← All posts

Hybrid Meetings

Your Hybrid Meeting Space: Equipment and Technology

Read Time: 6 min
← All resources


No items found.
Table of Contents

Hybrid meetings let people join from anywhere, so we can still work together even when we're not in the same room. Yet, setting up a hybrid meeting space can be a bit more challenging than it would first seem.

As a baseline, it's important to make sure everyone can see, hear, and talk to each other. We also want to create a space where everyone feels comfortable and included. With the right equipment and technology, we can make this happen.

In this article, we'll give you some helpful tips to set up your hybrid meeting space. We'll talk about things like room layout, audio and visual equipment, and ways to make your meetings more interactive. By the end of this post, you'll know how to create a hybrid meeting space that helps your team work together, no matter where they are.

Creating an Optimal Layout for Hybrid Meeting Spaces

One of the most important things to consider when setting up a hybrid meeting space is the room layout. As simple as it may seem, the starting point is ensuring everyone in the room can see and hear each other clearly. A U-shaped or circle-shaped table setup can help with this, as it allows everyone to face each other. This kind of layout can help everyone feel more connected and engaged during the meeting.

According to a study by the University of Minnesota, circular seating arrangements can lead to better collaboration and problem-solving among team members.

Another important factor to think about is the audio and visual equipment. High-quality cameras and microphones are essential to make sure everyone can be seen and heard clearly, no matter where they are joining from. Experts suggest using an omnidirectional microphone to pick up sound from all directions, and an HD camera for clear video. This way, remote team members can feel just as included as those who are in the room.

Lighting is also crucial in a hybrid meeting space. Good lighting helps remote attendees see everyone in the room and can prevent eye strain for those in the physical meeting space. Make sure to avoid harsh overhead lights, and opt for natural light or soft, indirect lighting instead. This will create a more comfortable and welcoming environment for everyone.

Finally, think about how you can make your hybrid meetings more interactive. You might use tools like digital whiteboards, screen sharing, or live polling to help everyone feel involved in the conversation. When remote team members can participate and contribute their ideas, they will feel more connected to the team and the work you're doing together.

Ensuring High-Quality Audio and Visual Experiences

Good audio and visual experiences are key to successful hybrid meetings. When everyone can see and hear each other well, it's easier to communicate and work together. One way to make sure you have great audio is to use a high-quality microphone.

The Shure MV5 and the Blue Yeti are both popular microphone choices. These top quality microphones help to pick up sound clearly, so everyone can hear what's being said.

For the vest visual experience on either side of the camera, use a high-definition (HD) equipped camera. Cameras like the Logitech C920 and the Microsoft LifeCam Studio provide clear video. They make sure that everyone can see each other well during the meeting. It's also a good idea to have a large screen or projector, so people in the room can see remote attendees clearly.

In addition to using the right equipment, it's important to test your audio and video settings before each meeting. This will help you catch any problems before the meeting starts. The Harvard Business Review recommends doing a test run with remote attendees to make sure everything is working well. It's also helpful to have a backup plan in case there are any technical issues during the meeting.

Lastly, be sure to consider the needs of your remote attendees. Adjust your layout to ensure everyone can see the presenter, the screen, and any visual aids being used. Use screen sharing or document cameras to share slides, videos, or other materials with remote team members. By paying attention to these details, you can create a high-quality audio and visual experience for everyone in your hybrid meetings.

Accessibility, Inclusivity, and Room Control Systems

Making your hybrid meeting space easy for everyone to use is important. You want to make sure that people with disabilities or special needs can join in, too. The American Bar Association has some tips for making your meeting space more inclusive:

  • Have captions on your video calls, so people who can't hear well can read what's being said.
  • Make sure your meeting space is easy to get to and move around in for people who use wheelchairs or have other mobility issues.
  • Use clear and easy-to-read fonts and colors for any materials you share.

Room control systems can make your hybrid meeting space even better. They help you control things like the audio and video equipment, lights, and more. Specific functionality includes the ability to:

  • Start a meeting with just one button, so you don't have to spend time setting up.
  • Control everything in the room from one device like a tablet or a touch screen on the wall.
  • The system can be customized to work with the tools your team uses, like video conferencing software and file-sharing apps.

Making your hybrid meeting space accessible and inclusive is important for everyone on your team. By using room control systems, you can make it even easier for your team to work together. With a little effort, you can create a meeting space that supports everyone's needs and helps your team get more done.

The Future of Hybrid Meeting Spaces

Hybrid meeting spaces are always changing. New tools and technologies are being created to help us work together better. Some of these new ideas are already being used, and some are still being developed. Let's look at a few things that could change the way we meet and work together in the future:

  • Virtual Reality (VR) and Augmented Reality (AR): VR and AR can make our meetings more interactive and immersive. These technologies can help us feel like we're in the same room, even when we're physically far apart. We could use VR headsets to "enter" a virtual meeting room or use AR glasses to see digital information right in front of us.
  • Artificial Intelligence (AI) and Automation: AI can help us with many tasks during meetings. VentureBeat talks about how AI can take notes, schedule meetings, and even suggest ideas based on what we're talking about. Automation can also help with things like adjusting the lights and temperature in the room to keep everyone comfortable.
  • 5G and Faster Internet: Faster internet speeds will make our online meetings smoother and more reliable. 5G will improve video calls and file sharing, making it easier for us to work together from different places.
  • Eco-friendly Meeting Spaces: In the future, we might see more meeting spaces that are good for the environment. This could include using energy-efficient lights, recycled materials, and smart technology that helps save energy.

As we look ahead, it's exciting to think about how these new tools and ideas will change the way we work together. Hybrid meeting spaces will keep getting better, and we'll keep finding new ways to connect and collaborate. No matter what the future holds, one thing is for sure: we'll keep working together to get the job done.

Where do go from here: key takeaways

Now that we've explored the ins and outs of setting up a hybrid meeting space, let's go over some key takeaways. First, choose the right furniture and layout to create a comfortable and flexible workspace for both in-person and remote participants. High-quality audio and visual equipment, like microphones and cameras, will ensure that everyone can see and hear each other clearly. Don't forget to use tools and technologies that help your team collaborate and interact, like interactive whiteboards and screen-sharing software.

Lastly, always be open to new ideas and improvements for your hybrid meeting space. Technology is always evolving, and we can expect more innovations in the future. By staying up-to-date on the latest trends and tools, you'll be able to adapt your meeting space as needed and make sure your team stays connected and productive. Keep exploring new ways to make your hybrid meetings even better, and you'll be well on your way to success.

Related Resources

Schedules & Calendars

What Is a 2-2-3 Work Schedule? A Guide

Explore the concept of a 2-2-3 work schedule through our comprehensive guide, which covers its advantages, disadvantages, and the industries commonly employing this shift arrangement.

A Guide To Slack Workflows for Hybrid and Distributed Teams

Enhance productivity with our guide to Slack workflows, covering different workflow types, their advantages, and best practices for hybrid and distributed teams.
Culture & Employee Engagement

5 Types of Working Styles and How To Work With Each

Explore the strengths, weaknesses, and collaboration strategies tailored to the top five working styles. Unlock valuable insights to enhance teamwork dynamics and boost productivity.