Even though more companies and government agencies are issuing return-to-office mandates, many employees still work from home at least part of the time. Roughly 32.6 million Americans, or about 22 percent of the U.S. workforce, are working remotely. While this is less than the pandemic-era highs, it’s still a significant increase from pre-pandemic levels. This indicates a lasting shift toward remote and hybrid work models.
Conference rooms are evolving to better support today’s workstyles. Many organizations are updating their meeting rooms to ensure that they facilitate collaboration and the sharing of ideas. To effectively meet this objective, conference rooms must be equipped to support both onsite and remote participants.
The right conference room solutions can help stimulate conversation and ensure that meetings are productive. They also create a high-quality experience whether participants are physically in the room or calling in remotely. The conference room is merely the hub for participants who may be in geographically dispersed locations.
An enterprise-class videoconferencing solution is just the beginning. Today’s conference room needs an array of tools to optimize hybrid meetings.
Cameras
The right cameras are vital to the success of a hybrid meeting. When selecting a conference room camera, organizations prioritize a wide field of view of 90 degrees or more to capture everyone in the room. Cameras should also offer high resolution (at least 1080p, ideally 4K for larger rooms) and good image quality with accurate color reproduction. Auto-framing technology keeps participants in focus regardless of where they’re seated and enable remote workers to make eye contact with their office counterparts.
Projection Systems
Many organizations install flat screen displays in conference rooms. While these displays can work well, they can be limiting in meetings with several participants and the need to display documents and presentations. Projection systems can be a good alternative, providing an adequate space for presenters, chats and other elements. They can scale to display high-resolution images in larger rooms and have the brightness needed for well-lit rooms. Organizations should look for flexible connectivity options and the ability to integrate with third-party applications.
Screens
It’s always possible to project images on a wall, but that’s seldom the ideal solution. A high-quality screen can help optimize the viewing experience. Manufacturers offer a wide variety of options. Fixed-frame projection screens are permanently installed screens that are mounted on a wall, typically in a frame. Electric screens are controlled by a motor, allowing for smooth and easy deployment and retraction. Rear-projection screens provide an unobstructed view and can be less affected by ambient light than front-projection screens.
Sound Systems
Organizations tend to overlook conference room audio quality. However, communication breaks down if participants can’t hear everyone. While many cameras have built-in microphones, organizations should consider investing in high-quality microphone and speaker technology. A high-end sound system will provide crisp audio no matter where participants are a seated in the room. It’s also important to consider microphone placement, and add acoustic wall panels in conference rooms that have large expanses of glass and other reflective materials.
Other Considerations
Collaborative spaces should be equipped with technology that supports any type of laptop or tablet, and provide participants with intuitive tablet-based interfaces that make starting and controlling meetings easy. Integrating meeting management and room booking software with calendar, email and chat functions can assist in planning and scheduling team meetings. These tools can also be used to distribute invitations and agendasThe right furniture, carts, stands and other gear can help make the most of conference room solutions.
How Verteks Can Help
The Verteks team has extensive experience in the design, implementation and support of conference room solutions. Let us help you make smart conference room design decisions that optimize the meeting experience and maximize the value of your A/V investments.
