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ClearasoundMeeting room and collaboration space checklist

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Checklist

Meeting room and collaboration space checklist

Meeting rooms have become one of the larger technology decisions an organisation makes. Define these before anyone quotes, and the answers will tell you which of three pathways you actually need.

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Hybrid meeting in progress, remote participants on a wall display with a video bar beneath it

Project nameSite or spaceDateProject or change managerCompleted by

Rooms in scope

List every room before you start. Most meeting room projects go wrong because the list was incomplete, not because the specification was weak.

Room nameTypeCapacityWHAT FAILS OR NEEDS IMPROVING TODAY

Room name	Type	Capacity	WHAT FAILS OR NEEDS IMPROVING TODAY

Critical — define these first

Nothing can be scoped, quoted or compared until these are answered.

Every room in scope, listed by name, type and capacity in the table above.

What actually fail or needs improving in each room today, described in the users' own words rather than in technical terms.

Whether every room must behave identically, or whether behaviour may differ by room type.

Who walks into these rooms — staff only, or also clients, visitors and contractors.

The conferencing platform in use today, and whether it is under review.

Who supports the rooms now, and how a fault gets reported and resolved.

Whether room booking and scheduling is in scope or out.

Existing infrastructure (if known) — power, data, cable pathways, display mounting and table boxes.

Whether a room Audio Visual / Communucation standard already exists, or this project is creating one.

Everyone who must sign off — facilities, ICT, workplace technology, security, procurement.

Three corporate spaces in use — a small huddle room, a training room and a boardroom, each with video conferencing — Three room types, three different answers. A single specification rarely serves all of them.

Conditional — define if these apply

Work through each trigger. If it applies to your site, the item becomes critical.

If training rooms are in scope — define presenter amplification and whether the back row can hear without strain.

If any room has an inbuilt amplification system — define whether hearing augmentation obligations apply to it.

If the rooms sit on the corporate network — define ICT ownership, network segmentation, device access and firmware policy.

If cameras are installed — define the privacy position, any recording policy and who holds access to footage.

If room booking or access control integrates — define which systems, and who owns the integration after handover.

If the premises are leased — define make-good obligations and what may be fixed to walls and ceilings.

If rooms combine via operable walls — define combine and divide behaviour, and who operates it on the day.

If the rollout spans multiple sites — define the standard, nominate a pilot room, and set the sign-off point before the rollout starts.

If executive or commercially sensitive meetings occur — define audio privacy and acceptable sound spill into adjoining spaces.

If utilisation or analytics data is wanted — define what will be measured, who receives it and what decision it informs.

If the organisation is assessing AI-assisted meeting tools — define which capabilities are actually required, and which are aspirational.

Optional — worth defining

Not required, but each one makes the next conversation shorter.

Room utilisation data from the last six months.

A photograph of each room taken from the doorway.

One room nominated as the pilot before the wider rollout.

A naming convention for rooms and devices, agreed with ICT.

A budget forecast for years two to five, including refresh and end of life.

What your answers point to

Once the list above is complete, most organisations find themselves clearly in one of three places.

1. Targeted fix

Solve the immediate issue

You listed one or two rooms. The failures are specific and urgent. Equipment is at end of life rather than wrongly designed.

Fix the problem room, replace what has failed, move on.

2. Connected upgrade

Modernise and connect across your spaces

You listed several rooms, no two behave the same way, and support load is the recurring theme rather than any single failure.

Standardise the key rooms, improve reliability and support, build a foundation.

3. Platform architecture

Manage, automate and gain insight

You listed rooms across sites or floors, utilisation matters, and you answered yes to analytics or central management.

Central management and monitoring, reporting, a managed foundation.

We will recommend the lowest investment in each situation that solves your problem.

Traps to avoid in meeting room projects

Treating AV integration as a hardware purchase rather than a usability and support decision.

Specifying rooms one at a time, so no two behave the same way.

Under-specifying control, leaving the room dependent on the one person who knows the system.

Comparing quotes by equipment list rather than reliability, usability and support.

Adding connected devices without involving ICT in access, security and documentation.

Notes

Completed bySignedDate

What happens next

1Anything left blank in the critical section is a gap, not an oversight. It will surface later, usually during installation.

2Bring the completed sheet to a review. It replaces about half the meeting.

3If a conditional trigger applies and you are unsure how to answer it, that is exactly what the review is for.

Facilities manager and consultant reviewing a proposed meeting room design on screen — Meeting room decisions rarely sit with one team. Complete this with both in the room.

Answers save automatically in this browser10 critical items still undefined

Discuss AV Integration or Meeting Room Systems

This checklist is general guidance. Requirements vary by project, jurisdiction, building classification and approval pathway.