5 Considerations for Better Video Conferencing Rooms with HP | Poly

In today’s hybrid workplace, video conferencing is the heartbeat of collaboration. Yet, nearly 44% of hybrid workers say they don’t feel included in meetings (Microsoft Work Trends Index 2022). This highlights a major challenge: how do we design video conferencing rooms that make everyone (in-person or remote) feel equally seen, heard, and empowered to contribute?

The latest eBook from HP | Poly explores five essential considerations for building better hybrid meeting rooms/spaces that enhance collaboration, productivity, and inclusivity.

Merge Technologies and the ‘One HP’ story: Discover how our expertise and HP’s partnership can transform your meeting spaces and collaboration experiences.

1. Choosing the right video conferencing equipment

Selecting the right conference room technology is critical for effective meetings. The eBook outlines three main approaches, each with distinct benefits:

Bring Your Own Device (BYOD) – Employees use their laptops to connect via USB or HDMI. Cost-effective for small spaces but may require juggling cables and settings.

Dedicated PC in the Room – A pre-configured solution for consistent performance with native cloud video apps like Microsoft Teams Rooms or Zoom. Turnkey for users but requires ongoing updates and security management.

Video Conferencing Appliance – An all-in-one solution integrating camera, audio, and processing. Offers reliability, security, and scalability for larger or mission-critical spaces.

The right approach depends on your organisation’s size, culture, and hybrid needs.

2. Meeting user expectations in hybrid spaces

Successful video conferencing rooms prioritise the user experience. Modern teams expect intuitive, seamless, and consistent collaboration across all spaces. Key considerations include:

• Seamless content sharing for frustration-free collaboration
• Intelligent video framing that automatically follows the conversation
• Crystal-clear audio so every participant is heard
• Noise-blocking technology to reduce distractions

Design rooms based on employee workstyles, meeting size, and the mix of UC platforms your business uses.

Have you invested a significant amount of money in microphone technology? Was the result not as good as you expected? You might be using a great microphone, but in the wrong room. Read one of our highly visited blog here on which mic is best for your conference rooms.

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3. Security and centralised management

As video collaboration becomes essential, security and manageability are critical. Centralised monitoring and analytics help IT teams

• Maintain visibility of room performance
• Troubleshoot quickly
• Improve end-user satisfaction

Organisations can manage security internally or leverage trusted vendors like HP | Poly, which offer compliance, patch management, and endpoint protection. Partnering reduces risk, lowers total cost of ownership, and frees IT resources for strategic priorities.

Download the HP | Poly eBook here.

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4. Building flexible video conferencing rooms

The hybrid workplace is evolving and so should your conference room technology. Flexible solutions ensure your spaces adapt to:

• New platforms
• Office relocations or expansions
• Hybrid work trends without costly reinvestments

Future-proof systems simplify configuration, minimise disruption, and keep employees productive with familiar interfaces. Designing for flexibility means your video conferencing rooms are ready for tomorrow’s collaboration challenges.

Think a standard lease gives you flexibility? Think again. See why MergeSPACES™ delivers way more than just monthly payments

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5. Service, support, and maintenance

Even the best AV managed services require strong support. End-to-end offerings, from design and consulting to 24/7 helpdesk and remote monitoring, ensure meeting rooms perform at their best.

Reliable support can:

• Minimise downtime
• Optimise room performance proactively
• Reduce IT workload

Expert partners make sure your video conferencing environment runs smoothly across all locations, enhancing productivity for every team member.

Creating Human-Centred, Inclusive Hybrid Meetings

Ultimately, video conferencing should make meetings more human. HP | Poly solutions combine intelligent hardware, intuitive software, and powerful management tools to make every meeting feel natural, inclusive, and productive.

With Merge Technologies and HP | Poly, organisations can deploy meeting room solutions that are easy to install, manage, and scale – creating future-proof video conferencing strategies that empower every voice, in every room, everywhere.

Learn more about creating better hybrid meeting experiences with Merge Technologies and HP | Poly.‍

Contact us to speak with a collaboration specialist.

_{Last updated: 14/10/2024}

_{Grace Tran - Marketing & Communications Manager}