Trends shaping future of Meeting Rooms

Meeting rooms are an essential part of any workplace, where teams can collaborate, brainstorm, present, and learn. However, with the rise of remote work and hybrid models, meeting rooms need to adapt to the changing needs and preferences of employees and clients.

In this blog, let's discuss some trends shaping the future of meeting rooms and how can meeting rooms become more flexible, engaging, and productive in the future.

A survey of 278 executives by McKinsey in August 2020 found that on average, they planned to reduce office space by 30 percent. So, it's essential that every real estate inside the office is used diligently - by this, I mean to say every foot of space in the office should generate some value for an organization.

One trend that is shaping the future of meeting rooms is the use of smart technology.

Smart meeting rooms are equipped with devices and software that can enhance the meeting experience by automating tasks, facilitating communication, and providing insights.

For example, smart meeting rooms can:

• Use voice or facial recognition to identify participants and customize settings

• Connect seamlessly with various platforms and devices for video conferencing and screen sharing

• Record and transcribe meetings for easy reference and follow-up

• Provide real-time feedback and analytics on meeting performance and engagement

• Adjust lighting, temperature and noise levels to optimize comfort and focus

If you look around, you will find solutions to all these needs in a Smart meeting room:

• Record and transcribe - Fireflies.ai

• Use facial recognition to identify participants - Webex People Insights

• Connect seamlessly with various platforms and devices - Cisco Webex devices

• Provide real-time feedback and analytics on meeting performance - ZoomIQ

Another trend that is influencing the future of meeting rooms is the demand for more flexibility and creativity.

Flexible meeting rooms are designed to accommodate different types of meetings, from formal presentations to informal discussions. They can be easily reconfigured by moving furniture, walls or screens to create different layouts and atmospheres.

For example, flexible meeting rooms can:

• Transform from a boardroom to a lounge or a classroom depending on the purpose

• Offer modular furniture that can be arranged in various ways to suit different group sizes and dynamics

• Provide interactive surfaces that can be used as whiteboards or touchscreens for brainstorming and collaboration

• Incorporate elements of nature or art to inspire creativity and well-being

The future of meeting rooms is not only about technology or design but also about culture and behavior.

Meeting rooms are not just physical spaces, but also social spaces where people interact, share ideas and build relationships. Therefore, meeting room etiquette needs to evolve as well to ensure that meetings are respectful, inclusive and effective.

For example:

• Meeting participants should respect each other's time by starting and ending on time

• Meeting facilitators should set clear objectives, agendas, and expectations for each meeting

• Meeting attendees should actively participate by asking questions, giving feedback, and contributing ideas

• Meeting organizers should follow up with action items, summaries, or next steps after each meeting

Meeting room booking solutions allow meeting participants to reserve a room and free the space before the next meeting starts.

Condeco, AppSpace, Zoom Workspace reservation are a few solutions for meeting room scheduling.

Solutions like Webex assistant and Zoom Smart recording allow organizers and participants to have meeting highlights available for use.

Meeting facilitators can use solutions from Airgram or Otter to set clear agendas and expectations for meetings.

Meeting rooms are more than just places where people gather; they are places where people create value. By embracing smart technology, flexible design and respectful etiquette, meeting rooms can become more future-ready, enhancing collaboration, innovation and productivity in any workplace.

How smart are meeting rooms at your workplace?