Navigating the Hybrid Work Era: Enhancing Collaboration through Conference Apps

In the last three to four years, the dynamics of meetings have significantly shifted. What was once primarily an in-person gathering around a conference room table has evolved into a blend of in-person and remote participants. This shift has necessitated a change in the A/V and facility requirements for successful collaboration and effective communication. Employees now rely more than ever on technology and creative meeting spaces to ensure their voices and ideas are heard and delivered effectively, regardless of their location.

The Importance of Meeting Equity

While many facilities may have the "right" technology in place, meeting equity extends far beyond its technical considerations. The way employees perceive their opportunity for engagement during meetings can significantly impact company culture, interpersonal relations, employee engagement, and overall job satisfaction. Today's hybrid meeting experience often presents challenges for remote participants due to factors ranging from poor meeting etiquette to low-quality conference room equipment and sound issues.

Challenges of Remote Participation

Remote participants often find it hard to follow discussions for several reasons. The microphone may pick up and prioritize the closest sound, which might be side chatter rather than the main speaker. People might be seated at a long conference table with a single camera, making it hard to see the person speaking. There can also be inequities when trying to participate in the conversation, with remote participants not being heard as clearly or considered in the same way as live attendees.

The Impact of Inequitable Meetings

Inequitable meetings can lead to several problems. If an employee can't clearly follow who is speaking, they may have difficulty prioritizing action items and understanding post-meeting expectations. If everyone at the meeting cannot be seen, heard, and follow the discussion, they may disconnect, leading to frustration and decreased motivation. This can directly impact employee engagement and productivity. Furthermore, if contributions cannot be easily recognized, this could impact job satisfaction and career advancement.

Enabling Equity: Top Tips To Implement Today

Facility professionals can take several steps to rectify typical roadblocks and ensure that employees' contributions are heard and valued, regardless of their location.

Consider the Office Furniture

A traditional, long conference table may not foster a collaborative environment for a hybrid workforce. An arc table that faces the screen and remote participants might be a better option. Facility professionals should consider which rooms are selected as conference rooms and how these rooms can accommodate tables on casters that can be reconfigured for varying meeting setups.

Prioritize High-Quality Audio and Video

Implementing 4K video and IP audio provides superior audio-visual quality, helping everyone feel like they are sitting together around the same table.

Create Conversational Equity

When choosing a collaboration tool, consider how these platforms can support meeting equity. Some platforms offer a "gallery" view mode where every participant appears in their own box, and all box sizes are the same on screen. This feature can help diminish confusion around who is speaking and provide a sense of equality.

Conclusion

Hybrid work is here to stay, and there is more pressure than ever to ensure a productive and positive workplace. Taking the time to understand employee frustrations and typical challenges associated with meetings will be crucial to informing strategic facility-related decisions and supporting employee engagement, no matter where they work. Considering both the technical and meeting space requirements is essential to delivering a more enjoyable and equitable meeting experience.