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How to Select a Workshop Space

by Milcah Lukhanyu
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Occasionally, company leaders need to gather the team to discuss new protocols, introduce solutions to existing productivity issues, and more. The workshop venue is critical, as it sets the tone for the event’s atmosphere. 

Here are a few tips on how to choose the perfect workshop space to ensure the gathering is enjoyable and everything goes to plan. 

Two rows of wooden chairs sit in front of a wall in a semi-circle configuration. 

Determine the square footage you need

You need to determine how much space you need based on the following details:

  • How many attendees do you plan on inviting to the workshop? 
  • What types of activities will the group be doing? 
  • What is the room configuration you’re planning on? 

All these factors will directly influence the floorplan that’ll work best for you and your group. 

To begin your decision-making process, consider the group’s dynamics first. For instance, imagine that you’re holding a workshop for your employees and colleagues. 

In that case, you may want to secure a relatively large venue to allow for proper distancing between each individual. On the other hand, you can do with less space if you’re collaborating with a group of friends or people with close, established relationships. 

(Decision-making in terms of individual spacing is determined by the study of “proxemics.” Essentially, this concerns personal space boundaries as it’s influenced by culture and social dynamics.)

Further, if you’re engaging in activities that require everyone to get up and move around instead of staying seated, then you’ll need more square footage to accommodate your itinerary. 

Last, there are plenty of options for configuring your workshop floorplan. These include:

  • Boardroom: This is the simplest setup. It’s ideal for a moderately sized group of people, usually around 10. Everyone can sit around the same table and make face-to-face contact, perfect for group discussions and brainstorming. 
  • U-shape: This setup requires more space than a boardroom layout. It’s best for orientations, employee training, and other such meetings where group attention needs to be focused on a single individual. 
  • Classroom: Depending on your group size, this may require the most space of all the options. Like the U-shape design, it’s best for directing all attendees’ attention to one person at the head of the room, making it ideal for training and briefing new employees.

An outside view into a small office space with a brick wall at the rear, a white table with six black chairs, and floor-to-ceiling glass windows on the other side.

Choose the environmental style that works best for your group

What type of environment is most conducive to your group’s productivity? 

For instance, you can have an enclosed, cozy space that directs the attention more toward the venue’s interior design. 

There might be a single window or two in the room, but not enough to distract everyone into gazing outside and taking their attention away from the meeting’s objective. 

You’ll need to be careful in spaces like this, making sure the space encourages focus rather than making everyone feel trapped and cooped up. An open floorplan will prevent the workshop space from feeling too cluttered, while great lighting will help boost energy levels. 

On the other hand, if you don’t mind sweeping views of the workshop’s surrounding environment, consider welcoming an influx of sunlight in a venue with floor-to-ceiling windows. 

This will dramatically open up the space and introduce a feeling of freedom, inevitably boosting attendees’ creativity and relaxation during your collaborative gatherings. 

These details may not seem too significant at first; yet, they can alter your workshop’s entire dynamic. 

Past surveys showed that a professional space’s physical design was one of the top three reasons why job-seekers and employees chose to accept or leave a position. It was equally as important as the benefits they’re offered. 

Although your group won’t be working in the workshop space as often as the standard office, it’s still a critical venue for your company’s productivity. It deserves the same level of thought and planning as any place you plan on collaborating. 

 A white projector sits on a white table, in front of a black wall.

List the practical features needed in the workshop

Many modern workshop venues include various practical bonuses that come with the rental or at modest additional fees. Examples of these assets include:

  • Whiteboard
  • Projector and screen
  • Audio equipment
  • Video streaming equipment
  • Conference phone

Depending on the type of rental plan or membership you have with the company or the specific kind of rental you’ve paid for, many of these things may be automatically included with your space, or you’ll need to inquire further about their availability. 

For example, Plexpod in Kansas City, MO, provides the following amenities to members across three different plans:

  • Mailing address
  • Meetup rooms and phone booth access
  • Recreational opportunities: fitness and gaming studios
  • Free refreshments
  • Black and white color printing

Of course, your specific plan determines the type of workshop space you have access to (yet they all entail 24/7 access). The cheapest is available starting at $100 monthly and provides a single open desk. The other alternatives include a private desk or a private office. 

Plexpod also offers rentable meetup rooms, too, in all sorts of configurations, like those mentioned above. Yet, your plan’s influence over access to these rentals may vary, so inquire for more information. 

Pick the perfect workshop space for your group

Selecting a suitable workshop space is more important than many professionals realize. It’s not just a simple matter of aesthetics but a crucial element in determining the atmosphere and productivity of a group’s collaboration. 

Refer back to these tips to ensure you choose the best workshop space for your team and enjoy boosted efficiency in your next meetup. 

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