Project
Meeting
Room
Case Study
ROOM, a mid-sized company with over 50 employees, was founded by Brian Chen and Morten Meisner and is headquartered in New York, with commercial offices across the US and Europe.
Our collaboration with ROOM began in 2019 when they pioneered the concept of an office phone booth—a dedicated, quiet space for calls within open office environments.
After the success of this first product and a growing demand for easy-to-install adaptable office solutions, Alejandra Albarran, Head of Design at ROOM, approached us to design their next innovation: the meeting room.
- Year2019
- ClientRoom x OFS
- PlaceNew York
THE MISSION
To create an adaptive workspace that evolves seamlessly with changing business needs. This architecture will provide flexible, interchangeable spaces that reflect company culture and adapt to local context—without the need for costly buildouts. The goal is to shift from a static office environment to a dynamic, adaptable ecosystem that fosters variety, creativity, and productivity.
TASK: DEVELOP THE ROOM FOR FOUR
The first product on the agenda is a compact, soundproof meeting room designed for four people. Like the phone booth, it offers privacy and can be easily installed in an office post-move-in, small enough to fit in a corner or hallway within an existing office layout.
Key selling points include affordability, flexibility, sustainability, and a modern design. Assembly is straightforward, with minimal disruption to the existing workspace.
Additionally, it should ship flat, making it easy to bring into an office space or take along if you relocate.
Preliminary Project Definition
The first phase focused on achieving a shared vision for the product. This involved creating a Product Requirements Document (PRD) that captured every detail clearly and comprehensively. This document illustrates and provides instructions for a correct development of the product, including all the list below:
Layout definition
A key challenge in designing this product is ensuring it comfortably accommodates up to four people for activities like brainstorming, group calls, and presentations.
The main focus has been to achieve the right balance between spaciousness and functionality—providing easy entry and exit, freedom of movement around seating, seamless device connectivity, all while preventing a cramped or enclosed feeling.
A LITTLE BIT OF RESEARCH...
For this study, we reviewed and analyzed various factors, including constraints, regulations, and certifications required for product compliance, which vary by state within the US. These include:
• Metric Handbook - Planning and Design Data
• ANSI – American National Standards Institute
• BHMA – Builders Hardware Manufacturers Association
• DHI – Door and Hardware Institute
• NFPA – National Fire Protection Association
• ADA - Americans with Disabilities Act
Design Criteria
Before entering the conceptualization phase based on the defined layout, the team established "design criteria" as foundational guidelines for shaping the product.
These criteria include key elements such as the product's overall gesture (emotional impact), geometry (form factor), and craftsmanship (CMF: color, material, finish), to ensure a cohesive design approach.
“I first worked with Ale Sarra (n-others design director) over ten years ago, and since then I have had the pleasure of working with him on numerous projects. Time and again, I have seen the entire n-others team go above and beyond the simple brief. They bring their utmost to every assignment and act as true business partners, not just design-for-hire.”Brian ChenEx CEO ROOM
Conceptualization
During the Define Phase, our industrial designers collaborated closely with ROOM’s engineers to refine the meeting room’s spatial design. These sessions were essential for optimizing the layout to ensure ample room for movement, comfort, and usability without creating a confined feeling.
Additional renderings explored a range of color, material, and finish (CMF) options to enhance the aesthetic and tactile experience, shaping how users interact with the space.
Each concept presented addressed the product’s pain points with distinct solutions, making this phase crucial for driving innovation. It enabled both teams to challenge conventional methods and push the boundaries of existing solutions.
Concept Refinement and Engineering
After several iterations in the Define Phase, we finalized and signed off on a concept that allowed us to move into the Refine Phase, where we began further developing the concepts in CAD.
During this phase, we collaborated closely with ROOM's engineering team to fine-tune every aspect of the product's design.
Their input was invaluable in ensuring the seamless integration of key elements, including the development of aluminum beams, doors, and a fire-resistant skylight system. The entire product was designed for flat-pack shipping and easy assembly by just two people.
Engineering Through Prototypes
The teams convened entirely at ROOM’s headquarters in NYC to assemble the P0 (first prototype), constructed 100% from wood, with plexiglass doors and 3D-printed parts representing some hardware components.
This approach allowed us to validate performance expectations and fine-tune parameters through rigorous testing. We faced several challenges, including optimizing the assembly process, effectively managing cables, enhancing sound insulation, and ensuring a comfortable experience for up to four people.
P1 built on the P0 by incorporating aluminum beams and CNC parts, resulting in a sturdier and easier-to-assemble structure (though still with room for improvement). This phase marked the first "looks-like, works-like" prototype, sparking valuable discussions with the team and potential manufacturers about Design for Manufacturability (DFM).
Challenges to Overcome
In the initial phase, we explored various user experience enhancements, but many were set aside due to high costs.
Finding the right balance between innovation and affordability required several rounds of redesigns. The product also needed to be highly versatile from the outset, offering pro and standard models, door variations, and compatibility with future accessories.
Additionally, meeting both U.S. and international regulations—especially concerning connectivity, airflow, and fire suppression—posed further challenges. The team also faced complexities in achieving optimal sound insulation, employing a multi-layered approach similar to an onion, which required careful material selection and testing.
Final Adjustments
Although the product design was essentially finalized, the project timeline extended slightly due to important supply chain considerations that required ongoing review and alignment.
Specifically, final decisions on supply chain logistics and manufacturer selections needed to be addressed, ensuring the long-term availability and continuity of materials like wood slats and sound insulation panels.
This resulted in additional design reviews, including adjustments to CMF (Color, Material, Finish), during the final stages to adapt to supply chain requirements and to guarantee readiness for production.
Results and Impact
After designing the meeting room, we developed additional products, such as the open meeting room and focus room, creating a flexible, adaptable architectural system. This expansion has significantly enhanced ROOM’s offerings, aligning with the growing demand for flexible workspaces. With over 41% of companies planning to increase their use of flex spaces post-pandemic, ROOM is well-positioned to capitalize on this trend, driving increased sales and market impact.
Building Strong Partnerships
Throughout and after the product launch, n-others and ROOM maintained a close collaboration, ensuring clear communication and alignment at every stage.
The teams worked together on key tasks such as evaluating production units and refining CMF specifications. Our partnership extended beyond design, as we also supported ROOM with assembly manuals, website assets, social media animations, and product placements.
After years of collaboration and deep knowledge of ROOM’s products, we continue to evolve together—always ready for the next big project. Stay tuned for our upcoming product launch!
• In 2018 Chen and Meisner-Jensen did $7 million in sales. In 2019, they did nearly $30 million.
• In 2020, when offices shuttered, Room’s growth came to a standstill. The founders raised a $12.5 million Series A
• 2022 that was well above 2019 levels, the co-founders said, more than $50 million.
• 2023 ROOM was acquired by OFS, a family-owned company.
I had the pleasure to collaborate with n-others through the process of engineering and design, in a manufacturing level, of our new Meeting Room. I have to say they are not only extremely talented and skillful designers, they are also extremely hard workers.Alejandra AlbarranDirector of Design & Innovation at ROOM
PROJECT TEAM
Room:
• Justin Dollinger
• Alejandra Albarran
• Morten Meisner
• Jayoon Yi
• Raul Oaida
• Alex Abraham
• Yuan Gong
n-others:
• Ale Sarra
• Ignacio Loncon
• Manuel Frontini
• Nicolás Tagliabue
• Brenda Pitkowski
• Federico Varone
• Angie Dub
