Meeting spaces have come a long way in just a few years. Not that long ago, conference rooms were furnished with a table and chairs and one screen for PowerPoint presentations. Only the boardroom or executive meeting room had video conferencing, typically a complex and expensive system that saw limited use.
Today, most organizations have a range of meeting spaces, from “huddle rooms” for two to four people to massive, theater-style training facilities that can seat hundreds. These spaces are often equipped with modern collaboration technologies and professional A/V systems for a high-quality multimedia experience.
Meeting space technology continues to evolve. As organizations refine their remote and hybrid work policies, they are looking to create more functional spaces that encourage engagement and inspire interaction. Here are some of the key trends in meeting space solutions.
Greater Flexibility
Many organizations have standardized on a single collaboration platform to increase efficiency and eliminate the cost of redundant subscriptions. However, employees still have their preferences and typically bring different devices to work. Rather than forcing workers to adapt to one-size-fits-all meeting solutions, organizations are creating more flexible spaces that can accommodate different needs.
A related trend is Bring-Your-Own-Meeting (BYOM), which allows employees to use their devices and preferred video conferencing software. BYOM eliminates the frustration associated with varying equipment in different meeting spaces and allows employees to use the solutions that are most intuitive to them. It also fosters a more spontaneous way of working.
Increased Use of AI
AI-powered solutions are creating “smart” meeting spaces that respond to the needs of participants. Collaboration platforms increasingly incorporate Intelligent assistants that can produce agendas, record and transcribe discussions, and summarize action items. If a follow-up meeting is needed, the assistant can review participants’ calendars and suggest times.
The more advanced tools can “learn” the needs of participants and optimize the environment. AI can also provide business leaders with insight into meeting space usage, environmental conditions, employee preferences and more, enabling them to make more informed decisions about technology investments while reducing costs and meeting sustainability goals.
More Immersive Experiences
Immersive technologies can help improve employee engagement and bridge the gap between remote and onsite workers. AI-powered cameras automatically optimize image quality and frame participants so that everyone can be seen. Smart microphones and speakers optimize sound, while interactive whiteboards and screens enable more natural brainstorming.
Virtual reality (VR) takes this to the next level. VR-equipped collaboration tools create the perception that meeting participants are physically together in 3-D space for more effective brainstorming, product design, training and even casual get-togethers.
Improved Management and Security
Advanced meeting spaces integrate collaboration tools, scheduling software, IoT devices and more to streamline meeting management and optimize resources. AI-powered tools can suggest available spaces based on the meeting agenda and the needs of participants. They can also connect with IoT devices to adjust temperature, lighting and other factors to maximize comfort and productivity.
Security and privacy are also important features in today’s meeting spaces, where participants often share sensitive information. Strong authentication, endpoint management and end-to-end encryption help reduce the risk of data being exposed. AI-powered security tools can also incorporate real-time threat monitoring.
How Verteks Can Help
The Verteks team stays abreast of the latest trends and solutions in meeting space technology. We apply our extensive experience to evaluate new tools and determine what works and what doesn’t in real-world environments. Our networking team helps ensure a solid foundation for collaboration and video conferencing platforms, and our AI experts can help integrate today’s smart technologies.
We’re here to help turn your vision into reality. Let’s discuss your meeting space needs and objectives so we can design the ideal solution for your team.
