At Proce, the chairman’s meeting room is more than just a place for business discussions. It’s a “living masterpiece” combining the essence of design, technology, and user experience. Every detail, from lighting and sound to interior materials, is meticulously measured, tested, and perfected with near-perfect precision. There’s no magic to shorten the time. A perfect project takes months to transform an idea into reality. Every step is strictly controlled, from surveying and design to construction and final acceptance. Understanding why a project requires so much time to complete is understanding the true value of a perfect chairman’s meeting room, where every detail tells its own story.
1. In-depth analysis of the progress of the chairman’s meeting room project
The implementation of the chairman’s meeting room project is not just a typical construction project. It’s a process of creating a highly symbolic space that reflects the leadership status and operational standards of the business. Therefore, the project progress is divided into many closely linked phases, requiring synchronized coordination between specialized departments.
Completion time depends on the size of the space, the level of design personalization, material standards, technological requirements, and internal approval processes. Below is a breakdown of each stage to clarify why time allocation is necessary to ensure quality and long-term usability.
Survey of current conditions and spatial strategy planning (2-4 weeks)
The survey and planning phase plays a fundamental role, determining the overall quality and progress of the chairman’s meeting room project. During this phase, the implementation team conducts a detailed survey of the actual floor plan, including space dimensions, ceiling height, load-bearing structure, and existing technical systems such as electricity, air conditioning, ventilation, and technology lines. Simultaneously, they work directly with the leadership or relevant departments to understand their needs, including the number of meeting participants, the nature of the meetings, and the required level of privacy and information security.
This phase typically takes a long time due to the need for coordination with many related departments. It requires precise measurements and thorough analysis of space constraints, lighting, sound insulation, and thermal insulation. Based on this, preliminary layout options are developed. Comparisons and selections are made to ensure they align with the image and leadership style, as well as the long-term intended use of the space.
Detailed design and final approval documentation (4-6 weeks)
After agreeing on the overall direction, the project enters the detailed design phase. This is the most time-consuming and intellectually demanding stage of the entire process. For the chairman’s meeting room, the design goes beyond aesthetics. It must also ensure harmony between architecture, interior design, lighting, sound, and modern projection technology. Architects and interior designers will develop 2D and 3D drawings, select a style that matches the company’s image and the leader’s personality, and carefully consider the functionality of each detail.
This involves close collaboration between electrical engineers, sound and lighting engineers, and the IT team to design the AV system, video conferencing system, intelligent control system, and information security. This phase often involves multiple rounds of revisions, due to the need to balance the investment budget, high standards, and the chairman’s personal preferences.
Every minor change in interior design or technology can necessitate related technical adjustments, requiring a thorough review of all documentation. Approval times also depend on the company’s internal processes, especially for large corporations where every decision needs careful consideration before official approval.
Material selection and ordering of specialized equipment (2-8 weeks)
The material selection and ordering phase is a crucial step from design on paper to actual implementation. For the chairman’s meeting room, the materials used are typically high-end, such as selected natural wood, leather, special technical glass, decorative stone, and imported audio-visual equipment. The selection is not only based on aesthetics but also on durability, sound insulation, vibration damping, glare reduction, and safety for long-term use.
The duration of this phase can vary greatly due to dependence on the supply of materials and equipment. Many items need to be custom-ordered to specific dimensions and designs, and are not readily available on the market. This is especially true for conference tables, executive chairs, wood paneling, or integrated AV systems.
With imported equipment, the waiting time for production, transportation, and customs clearance can range from several weeks to several months. Furthermore, before construction begins, materials and equipment need to undergo thorough quality checks, comparing specifications and conducting preliminary tests to ensure compliance with the initially approved standards. This is why this stage is difficult to shorten if one wants to avoid risks during installation and subsequent operation.
>> See more: Proce uses only top-quality materials for the chairman’s meeting room.
Construction and installation of the entire system (6 – 12 weeks)
The construction and installation phase is the stage where the entire design concept is realized. It is also the longest phase in the chairman’s meeting room project. Work begins with basic items such as floor, ceiling, and wall treatment, soundproofing, and thermal insulation systems, and extends to the installation of electrical, air conditioning, network, and concealed technical conduits. Each item requires high precision to ensure no impact on other systems and to maintain overall aesthetics.
After completing the basic construction, the construction team proceeded with the installation of fixed interior furnishings: tables, chairs, wall panels, soundproof doors. Next came the installation of technological equipment such as LED screens, projectors, conference sound systems, video conferencing cameras, and intelligent control systems…
Due to their complex nature and stringent standards, these projects require highly skilled and experienced technical teams. Construction time depends not only on the workload but also on the strict quality control requirements, ensuring workplace safety and minimizing disruption to the overall operation of the building or business.
Operational testing and final fine-tuning (1-2 weeks)
After construction and installation are complete, the project enters the testing and fine-tuning phase. This is an essential step for the chairman’s meeting room. During this phase, the entire technical system is tested synchronously. Including electricity, lighting, sound, air conditioning. The video conferencing system, and smart control devices. The testing goes beyond simply ensuring the system is functional. It also assesses stability, smoothness, and responsiveness in real-world usage scenarios.
Furthermore, the interior details are meticulously reviewed. From the surface finish, colors, and fit of the joints, to the user experience during long meetings, many small adjustments, such as adjusting lighting according to different meeting scenarios, fine-tuning the sound system for clear, echo-free voices, and optimizing room temperature, require multiple trials. This practical testing process ensures that the inspection and refinement phase cannot be rushed, as it is a crucial factor determining the user experience and the prestige of the chairman’s meeting room.
Official acceptance and handover for commissioning (1 week)
The acceptance and handover phase is the final step, marking the completion of the chairman’s meeting room project. At this point, the investor and the implementing unit conduct a thorough acceptance of all items according to the agreed-upon design documents and standards. Every detail, from construction quality, materials, and equipment to actual operational capabilities, is carefully checked to ensure there are no errors or deficiencies.
The acceptance process is usually carried out in stages. A final acceptance is then conducted to ensure the overall consistency of the space. In many cases, the construction company also organizes training and guidance on using the technology system, helping the company’s operations team understand how to effectively utilize the meeting room.
Although this phase is not long, its formal nature and stringent requirements necessitate a rigorous acceptance process to ensure the meeting room is ready for use in perfect condition, meeting the expectations and prestige of the business leader.
Summary:
The average time to complete a chairman’s meeting room project typically ranges from 16 to 33 weeks (equivalent to 4 to 8 months). This timeframe depends on the size of the space. The level of investment in personalized design. And the requirements for materials and technology used. High-standard meeting rooms, integrating modern audio, video and smart control systems. Will require more time for design, construction, and operational testing. Strict adherence to acceptance procedures also contributes to ensuring optimal quality.
>> See more: The Chairman’s Meeting Room – Architect Proce’s Passion for His Profession.
2. Why has the chairman’s meeting room design project taken so long?
Implementing a chairman’s meeting room project is not simply a matter of carrying out standard interior construction. It’s a process of creating a highly representative space that directly reflects the leadership’s status, management culture, and the company’s long-term vision. Because of this special role, the project completion time is usually lengthy and divided into many closely linked stages that cannot be separated or shortened arbitrarily.
From the very beginning, surveying the existing conditions and analyzing usage requirements demands a high degree of accuracy, as even small deviations can affect the entire design and construction process. Next, the meeting room design process typically involves multiple rounds of adjustments to balance aesthetics, functionality, budget, and the personal touch of the leader. This results in a longer design time compared to other spaces.
Using high-quality imported materials for the chairman’s meeting room
Furthermore, the selection of sophisticated materials, custom-made furniture. And state-of-the-art technology equipment—much of which must be imported or manufactured to order—also results in longer waiting times and strict quality control. During the construction phase, technical aspects such as soundproofing, lighting, audio, video conferencing systems, and smart control systems require a highly specialized team, sequential construction, and continuous inspection to ensure absolute precision.
Finally, a thorough inspection, refinement and acceptance process is carried out to ensure the operational space is stable, safe, and meets the highest standards before being put into use. All of these factors combined to extend the completion time for the chairman’s meeting room project. However, this time is necessary to ensure the quality, prestige, and long-term usability of the meeting room.
>> See more:Unboxing Proce’s four million-dollar meeting rooms.
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