People today expect flexible work options, and it has become imperative for business leaders to offer such flexibility. As more businesses adopt hybrid work, meeting rooms need the right technology to support collaboration between teams working remotely and those in the office.

Even if you have a setup that encourages people to come into the office for meetings, your partners and clients might only be available to you through digital means, and you will need spaces for connecting with them.

Why modern meeting room setup matters

These spaces play an essential role in enabling collaboration equity, which is the practice of ensuring everyone has an equal chance to contribute. 

Modern meeting rooms support hybrid work in a few ways:

  • A space for collaboration: Meeting rooms have always been and continue to be spaces where people come together to discuss ideas, start projects and learn from each other.
  • Efficient communication: Meeting rooms provide a much-needed space for easily combining online communication with traditional face-to-face meetings.
  • Flexibility: People can leverage meeting rooms to connect with colleagues, partners and clients for various purposes, from presentations and training sessions to team-building exercises.

Types of rooms you might need

Your business might need or already have a few types of rooms, each with specific uses to consider when selecting the right technology.

  • Standard meeting rooms are dynamic spaces you might leverage for different reasons. They allow your team to find a place to collaborate, enable remote workers to join if needed, and chat with clients over video or voice calling. 
  • Huddle spaces are smaller areas for agile teams to hold standups between in-office and remote workers. These spaces need technology that allows your team to get started quickly without too much planning.
  • Boardrooms house critical presentations and meetings about business decisions. You need technology that enables you to start and run these meetings on schedule with as few hiccups as possible from your audio-visual setup.
  • Conference rooms need technology that allows you to go live in seconds. They are flexible spaces that require solutions you can tweak to suit your needs at that moment and ensure an excellent experience for everyone in the room.

The types of rooms you decide to set up will depend on your needs. For example, if you are a smaller business, you may not need a conference room and will instead set up more huddle spaces for people to work in an agile fashion.

What to consider when setting up meeting rooms

It is not enough to simply set up a video display, camera, microphone and speakers for your meeting rooms. You must consider various factors:

  • Ensure that the room has enough space for in-person attendees. 
  • Invest in reliable audio-visual (AV) equipment so everyone has an equal opportunity to participate in the meeting, regardless of location. This will include good microphones and speakers. 
  • Check for external noise that might cause problems with the audio. Loud background noise might interfere with the audio received by remote workers or make it difficult for in-person attendees to hear.
  • Set up video displays to ensure everyone can see the remote attendees and use a camera that captures the whole room so that in-person attendees are visible to those tuning in remotely.
  • In addition, ensure that the room has good lighting so that all in-person attendees are visible to remote workers.
  • Setting up the technology to ensure that staff can enter a room and immediately start collaborating is imperative. We set-up the rooms to ensure your team can one-touch join and commence their meeting, avoiding delays to meetings starting and loss of productivity.

By taking these points into consideration, you can create a meeting room that is comfortable and functional for your entire workforce.

Technology for your modern meeting rooms

Technology in your meeting room is critical to success; one essential piece of that technology is the AV system, which should include the following:

  • Cameras maintain meeting quality for remote and in-office workers. We recommend cameras that utilise all the new technology including speaker framing and tracking, and wide field-of-view.
  • Microphones ensure that remote workers can hear those in the office, regardless of their position in the room.
  • Speakers ensure that everyone in the meeting room can hear remote workers or listen to any presentations with audio.
  • Video displays enable people to hold video conferences and share presentations. They also allow screen sharing, which is essential for collaboration.

In addition to the AV system, internet connectivity is critical for ensuring your meeting rooms can connect with remote workers and run a smooth meeting.

CT’s audio-visual solutions for meeting rooms

With increasing time constraints, remote-working staff and cross-functional work teams, achieving truly collaborative meetings can be difficult. We help by tailoring audio visual packages to suit your needs for meeting rooms, huddle spaces, boardrooms and conference rooms. Visit our Audio Visual page for more information.