Meeting rooms of the future: discover how they are evolving

Meeting rooms are an integral part of everyday office life. They are spaces designed to exchange opinions, supervise the development of the different projects underway, discuss problems and provide solutions. 

As soon as we hear its name, the typical meeting room with a long central table and chairs on the sides comes to mind. Although it remains a classic concept, largely oblivious to the different fashions, it can and must nevertheless adapt to the new times. 

The technological disruption generated by the pandemic led to new work models and ways of relating to bosses and office colleagues. The meetings of work teams became virtual, with their advantages and disadvantages. 

Although current technology allows to maintain the pace of working from home, the excess of videoconferences generates a feeling of being fed up and even stress in workers. Many professionals demand the return of face-to-face meetings, with direct contact with their colleagues. At least some days of the week. For this reason, modern meeting rooms are adapting to new needs and becoming hybrid spaces.

Hybrid meeting rooms

In 2019, boardrooms with technology adapted for the simultaneous work of face-to-face and remote teams were seen as cutting-edge, but generally anecdotal. Perhaps interesting for large companies, although dispensable for the rest. 

Today’s opinion is certainly quite different. The world changed with the pandemic and the workplace has had to adapt to the new situation. The use of online platforms such as Microsoft Teams or Zoom has already become standard. 

Conference rooms equipped for hybrid meetings are now common in many companies. This improvement of the facilities and the reinforcement in cybersecurity allows us to foresee what the rooms will be like in the future.

Mixing online/offline meetings

The unstoppable momentum of online meetings in modern boardrooms does not imply their exclusive use in the future. The pandemic has strengthened this habit, which, as the situation has improved, its protagonists want to change. 

I work at home yes, but also in the office. Socializing in person, the old-fashioned way, remains a priority for most human beings. For this reason, it is necessary to find an intermediate point in the holding of online/offline meetings.

For an effective meeting, the modern meeting room must have adequate video conferencing software and be protected with cybersecurity.

Video Conferencing Software

Until very recently it was common to use a simple laptop with a decent webcam for meetings. 

Currently, it is normal for hybrid meeting rooms to have a central camera and a large screen to show the different members of the team remotely.

The internet connection has to be high speed. Do not forget that videoconferencing requires a large bandwidth. Especially when the camera used is HD. A good lighting configuration is essential. If not, the efforts of the HD camera to capture the face are hindered, and it is easy then for the participants to lose focus. 

Cybersecurity in the boardroom

Office security has become a priority in the last two years. It will undoubtedly be a must in any modern meeting room worth its salt. It’s the future. 

After the problems that emerged in 2020 with Zoom video calling software (hacked webcams, people sneaking into meetings, poor data protection), companies decided to take action on the matter. Either they improved their security or sooner or later they would fall victim to any cyberattack. 

Among the most basic protection measures, we can find: 

• Password-protected meeting rooms. 

• Training of workers to detect phishing attempts.

• If desktop sharing has been enabled, check to see if all user actions are recorded. 

• During the meeting, avoid any type of external recording or capture device, visible or not, such as surveillance cameras, microphones or mobiles.

At Cloudworks we always walk hand in hand with the new times. Our hybrid meeting rooms are equipped with the technology and furniture necessary to carry out useful professional meetings. 

Along with a practical and comfortable furniture, our rooms are equipped with TV or projectors, as well as high-speed internet connectivity. In addition, you have coffee, tea and water while you carry out your meeting.The use of this type of rooms is continuous. Both by Cloudworks members and by external professionals who request this service for specific meetings. Their high demand makes it highly recommended to book them in advance to be sure of their availability. If you are interested in using one of our meeting rooms, do not hesitate to contact us. In our various locations in Madrid and Barcelona you can find the ideal space you are looking for. Give us a call for more information. We always adapt to your needs!