet space than at busy work desks. Huddle rooms provide a relaxed and serene environment for small mid-work discussions, improving focus on the task at hand. This can improve the quality of your meetings and increase productivity. So, make sure that soundproofing is done properly.

But, what if you didn't soundproof it well? You can use the new AI-powered huddle room conferencing devices such as Yealink A20, and Yamaha YVC100 which have High-quality sound technologies with adaptive echo cancellers and Human Voice Activity Detection (HVAD). These will minimize background noise during calls and ensure a smooth meeting with remote locations and workers.

We will be happy to help you find the right device without charging a single penny! Give your details here for an absolutely free consultative survey.

3. Enable Seamless Workflow and Inclusiveness

The huddle room should be inclusive and everyone, even a new guest should be able to make good use of it. You need to make sure that important information like guest WiFi is easy to find, and technology applied in the room is usable for everyone. Or else, clear guides and instructions shall be accessible.

Even some wall panels can be added to show the occupancy status and booking the time slots for huddle room access for work can also be embedded into the workflow if it is needed. Remember to not make any of the booking and time slots rigid. Employees perform the best in some informal environments.

For all of this, we at Cuttingedge specialize in designing intuitive workspaces using fast-connecting products that have simple user interfaces. We give you infographics and flow charts to paste. We even provide training and troubleshooting sessions free of cost as part of our customer satisfaction policy.

We even undertake Annual Maintenance Contracts too. Feel free to mail us at info@cuttingedgeavit.com for a free training session on your existing equipment.

4. Enable BYOD screen sharing

BYOD is short for Bring Your Own Device. It’s rather a broad concept but it’s self-evident here. In a huddle room, team members shall be free to bring their own devices like laptops, tablets, and even smartphones to the space to join the meeting.

Screen sharing technology is a must for easy exchange of ideas via these electronics.. use wireless dongles or devices that allow easy sharing. Also, the display must the compatible with your screen-sharing solution such as Airplay, Miracast, etc.

BYOD rooms are often much more versatile and enable multipurpose use of the same huddle room. But the challenge lies in choosing the best BYOD kit for your needs, and within your budget. This is where we can help you, absolutely for free, in providing you with detailed pros and cons of all the major products within your budget and as per your requirements, Talk to us for a free consultation.

5. Power and Data Ports

last but not least, power and data ports are much needed and have to be accessible easily. As we know, nothing kills a productive meeting faster than a low battery.

Make sure you’ve got enough power outlets around the room to keep everyone charged up. Data ports are handy, too, for plugging into a wired network if needed.

Even though WiFi is pretty enough for us to get access to the Internet, having the room covered in the LAN network could be a future-proof gesture as the IP technology in the AV industry is evolving fast.

However, the challenge is to make these look aesthetic without wires popping out (which makes the room ugly) and at the same time ports being reachable. The quality of these installations is also a concern. This is where we can help you in providing good designs and products. Contact us for more information.

Wrapping up!

In Summary, spend some time to improve the design and equip your huddle rooms and you’ll see how well-designed spaces and good technology could enhance your team coordination and work efficiency. 

Your every rupee invested in the right communication infrastructure and strategies will enable you to multiply your productivity by at least two times.

It is here we can help you make a difference while making you invest in your most valuable assets, i.e. your own workforce/employees.

Our consultation is absolutely free which includes workplace surveys and providing potential solutions tailor-made for you. Our team with 25+ years of experience has worked in many sectors to improve the work culture and communication which made our clients increase their revenue. Feel free to reach out to us for a free survey and assistance.