Modern office technology has advanced rapidly — but many conference rooms haven’t gotten the memo. They either cling to outdated setups built for overhead projectors or confuse users with complicated, inconsistent tech.
Cutting-edge AV tech grab headlines, but modern foundational elements—acoustics, adaptable infrastructure, and interoperability between platforms—drive real workplace success. A back-to-basics approach coupled with best-in-class reliability and seamless integration makes for a future-ready office, no matter what workplace trend comes next. It keeps your space both relevant and user-friendly, boosting employee attendance and engagement.
Here are six common mistakes to avoid when designing a future-proof office:
Prioritizing form over function
As office spaces continue to accommodate hybrid work, planning for functionality is paramount. For example, large, heavy credenzas that used to hide countless cords and equipment still adorn conference rooms – even though wireless meeting technology has replaced tedious cords. Those credenzas and other bulky furniture that take up valuable space could be used for additional seating, better facilitating collaboration between in-person and video attendees.
Wireless, high-quality conference technology and comfortable, collaborative seating are the foundation of making the office appealing, offering equitable experiences for onsite and remote teams.
Focusing on only one seat at the table
Few things are more humbling than seeing yourself on a meeting screen as a tiny spec in the background, or worse, just an elbow on the edge of the frame. Technology today can pair up to seven camera angles and stitch up to six faces of participants to present a cleaner, more professional meeting. When meetings have increased participation, bottom lines are easier to achieve without the interruption of musical chairs.
When designing rooms for video conferencing, sightlines should be one of the first considerations — everyone at the table should have not only a seat, but a visible one.
Overlooking functionality in lighting
While lighting can set the mood for a gathering, its functionality can be forgotten. The need for excessive lighting control (and the complicated wiring that goes with it) was put in place decades ago for projectors, when everyone had to sit in the dark. With today’s camera technology, overly complex lighting systems can leave through the exit door with the slide projector.
With cameras needed in almost every room, design consultants can avoid specifying lighting systems that utilize too many controls. These systems unnecessarily increase costs and are harder for employees to use.
Don’t forget – be careful with decorative lighting, too. Ask yourself if it’s improving or interfering with the camera and clear sightlines of the room.
Sacrificing sound for style
Acoustics can be one of the trickiest pieces to design for in a new space and deserve a line item in the budget. Simply having microphones isn’t enough for successful meetings, particularly in a hybrid work environment.
Many designers will plan for biophilic spaces that include glass for optimal daylighting, as well as other hard surfaces, which can deflect sound rather than absorb it. When microphones are in the ceilings without proper acoustic materials throughout the room, participants sound tinny, echoey or like they’re stuck in a tunnel.
The room may look beautiful but when acoustics aren’t considered, user dissatisfaction negates any design win.
Hanging art for art’s sake
There’s minimalism and then there’s solitary confinement. No one wants to sit in a bland room with nothing on the walls. But sometimes, art can hinder the function of the room or block sound-absorbing surfaces if it is hung over acoustic materials.
Be mindful when placing art in glass frames to avoid the sightline of the camera that could cause a pesky glare during video conferences.
Using too many technologies
Variety can be the spice of life, but a headache when it comes to life in an office. When there are too many variances in how to connect in meeting rooms, employees get frustrated. Keeping the equipment and capabilities the same across all public rooms improves employee satisfaction and eliminates frustrating moments of trying to make sure everything is connected properly.
By providing turnkey solutions for customers, employees connect the same way no matter where they set up shop and no matter what IT adjustments happen on the backend. Planning for consistency reduces the likelihood of adding incompatible technology down the road.
The truth is, we don’t know what the future of work has in store, so we must plan for life’s only constant – change. AV plays a critical role in how material and data are presented and makes a difference in how onsite and remote meeting attendees collaborate. Companies are best served when they update spaces for function, ease-of-use and flexibility, not just for trends. After all, they need to earn the commute if they want employees in the office more often.
Editor’s Note: Brittany Hartwig is a passionate design leader with 14+ years of industry experience, serving as senior vice president of design at Continua Interiors. She focuses on creating impactful design strategies, connecting markets, and fostering a culture of growth and creativity. Brittany drives innovation and elevates design experiences across the organization.