The Biggest Challenges of Creating Hybrid Meeting Rooms to Support Hybrid Teams

The rise in Hybrid Working means people are having more hybrid meetings. Some attending in the office, some attending remotely.

Many organisations are grappling with strategy and the practicalities of making this arrangement work. There are many challenges to overcome.

Here are some of the key challenges and some advice around how to tackle them.

Building a Hybrid Working Strategy – for Today and Tomorrow

Hybrid working is here, and looks set to stay.

If one is not already in place, it’s time for organisations to develop a strategy for how it is going to work – for employees, clients, customers and leadership.

The advice from Ascentae is to start small and, for example, use room booking solutions to help gather data about how rooms are being used – and what people need for their hybrid meetings.

That way, you can not only support employees but also better understand their communication and team collaboration requirements. It allows your strategy to evolve and adapt according to data.

Providing a Great Audio Visual Experience for Hybrid Meetings

Effective team communications and collaboration is essential for productivity, efficiency and innovation.

But the quality of meetings can be hampered if the technology and room set-up are not right.

People don’t want to be fussing with cables and wires. They want to ‘plug and play’, the kind of simplified UC solutions offered by Valarea or the Delo Connection Manager.

People want to be able to see everyone else on screen, comfortably. Having smart framing or gallery view options with a room camera, such as Huddly offers, makes that possible.

People can become disengaged, distracted or frustrated if the sound quality is poor. Flexible options and Microphone Mist technology from Nureva help to create high quality sound, regardless of room size or shape.

It can be a mistake to focus on just one element. For a sustainable solution that can grow with you, you want to consider how each element of the intelligent meeting room experience integrates and works together.

Supporting Comprehensive Remote management

Remote management must include the ability to adjust settings on the individual device, on behalf of the users, whilst being able to manage software updates at scale.

All the leading technologies represented by Ascentae have a growing story, offering IT professionals increasing functionality to support comprehensive remote management.

Staying Up-to-Date or even Keeping Ahead of the Curve

A simple rule-of-thumb is to avoid restrictive platforms. Instead, organisations will want to look to invest in hardware brands with (1) a strategy and (2) a proven track record of delivering hardware updates, compatibility and new functionality through software updates.

This should avoid locked-down operating systems with restricted functionality or restricted flexibility to change in the future. The user experience needs to be clear, simple and designed with as much built-in automation as possible.

Understanding the Giants Do Not Have All the Solutions

The likes of Microsoft, Google, Cisco and Zoom are well-known tech giants. But that does not mean that they are going to solve every hybrid working or hybrid meeting problem.

Whichever platform you see now, might change in the future. And there are specific scenarios and use cases where specialist technology providers have better solutions.

So, although it is important to understand the direction these large platform providers are heading in to create an integrated user experience, it’s important to understand that they do not represent a complete solution.

Smart Offices Demand More Intelligent Meeting Rooms

The way office space and meeting rooms are being used is changing. Organisations need to understand how employees are operating in the hybrid working world.

Offices may need rearranging or, in the longer term, a redesign. Organisations may not require the space they once did. Employees may be looking for different kinds of space to what has been provided up to now.

Meeting rooms need to be fit for purpose for hybrid meetings. The technology needs to work together and adapt to create a great experience for all users.

The Intelligent Meeting Room is already here. And, with the right combinations of hardware and software, provides solutions both for today and tomorrow.

Author: Jon Knight