How to design the perfect hybrid meeting room setup
Setting up a room to host hybrid meetings should consider the number of in-room participants and room size, emphasizing content over technical complexities. It involves different technological specifications, and a mix of hardware and software, tailored to the space’s size and the number of participants.
Here are 9 tips that can help you design the best hybrid meeting room setup, regardless of the room size. By combining the following elements, you can create a meeting space that is not only functional and efficient but also adaptable to the evolving needs of modern hybrid work environments.
1. Start with the audio:
In a hybrid meeting room setup, the most crucial element is the audio. If a remote participant experiences low bandwidth connectivity, the intuitive reaction might be to turn off the video and continue the discussion verbally without the camera. But if the audio fails, the typical response would be to reschedule the meeting. Therefore, it is important to implement high-quality audio that is optimized for speech and tailored to the room’s dimensions.
2. Good quality video and camera:
Once the audio is optimized, attention should turn to the video quality. This encompasses both the clarity of the camera feed sent to remote participants and the quality of the video displayed in the meeting room. Ensuring high-resolution video transmission and reception is important for maintaining engagement and effective communication during hybrid meetings. There has been significant progress in the advancement of video technology for meeting rooms, particularly with innovative camera solutions. Despite these advancements, challenges persist, especially in large boardrooms where ensuring comprehensive participant coverage can be difficult. While 360-degree and tracking cameras are somewhat addressing this, perfecting coverage is still being pursued to perfection.
3. Rubost network infrastructure:
A fast, robust, and reliable network is essential for supporting the infrastructure of the meeting room setup. This includes having strong wireless capabilities and implementing security measures to protect privacy and ensure cybersecurity.
4. Wireless connectivity:
Integrating wireless presentation and collaboration systems into a hybrid meeting room setup greatly enhances simplicity and ease of use. These systems allow participants to share content from their devices wirelessly, eliminating the need for cables and ensuring a smooth, uninterrupted experience.
5. Adoption of USB-C:
The introduction of USB-C to hybrid meeting room setups is as transformative as the advent of HDMI cables. This single cable allows users to present multiple video streams on different displays, transmit audio, connect USB devices (such as cameras and audio equipment), connect to the network, and charge their devices. This technology is still evolving, continually adapting to a range of scenarios and devices. Therefore, alongside incorporating USB-C cables, considering the inclusion of legacy HDMI+USB-A and wireless connectivity options in the meeting room setup is advisable, in order to accommodate various user needs and preferences.
6. An “open by design” approach:
Adopting an “open by design” approach, which involves integrating components from various manufacturers, provides flexibility and scalability. Installing the appropriate collaboration technology minimizes disruptions caused by technological mismatches, effectively bridging the gap between different hardware and software solutions. This strategy helps keep meeting rooms current and cost-effective.
7. Defining the meeting methodology:
When designing a hybrid meeting room, the organization must choose between a “Platform-Based Meeting” approach, where a dedicated conferencing system like Microsoft Teams Rooms (MTR) hybrid room or Zoom Room is installed in the room, or a Bring Your Own Device (BYOD) approach. In the BYOD approach, users bring their own laptops, connect them to the room’s resources (such as displays and USB peripherals), and manage the meeting using the conferencing application on their devices. There are different scenarios for each of these approaches, and you need to pick between them to decide how to design the hybrid room’s setup.
Integrating features like AI-based transcription and meeting summarization, interactive whiteboards, and physical whiteboards equipped with smart collaboration cameras, can significantly enhance the user experience and boost the productivity of the room. However, it’s important not to overload your hybrid meeting room with equipment and complex solutions. While these can offer benefits, they also bring complexity, require maintenance, and increase costs. Finding the right balance is crucial.
9. User-friendliness and simplicity:
While equipping the room with advanced and high-quality technology and AV equipment is important, the end user’s experience is most important. Therefore, ensuring the room’s operation is easy and intuitive is essential for effective use and satisfaction.