3 tools that upgrade your hybrid meetings
According to a global survey by Frost & Sullivan, in 2021 Microsoft Teams meetings increased by 148% compared to pre-COVID-19 levels, while by the end of 2024, it is expected that 25% of all meetings will be hybrid.
When COVID-19 protection measures were in place and most employees were working from home., meetings were held under exceptional conditions (usually). All participants were using their personal computers or other devices, so they had excellent access to a camera and microphone, and with the video conferencing platform’s tools, each participant could take control of the presentation with just a few clicks. Also, the participants could ensure that there is quiet in their space, or they could mute their mics, so that no unwanted sounds were heard in the meeting.
But what happens now that some workers are permanently back in the office, some are working remotely some days a week, and some may be working from another location permanently?
For hybrid meetings to be successful, all participants should have the opportunity for equal presence and participation. This means having good acoustics in the room so that remote participants can hear well, sufficient camera coverage so that they can see everyone in the conference room and technology that makes it easier to hold meetings.
Or as Satya Nadella, Microsoft’s CEO recently put it:
“We want to ensure those joining remotely are always first-class participants.”
Some companies have opted for all employees to connect to a meeting from their laptops, even if they are in the office. But if they see co-workers through a computer screen even when they are in the same building, then why be in the office at all?
To be able to offer all participants equal access to a meeting, we should first examine what are the main problems that prevent the smooth conduct of a hybrid meeting. Not all conference rooms and all hybrid meetings have the same problems, but the most common ones are related to the screen and camera access, sound and connection to the video conferencing system.
Screen and camera access in a hybrid meetings
Most meeting rooms nowadays have high-quality video conferencing systems with screens and cameras that facilitate hybrid meetings. Usually, though, the monitor and camera are placed in front of a long, narrow conference table. The result: Not all participants have a good view of the screen, and remote attendees cannot see everyone sitting around the table. And if you cannot see your colleagues during the meeting, you cannot gauge their reaction on what they hear.
The solution? The Ocular meeting table. A meeting table specially designed for hybrid meetings, which allows all physically present participants to have an equal presence in front of the camera and at the same time all have the best possible view of the screen.
With better visibility, everyone can see the other participants in the meeting and read their body language and degree of engagement. This facilitates the creation of better relationships between the participants, allowing their better cooperation.
Optimizing sound for hybrid meetings
For a successful and productive video conference, it is important to have sufficient sound coverage in the room. Video conferencing systems usually have very good microphones, which can carry audio to those connected remotely. Alternatively, this could happen by using additional microphones inside the meeting room. Sound in a hybrid meeting can, however, be affected by the echo created in the room, when there is no proper sound absorption.
In a previous article, we discussed noise and the importance of sound absorption in the workplace. Sound absorption is especially important in meeting rooms because it helps remote participants listen better and participate in the discussion more actively.
Choosing the right sound-absorbing media for the meeting space can reduce reverberation and improve acoustics both for those in the room and especially for those participating remotely. Thus, remote participants will be able to better understand the discussion inside the room and will be able to participate in the meeting more comfortably.
Technology facilitating hybrid meetings
During a meeting, attendees may often need to access their files or view something on the conference screen. If not all computers can be connected to the video conferencing system, then the files must be transferred by other means to the connected computer.
But what if there was a way to connect more than one computer or other device to the video conferencing system?
Ochno is an easy-to-use system that allows multiple computers and other devices to be connected to the video conferencing system and easily switched between them. With a single cable, the user can take control of the video conferencing system and make a presentation, transfer files, or simply charge the cell phone. So whoever is giving a presentation does not need to change location or transfer files from one computer to another. He can open the presentation from his computer, tablet, or even mobile from his seat. But other attendees, even if they don’t need access to the video conferencing system, can use Ochno’s discreet and stylish ports to charge their devices.
The post-Covid-19 era is not the first time remote meetings have taken place. Meetings have been held for decades, involving employees and partners through video conferencing applications or even over the phone. However, the conditions for remote participants were not always ideal, as they could not always hear the discussions inside the conference room and see what was being shown on the screens. Today, however, technology enables us to enjoy all the participants in a meeting with the same excellent conditions, regardless of the way and the place from which they participate. With the right tools, the distance in remote meetings can be reduced to zero.