The Hybrid Meeting Room: How to Build the Perfect Setup

Meetings are an essential part of every organisation, but the landscape is changing with the introduction of hybrid meetings. The question is, how can you ensure your hybrid meeting room is up to scratch? 

Here, Extech Cloud experts explain everything you need to know about hybrid meeting rooms – and, crucially, how to get started.

Elements of an effective hybrid meeting 

A hybrid meeting allows people to attend from anywhere in the world, but it needs to be effective to work. Here are some vital elements for successful and effective hybrid meetings:

• Visibility: Create a culture that targets visibility and ensure all remote participants feature prominently in the meeting with quality audio and video.
• Participation: Ensure remote participants remain engaged by asking questions, allowing their viewpoints are heard.
• Reliability and stability: For a consistent Hybridge setup you need a reliable and stable internet connection, using high quality equipment.

Essential equipment hybrid meetings 

You will need top-of-the-line equipment to make your meetings as high quality as possible.

Audio 

A good speaker setup will ensure everyone joining remotely can be heard by everyone else using conference desk speakers, for example, that evenly distribute sound so everyone can be heard online.

Microphones 

Conference speakers usually have high-quality microphones built in and have great input quality. Alternatively, lapel mics for people in the physical meeting will ensure everyone has maximum coverage.

Camera 

Making sure everyone is seen is very important. A great camera should do this, such as a 360, panoramic, or subject tracking camera.

Display 

Ensuring you have a high-quality screen is vital. Screens need to be large with high resolution and placed at the front and centre, so everyone can be seen.

Lighting 

You need to make sure the meeting room is well-lit to ensure the camera captures everyone around the room. You should also test your lighting temperature; generally, a neutral temperature works best.

Creating better experiences with Microsoft Teams Rooms 

The equipment is just part of the equation; you also need great software. Enter Microsoft Teams Rooms.

From intelligent and inclusive features to other key features, such as Copilot and AI speaker tracking, Teams Rooms has it all to ensure hybrid meetings run smoothly and allowing everyone to participate.

How to get started 

Microsoft Teams Rooms and great equipment will ensure your hybrid meetings are of the highest quality through the power of modern technology.

If you’re looking to get started with hybrid meetings but don’t know where to begin, reach out to us today. Extech Cloud experts are here to help and will ensure your meetings hit the ground running.

Get in touch with us now and see how we can help.