Meeting rooms are growing in popularity as businesses seek to tempt employees back to the office and ensure hybrid workers can collaborate effectively – and the audio-visual elements are crucial to ensuring these ambitions happen.
Hybrid working is a fixture in the UK workplace today, with 51% of employees working in a hybrid format, according to Owl Labs’ State of Hybrid Work 2024 report – up from 46% in 2023.
But whether people are in the office or not they need to collaborate, which is driving demand from many businesses to install dedicated meeting rooms for physical and hybrid meetings.
“Everyone is looking for flexibility, and the organisations that fail to offer this will struggle to be competitive,” says Frank Weishaupt, CEO of Owl Labs. “Therefore, many employees are looking to make sure that the time they spend in the office is genuinely collaborative and productive, often saving their time at home for deep focus tasks.”
Pete Murphy, CSO at Nebula Global Services, adds that there is growing demand for investment in high-quality meeting room infrastructure. “The need for effective meeting spaces is on the rise as organisations aim to create environments that truly support hybrid collaboration, where in-person and remote users can connect and contribute on equal footing,” he says.
“Since COVID, the role of the office has changed dramatically. It’s no longer just a place to sit at a desk, it needs to offer real value to bring people in. One of the biggest drivers is well-equipped meeting rooms that make collaboration easy, effective and even enjoyable.”
Morten Boll, global UC director of Midwich Group, notes that many organisations are also entering an early refresh cycle for their existing meeting room setups, particularly those outfitted during the pandemic. “Additionally, advancements in technology – especially the integration of AI into collaborative tools – have increased the need for meeting rooms equipped with the right hardware and software,” he says.
Getting it right
Getting the right hardware and software is paramount for meeting rooms. “The right AV setup is essential,” Frank says. “Even minor tech issues, like poor sound or video, can seriously disrupt productivity and lead to frustration.”
Frank cites Owl Labs’ recent Pulse Survey, which found that 83% of UK employees reported experiencing technical difficulties during hybrid meetings. That survey also found that the most disruptive challenges are unreliable connectivity (38%), audio issues (34%), and video lag (33%). “Overcoming these issues is especially important in a hybrid environment, where teams rely on technology to ensure that they stay connected regardless of where they are working,” says Frank.
Anneke Hart, business development manager corporate at LG Business Solutions, adds that poorly mounted displays, inadequate audio, poor visibility are all barriers to effective communication. “We have the tools and technology to see, hear, and present effectively, but understanding how the meeting room will be used is important.
“For example, if meetings are likely to involve 10+ people on a regular basis then an ultra-stretch display will ensure you can view attendees clearly, even while presenting. Improved picture quality and wide viewing angles can boost the efficiency of meetings.
“If the boardroom is being used by high volumes of people and multiple devices, then a robust AV system that individuals can easily and securely link to without experiencing technical challenges is key.
“Similarly, in smaller ‘huddle’ rooms which might be used for employees to brainstorm, there are different products that can help. Displays like this have multi-touch functionality with easy installation and direct screen annotation features – this makes them ideal for small groups and supports productivity and collaboration.”
Pete agrees that getting the AV setup right is essential. “Poor audio or glitchy visuals don’t just annoy users, they waste time and can seriously damage a business’s professional image,” he says. “On the flip side, smooth, intuitive AV experiences can transform meetings, especially when teams are spread across regions and time zones.”
Morten adds that high-quality AV devices are essential to ensure a consistent and engaging meeting experience for all participants. “However, AV products alone are not sufficient,” he notes. “A comprehensive solution that integrates hardware, software and services is necessary to deliver a seamless and effective collaboration environment.”
Hot products
There are various trends in AV products for meeting rooms. Pete says there is huge demand for all-in-one video bars, AI-powered cameras, high-quality microphones and interactive displays. “Simplicity, interoperability and remote manageability are key features that our channel and their clients are looking for,” he adds. “Solutions that support Microsoft Teams or Zoom out of the box are also proving popular, helping organisations standardise quickly and scale with confidence.”
Anneke says that highly interactive, intelligent screen solutions are also in demand. “These include a shift to 21:9 ratio displays and monitors, which optimise the video conferencing experience,” she says. “These wide or ‘ultra-stretch’ products are ideal for this type of application and help businesses to create new meeting room experiences – and can include touchscreen capabilities for enhanced collaboration.
“Optimised meeting room layouts with strategically placed displays can ensure that the flow of discussion isn’t limited by obscured screens or poor visibility.”
Frank adds that customers are demanding AV products that prioritise ease of use, flexibility and inclusivity. “Many organisations are moving away from single devices in their meeting rooms, instead building a flexible ecosystem that includes multiple customisable smart conference tools,” he adds. “This offers full room coverage and means that workers spend less time managing tech setups and more time on the task at hand, no matter the meeting room or environment.
“Equally, products that have integrated AI, such as cameras that auto-focus on speakers, offer real-time transcription features, or smart audio systems, can further facilitate effective hybrid meetings.”
Morten adds that all-in-one video displays and interactive boards with native platforms are popular currently. “There is also significant interest in microphones, as they play a key role in enabling AI-powered features like live transcription and real-time translation,” he says. “Additionally, room management systems are gaining momentum, especially as meeting spaces increase in number and complexity, often featuring multiple devices per room.”
Reseller conversations
When talking to customers about AV equipment for meeting rooms, there are various things resellers should be highlighting. Frank says resellers should “get under the skin of an organisation, understanding its unique needs and growth-drivers.
“No two organisations are the same, so building scalable options that adapt to their needs is essential, whether it’s a single meeting room or a company-wide rollout,” he adds. “It’s essential that meeting technology is intuitive and easy-to-use, so that all types of employees can easily connect and get on with their meeting.
“Equally, many buyers are now looking for AI-enabled tools. While new features like auto-focus and real-time transcription are exciting, it’s also important to mitigate any potential risks. Security and data privacy should also be central to any offering, with the right safeguards in place for the environment. Resellers who position themselves as partners in creating future-ready, hybrid-friendly spaces will stand out in a rapidly evolving market.”
Morten advises resellers to start by focusing on the customer’s chosen collaboration platform, whether it’s Microsoft Teams, Zoom, or another solution. “Also, emphasise that a meeting room is much more than just its AV hardware,” he says. “Adoption services, user training and education are critical to a successful deployment. These efforts not only drive higher utilisation but also create opportunities to expand and scale AV solutions across more rooms.”
Pete says resellers should take the conversation beyond just hardware specs. “It’s about the full experience, how spaces are used, how easily solutions integrate with existing systems, and how manageable everything is over time,” he explains. “That’s where services like proactive support and managed offerings really shine. The real value isn’t just in the tech; it’s in helping customers deliver meaningful outcomes through smart solutions and services.”
Growth and change
Commentators agreed that demand for advanced AV solutions is going to accelerate. “As hybrid work models mature, organisations will further invest in the flexible ecosystem model, to ensure that collaboration is maintained between colleagues working in different environments,” says Frank.
“This could include introducing smarter audio and video tools and offering improved training for users. The focus will shift from simply enabling meetings to creating truly inclusive, seamless experiences for all participants.”
Anneke says it is likely that smart room automation with enhanced AI capability will grow in popularity. “There’s also growing pressure to choose AV systems that are energy-efficient, support remote monitoring, and align with corporate ESG goals with lifecycle management and upgradability are becoming decision factors,” she says.
Morten adds that the focus is shifting from individual meeting rooms to the broader workplace experience. “This includes integrating meeting room technology with collaboration platforms, telephony systems, and hot-desking solutions to create a unified and flexible work environment,” he says. “Moreover, adopting an AI-first approach will become increasingly important, as intelligent features become a standard part of workplace technology.”
