How to Optimise Meeting Spaces for Hybrid Teams.docx

1. How to Optimise Meeting Spaces for Hybrid Teams? Premise: As hybrid work becomes standard, meeting spaces and meeting rooms must support both in-person and remote participants. This blog explores practical strategies—from technology integration and flexible layouts to acoustics and engagement tools—that help organisations create inclusive, productive, and efficient meeting environments for modern hybrid teams. As hybrid work becomes the norm, businesses are rethinking how they design and use meeting spaces. Teams now split time between the office and remote work, which means meeting rooms must accommodate both in-person and virtual participants seamlessly. Optimising these spaces goes beyond furniture—it involves technology, layout, and engagement strategies that ensure every team member can contribute. By adapting meeting spaces for hybrid collaboration, organisations can boost productivity, improve

2. communication, and create a more inclusive and flexible working environment. 1. Prioritise Technology Integration A successful hybrid meeting relies on technology. Equip your meeting rooms with high-quality video conferencing tools, such as cameras, microphones, and speakers, that capture the room clearly and transmit audio easily. Incorporating digital whiteboards or digital display screens allows both in-person and remote participants to interact with ideas in real time. Ensuring that technology is user- friendly and reliable reduces disruptions and keeps meetings focused and productive. 2. Design for Flexibility Hybrid work requires adaptable meeting spaces. Movable furniture, modular seating, and adjustable tables allow rooms to accommodate different team sizes and configurations. For instance, small huddle rooms can double as breakout spaces, while larger conference rooms can be arranged for collaborative workshops. Flexibility ensures that your meeting rooms meet the needs of various team activities without requiring a permanent setup. 3. Consider Room Acoustics and Lighting

3. Sound and visibility are critical in hybrid meetings. Poor acoustics or lighting can make it difficult for remote participants to engage fully. Use acoustic panels, carpets, or curtains to reduce echo and background noise in meeting rooms. Ensure ample, even lighting so that everyone in the room is visible on camera. Thoughtful attention to these details enhances communication and ensures that hybrid meetings run smoothly. 4. Standardise Meeting Tools and Platforms Consistency is key for hybrid collaboration. Use standard meeting platforms and tools across all meeting spaces, so employees know how to connect and share content quickly. Digital calendars integrated with room booking systems can prevent scheduling conflicts and ensure that meeting rooms are optimally utilised. Clear guidelines on how to conduct hybrid meetings help maintain professionalism and efficiency. 5. Foster Collaboration and Engagement Hybrid meetings should encourage interaction from all participants. Design meeting spaces to facilitate eye contact and inclusivity, ensuring remote team members feel just as engaged as those present physically. Interactive tools like shared digital whiteboards, polls, and chat features can keep everyone involved. Arranging

4. tables in a circular or U-shaped layout can also improve visibility and participation in meeting rooms. 6. Monitor and Improve Optimising meeting spaces for hybrid teams is an ongoing process. Collect feedback from employees about room comfort, technology effectiveness, and overall meeting experience. Track how often meeting rooms are used and whether meetings stay productive. Making adjustments based on real-world usage ensures that your spaces remain efficient and supportive of hybrid work. Make Your Meeting Spaces Hybrid-Ready and Efficient Optimising meeting rooms for hybrid teams is essential for modern workplaces. By combining technology, flexible layouts, and thoughtful engagement strategies, businesses can create meeting spaces that support both in-office and remote participants. Well- designed rooms improve communication, foster collaboration, and ensure meetings are productive and inclusive. Investing in hybrid- ready meeting spaces not only enhances employee satisfaction but also strengthens team cohesion and efficiency. In today’s evolving work environment, adapting meeting rooms to hybrid needs is a smart move for long-term success.