12 Steps to Turn Your Office Boardroom into a Flexible Workspace


12 Steps to Turn Your Office Boardroom into a Flexible Workspace

We’ve seen our fair share of dated and static commercial interior design throughout Greater Vancouver, especially in boardrooms. And we’ve definitely heard our share of boardroom horror stories — like the one when a huge contract was lost when boardroom discussions of proprietary information were overhead by an ‘interested third party’ waiting in the lobby. Yes, that happened.

We don’t want any more deals lost to poor boardroom design, so we put together a program of 12 steps to transform your office boardroom design into a more flexible space. Below is a snapshot of each step.

Step #1. Admitting you have a problem

This does not mean you lack space, have old chairs, or bad paint. It means admitting your boardroom just isn’t working for your employees and your business.

Step #2. Determine a budget

Be realistic. A realistic financial plan will turn a boardroom redesign into a reality. You should designate dollars for any or all of the following 3 things:

  • Design: New Plans & Renderings
  • Build: Construction or Project Management
  • Interiors: Furniture, Fixtures & Equipment


Step #3. Find the right location for your boardroom

Where your boardroom is physically located in your office, and how it is configured, impacts how it is used.

Adding movable walls or access to natural light can make it a more widely used space.

board room

Step #4. Your boardroom table is your anchor

It’s more than just the physical appearance and placement of your boardroom table. Sure, a modern-looking table is easy on the eyes, but its functionality is what will make the room as a whole more usable.

Top considerations for a boardroom table:

  • Moveable
  • Adjustable
  • Pleasant
  • Sustainable
  • Easily integrated with technology & power

board room table

Step #5. The power play

Complete technology integration is the end goal for any modern office. Adding more power for all types of office technology is a great play for a more flexible boardroom.

One (1) outlet per chair or adding power to your boardroom table are good starting points.

power play

Step #6. Seeing is believing with good boardroom light

A space with ‘good’ energy can boost productivity. Overhead and individual lighting make for an energizing boardroom.

Don’t let dim lighting dim employee creativity during boardroom brainstorm sessions!

boardroom light

Step #7. Make it presentable

Presentations big or small, in-person or remote are not just a monthly or quarterly occurrence. They happen every day and your boardroom has to be flexible to accommodate all types. Presentation ‘things’ you may need:

  • Convenient space for or access to whiteboards
  • A fixed or movable screen or computer
  • Efficient video conferencing

presentable chairs

Step #8. Have a seat — in good boardroom chairs

There’s no complicated approach to chairs for your boardroom. Just consider the following 4 things when making an investment in chairs:

  • Comfort
  • Durability
  • Mobility
  • A low profile

boardroom chairs

Step #9. Acoustics are important

As we stated above, boardroom sounds are serious business. Make sure you take the time to listen to your boardroom acoustics from all angles:

  • Noise
  • Privacy
  • Sound clarity
  • Soundproofing

The sound should never be the cause of distraction or difficulty during a presentation. Work to perfect boardroom acoustics to promote smooth and efficient meetings.


Step #10. Heating, ventilation and air conditioning (HVAC)

Make sure your boardroom can become a comfortable space for any employee or visitor. Don’t let the following go unnoticed:

  • Temperature
  • Humidity
  • Radiant heat
  • Air velocity

If you’ve read our blog on finding the right office temperature, you already know how important this is.


Step #11. Food and beverages make everything better

Be the host with the most with a full servery for shareholders and clients to enjoy. This is a great way to make a first impression or boost pre-presentation morale!

Have coffee, water, and healthy snacks available to encourage interaction and to easily quell hunger pains that can be distracting during long meetings.

food and bevarages

Step #12. Timing is everything

Utilize project management software and collaboration tools to ensure milestones of a boardroom project update are met, and that everyone is kept up to date (even for a small project like selecting and purchasing new chairs).


These 12 steps can save your static boardroom and ensure that it becomes a welcoming, functional, comfortable, well-used, flexible space! Looking to redesign your boardroom? From planning to implementing the design of the boardroom, we’ll work with you every step of the way. Get in touch to book a complimentary consultation.

Recent Articles

Commercial Office Leasing Guide


Key Considerations Before Signing A Commercial Lease

Discover the ultimate guide designed exclusively for decision-makers, providing insights and tips before signing commercial office lease.