3 simple steps to build your own hybrid meeting room
The meeting room is making a comeback, and therefore we all have an interest in preparing it for the future. With both remote and in-office employees participating in meetings, our meetings look different. And so our meeting rooms should also look different. The right technology is the first and most important investment. By equipping smart rooms with smart tools that are compatible, you create a strong (digital) collaboration. Make every meeting room hybrid in these 3 simple steps.
STEP 1 Hold your horses
Don’t rush into things, think before you invest.
- List the tools you are already using and make sure that new investments are compatible with existing installations. Do you want to continue using your current software package, productivity tools, and audio-visual equipment or are they due for an upgrade? Make informed decisions. If you have no experience with UC&C platforms, seek the help of a professional IT service.
- The goal of a meeting can vary greatly. From presenting and informing to co-creating. Think about what your meeting room should be used for and make sure the layout fits the format. That way, your setup encourages the creativity and collaboration of your team.
STEP 2 Choose the right peripherals for the full hybrid experience
To ensure that participants truly understand each other, you bring them closer together with the right technology. Choose high-quality cameras, microphones, speakers, and displays. Which devices are suitable for your meeting room depends on the size of your location and your ambitions.
Tips for equipment in the meeting room:
- A good camera is necessary to capture the people in the physical meeting room for remote participants.
- In addition to good visuals, sound amplification is also important. Test the acoustics of the room and choose a high-quality table, ceiling, or pendant microphone.
- Choose a display that is large enough so that all in-person attendees can see remote participants clearly.
- Often, built-in speakers of a display are not enough for a hybrid meeting. Extra speakers can ensure that all participants can follow the discussion.
STEP 3 Connect your participants (wirelessly) to the technology
To make the most of your hybrid meeting, make sure participants can easily connect to your system, especially now that more and more employees are hosting video conferences from their own devices. Bring Your Own Meeting is a natural extension of Bring Your Own Device, and it offers benefits. As the host, you can choose the software platform of your preference, while also taking advantage of the available peripheral devices in the meeting room you are in. Too many cables and control panels can complicate the situation. Therefore, opt for the easiest path and go wireless.
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