A Guide to Successful Hybrid Communication & Conference Room Design 

Forbes put it bluntly in their 2023 headline: “Embrace Hybrid Work or Lose Talent.” 

They had a point—one in four U.S. workers would rather undergo a root canal than commute five days a week to an office. Meanwhile, 39 percent of remote workers would rather quit than return to office for even one day. 

While many companies are returning to work fully in-person, if you want to attract and retain top talent, hybrid is the way to go. Imagine two job listings for the same role with the same salary—yet one is hybrid, and the other is in-office five days a week. Which position do you think will attract the best candidates? 

If your company has struggled to make hybrid work or has considered abandoning it altogether, here’s how you can improve conference room design for a hybrid future.

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SEE ALSO: Making Conference Room AV More User-Friendly 

Make Conferencing Equitable 

By ‘equitable,’ we mean that everyone participating in a meeting can hear, see, and participate easily and freely, whether they’re in the conference room or calling in from miles away. Remote participants should be able to see each in-person speaker clearly and hear without straining. At the conferencing table, in-person staff should be able to see media and discussions on video displays without trouble.  

Achieving this is trickier than it may seem… Room echo, far-away microphones, awkward table angles, and seating arrangements can make it difficult for everyone to engage with the meeting. But with the right AV and conferencing solutions, we can make hybrid meetings flow seamlessly. 

Design Your Conference Room for Success

Layout Matters

The design of your conference room can make or break a hybrid meeting experience. The table and seating arrangement should face the display and camera to ensure that everyone in the room is visible to remote participants. Some businesses opt for a curved or crescent-shaped table, which can help improve visibility for both in-room and remote attendees.

Enclosed Rooms & Acoustic Treatments

Hybrid meetings work best in an enclosed room rather than an open-concept office. Open spaces tend to introduce noise and echo, which can make it difficult for remote participants to hear clearly. An enclosed space paired with acoustic treatments, such as sound-absorbing panels or ceiling tiles, will balance sound and reduce echo, ensuring clear audio throughout the meeting.

Lighting for Visibility

Good lighting is crucial for hybrid meetings. Consider installing track lighting and adjusting LEDs’ brightness and color temperature for more flattering angles. You can also incorporate motorized shades to control natural light and minimize screen glare. Thoughtful lighting design is essential to creating an optimal video conferencing environment.

All the Right Tools

To enjoy smoother hybrid meetings, your conference room needs the right technology. Here’s what you should include:

AI-Driven Cameras

Auto-tracking cameras can zoom in on whoever is speaking, giving remote attendees a more dynamic and engaging experience. Solutions like Logitech’s MeetUp 2 combine a camera, speaker, and microphone in one device, making it perfect for smaller huddle rooms. These cameras eliminate the need for manual adjustments, automatically following the conversation to capture everything important.

Microphones

For clear audio, microphones should be as close to the speaker as possible. In huddle rooms, a single microphone may be sufficient, but in larger spaces, multiple tabletop or ceiling-suspended microphones are necessary to ensure every voice is captured. 

Video Displays

Dual displays are recommended for hybrid meetings—one screen to share content and another to display remote participants’ video feeds. This setup ensures that both in-room and remote attendees can stay engaged with the presentation while still seeing each other. 

Unified Control System

An essential part of a successful hybrid meeting is ease of use. A unified control system connects all your AV equipment—displays, microphones, cameras, and lighting—into one easy-to-use interface. With a solution like Crestron, you can start a meeting with the touch of a button, adjusting everything from the lights to the camera angles seamlessly.

Ready to Create a Hybrid-Ready Office?

Hybrid work is here to stay, and your business needs the right technology to keep up. Texadia Systems can help you design and implement the best AV solutions to elevate your conference room experience and improve communication across all teams. 

Contact us today to get started!