28 mars 2023

Practical design tips for meeting spaces with the best view on both people and content


With hybrid work as the preferred way of working, room design is crucial. Too often the design is done on a budget, and not with the user experience in mind. What should you keep in mind to ensure an equal importance for people and content? How can companies (re)design a meeting room fit for equitable hybrid video experiences far all participants, no matter where they are?

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How can you make sure people and content are equally seen? Dive into the facts & figures of meeting equity.

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What’s on screen? Or should we say who’s on screen?

When bringing in remote participants to your hybrid meetings, the concept creation of meeting spaces becomes more complex. In video meetings content is no longer king. People are equally important. Meeting participants are very self-conscious, meeting dynamics change and surroundings play a large role. As 70% of communication is related to body language and facial expressions, these need to be captured on screen as good as possible.

Better collaboration is no longer about just productivity or time efficiency, it is also about creating high-quality, life-like video and audio experiences and giving everyone an equal share of voice, both inside and outside the room. The right room design and ecosystem can help counter that feeling of inequality for remote users.

Let’s get practical

Here are some practical tips to design equitable meeting spaces that truly make sure people and content get equal attention.

Is everyone seen?

  • Position the room display for the best camera angles. Place it a bit higher and the camera just below, on eye-level
  • Have have at least two displays so you can separate remote participants (gallery views) from content
  • Install AI-powered cameras zooming in on in-room participants when speaking

Is everyone heard?

  • Check the room acoustics
  • Install decent microphones and speakers
  • Benefit from AI features like voice recognition

Always consider the complete room ecosystem

  • Place furniture that suits the room size and optimal viewing of participants
  • Foresee proper lighting, screens
  • Install dual screens for people and content whenever possible
  • Integrate a whiteboard functionality or foresee a camera on a physical whiteboard
  • Integrate a room booking system and digital signage

Put the user experience first

  • Implement solutions that are wireless, seamless and automated
  • Create a flexible setup for your existing meeting spaces that switches effortlessly from UC mode to BYOM modes
  • Make requesting IT assistance easy