We’ve all been there — you’re at work and you need a space for a quick meeting. The conference room is booked and there’s nowhere else to go. So you end up huddling together with your group in common spaces, filled with noise and distractions.
This gets even more complicated as the workforce shifts more towards hybrid and remote work, and keeping communication fluid can be tricky. Conversations that happen naturally in the office can get lost when some team members are working from home, and those quick, impromptu discussions often turn into lengthy email chains or missed opportunities.
Finding a way to keep everyone engaged and on the same page, no matter where they’re working from, is important to support innovation and teamwork. Enter: the famous huddle room. These compact, tech-equipped spaces offer a chance to bridge the gap, allowing teams to connect, brainstorm, and facilitate collaboration — whether folks are in the office or dialing in from afar.
What is a huddle room?
A huddle room is a small, flexible meeting space that gives teams a spot to connect without needing to book a big conference room or find an empty office space. In an office that blends in-person and hybrid work or that prioritizes collaboration, it’s the ideal place for quick discussions, brainstorming sessions, or catching up on projects.
A huddle space can be as compact as a two-person pod — perfect for one-on-one chats — or spacious enough to fit up to six people. Typically, the goal of a great huddle room design is to strike the right balance between intimacy and functionality.
Huddle rooms aren’t just used as dedicated spaces — they must also be equipped with the necessary technology to help make collaboration easy and efficient, such as video conferencing tools, large displays, whiteboards, fast and reliable internet connectivity, and speakers.
However, they’re also designed to be BYOD (bring your own device) friendly, so team members can connect their laptops, tablets, or smartphones to share their work in real time. This means the space should work for everyone, whether you want to quickly share a presentation, hop on a virtual meeting, or brainstorm on the whiteboard with a few colleagues.
What are huddle rooms used for?
Whether you’re a leader in the tech industry, a startup founder, or managing a more traditional office environment, you’ve probably noticed that the era of solitary work is well behind us. Every company thrives on collaboration, and hosting effective meetings has become essential for driving progress, sharing ideas, and keeping teams aligned.
But not every meeting needs the entire team crammed into a large conference room — sometimes, all you need is a small, focused space where a few people can connect and get things done efficiently.
Here’s how an office huddle room helps you make that happen:
Brainstorming sessions
Great ideas don’t always happen on their own, and a huddle room provides the perfect environment for brainstorming, where small groups can escape the hustle and bustle of the office and dive into innovation. Plus, since they’re usually set up with tools like whiteboards, markers, or digital displays, huddle rooms allow workers to map out concepts, draw mind maps, or create visual aids that bring ideas to life, making it easier to think creatively and build on each other’s thoughts.
Trainings and demos
Holding a training session just for a select group of employees? A huddle room provides an interactive environment that works well for both virtual and hands-on learning. With features like built-in screens, projectors, and device connectivity, they make it easy to guide employees through software tutorials, product demonstrations, or in-depth presentations. Additionally, the relatively smaller setting encourages participation and questions, which means that folks are more likely to stay engaged and gain a better understanding of the material being covered.
Hybrid meetings
For teams that juggle remote and in-person work (which describes the vast majority of companies, nowadays), huddle rooms can be incredibly helpful at making hybrid meetings run smoothly. Think about it: if you’ve ever joined a video conference as a remote participant where most of the team was sitting in a meeting room, you know how awkward and disconnected that can feel. A huddle room changes that dynamic because it’s a space built with remote collaboration in mind, so, instead of being a tiny face on a screen at the end of a long table, each person has a more life-sized presence, which creates a sense of equality and makes conversations feel more genuine and natural.
Private matters
Sometimes, employees just need a quiet spot to handle a sensitive phone call, virtual meeting, or even somewhere to nurse — all of which can be challenging in an open office design that lacks private spaces. Huddle rooms help block out background noise and prying eyes, which makes them perfect for those times when you need a moment of focus. Whether you need to have a confidential client discussion, a virtual interview, or a personal moment, an office huddle room can give you the privacy and space you need without distractions and interruptions.
1:1 meetings
Having a one-on-one meeting in a large conference room can feel awkward, especially with all that empty space around you. A huddle room, with its smaller, more intimate design, is a comfortable environment ideal for these kinds of in-depth conversations. It promotes a more relaxed and open dialogue, making it easier to connect and have warmer, more personal experiences.
Stand-up meetings
If your office holds quick stand-up meetings to catch up on updates or discuss daily goals, a huddle room could be your greatest asset. Unlike a larger conference room, the smaller space keeps everyone engaged and encourages concise communication, which helps keep the meeting short and sweet while allowing your team to stay aligned, identify roadblocks, and set priorities for the day without dragging on.
Benefits of huddle spaces
Having a flexible space where your team can connect, brainstorm, and collaborate boosts productivity and decreases office distractions, which leads to a major impact on workflow and business performance.
While this is only a shortlist, here are some of the biggest perks of adding a huddle room to your office space:
Enhanced collaboration
Huddle rooms make work more engaging and collaborative because they provide a space where employees can gather, share ideas, and make quick decisions. Plus, employees actually want to use them. Research has shown that about 93% of workers in open office environments believe there’s a need for more huddle spaces to support collaboration.
Improved focus
Unlike larger conference rooms, huddle rooms support shorter, more efficient meetings, which boosts productivity. Most users agree that having more defined spaces, like a huddle room, helps minimize disruptions and allows teams to better concentrate on the task at hand.
Boosted productivity
Data shows that about 73% of meetings typically involve only two to four people. However, most conference rooms are built for much larger groups, making them less efficient for smaller team discussions. A huddle room is perfect for smaller gatherings, resulting in quicker, more hands-on meetings, and increased productivity.
Inspired creativity
We’re only human, and there’s something about intimate spaces that tends to encourage spontaneous brainstorming and creativity. Perhaps it’s because the compact environment makes it easier to bounce ideas around, and the technology in huddle rooms helps capture and expand on those ideas. With integrated tools like whiteboards and video conferencing, remote and in-person team members can collaborate more naturally, sparking more creative solutions.
Better space optimization
Given that 53% of traditional conference rooms are built for seven or more people, though most meetings involve far fewer participants, huddle rooms make much better use of office space. In fact, with modular huddle rooms and pods, you can even optimize previously unused areas like hallways, corners, or even outdoor spaces, transforming them into cost-effective, productive spots for teamwork.
Key features of a huddle workspace
Huddle workspaces are designed to be both functional and efficient, which means they should provide everything your team needs for quick meetings, brainstorming, or focused work.
Here are some of the key elements that make up a well-equipped huddle room.
Compact design
Huddle spaces are intentionally small because their goal is to facilitate quick gatherings or small group meetings. Depending on the size of your team and workspace, you could even have multiple huddle rooms within the same office for added flexibility and accessibility.
Soundproofing
Office soundproofing is always a good idea, and a good huddle space is no exception. Soundproof office booths, which make excellent huddle rooms, incorporate acoustic panels, soundproof glass, and insulated doors to block out noise. This not only prevents outside noise from creeping in but also keeps your conversations within the room, maintaining confidentiality.
Technology integration
A tech-enabled huddle room, meaning, a space equipped with all the technology necessary to facilitate collaboration, is non-negotiable. These are some of the tech essentials often found in these rooms:
- High-definition screens for video conferencing and presentations
- AV technology like speakers, microphones, and cameras
- Wireless connectivity to enable BYOD capabilities
- Whiteboards or digital smartboards for brainstorming sessions
- Conference room scheduling systems to easily book the space
- Power outlets and charging ports
- High-speed internet access
Ergonomic furniture
Ergonomic furniture is also a must for huddle workspaces to provide comfort and support during meetings. Depending on the size of the space, you may want to add adjustable chairs, standing desks, and tables designed for both sitting and standing meetings. The goal is to keep team members comfortable, whether they’re in a quick 10-minute huddle or an extended brainstorming session.
How to design an effective huddle room
Designing an effective huddle room means creating a space that feels intuitive, functional, and inviting. Here are some huddle room ideas to make your space a successful spot for your team:
Choose the right size
Your huddle room should be just the right size — large enough to comfortably accommodate 2 to 6 people but small enough to keep things focused. Consider your team's needs to find that balance where the room feels cozy without being cramped or too large.
Consider your placement
Location is everything. Pick a quiet area away from distractions, or take it up a notch by utilizing outdoor spaces. Backyard pods are a great way to transform unused outdoor areas into functional huddle rooms, giving teams a bit of separation while still being accessible. These pods add an extra layer of flexibility and offer a change of scenery that can inspire fresh thinking.
Make it comfortable
When your employees are more comfortable, they’re more likely to engage in creative thinking. So, opt for ergonomic office furniture, soundproof panels, and add in a few touches that make the space inviting — like soft lighting, a couple of pillows, or a small rug.
Get the essential equipment
For a tech-enabled huddle room, make sure you have a high-definition screen large enough for clear visibility, quality speakers, microphones, and cameras that are user-friendly, an analog or digital whiteboard, and high-speed internet.
Lay some ground rules
Set clear rules to keep things organized. For example, have a booking system to avoid scheduling clashes, set time limits to ensure fair use, and encourage everyone to leave the space clean for the next group.
Personalize it!
Don’t be scared to get creative with your huddle room design. Bring the room to life by adding personal touches. Incorporate artwork, plants, or a few branded items that reflect your company’s personality. This not only makes the space feel more welcoming, but also inspires creativity.
Transform your workspace with Thinktanks
Elevate your office with Thinktanks and create an environment where collaboration thrives. With a variety of office pods, we offer flexible, tech-enabled solutions that fit any business. Our soundproof meeting booths blend comfort, functionality, and cutting-edge technology.
Explore our collection and discover how the right huddle room setup can boost productivity, creativity, and engagement in your office.
Contact us to get your free quote today!