Neglected Spaces: The Cost of Ignoring User Input in Conference Room Design

Jimmy Vaughan
3 min readMay 23, 2023


Conference rooms serve as vital spaces for collaboration, brainstorming, and decision-making within organizations. However, it’s alarming to discover that many organizations overlook a crucial aspect of conference room design: gathering input from the very people who will be using these spaces.

By neglecting user feedback, organizations risk making decisions in a vacuum, resulting in suboptimal room setups that fail to meet the needs and preferences of their users. In this blog post, we will explore the consequences of bypassing user input, supported by compelling statistics and public data that highlight the prevalence of this issue.

I will also follow this post with some other thoughts about how to include your users in the decision-making process. Collecting their input is key to adoption of the rooms and its technology.

The Problem: Decisions Made in Isolation

  1. Lack of User Involvement: According to a survey conducted by Workplace Intelligence, a staggering 72% of organizations do not gather user input when making decisions about conference room design. This suggests a disconnection between decision-makers and end-users, resulting in a potential mismatch between room setups and user needs.
  2. Single Decision Makers: In many cases, decisions about conference room design are made by a single person or a small group of decision-makers, without considering the perspectives and preferences of the wider user base. This top-down approach can lead to blind spots and missed opportunities for improvement.

The Consequences: Inefficient and Unproductive Spaces

  1. Wasted Resources: In the absence of user input, organizations risk investing resources in conference room features that might not align with the actual needs of the users. This can lead to wasted funds and efforts, as well as missed opportunities to optimize the space for better productivity.



Jimmy Vaughan

With over 20 years of experience in AV and IT roles for a well diverse combination of employers, I have a specialty in devices and solutions for meeting spaces.