Hybrid work is no longer a trend, it’s the new normal. Organisations across the world, from SMEs to global enterprises, are embracing more flexible ways of working. Yet, while the shift to hybrid has transformed policies and work patterns, one critical area remains under-optimised: the meeting room.

Despite rapid digital transformation, meeting room technology often lags behind. Poor user experience, incompatible devices, and patchy audio-video quality are still all too common. At a time when employees expect seamless collaboration from anywhere, why are so many businesses still struggling with outdated, fragmented, or poorly integrated meeting room solutions?

In this article, we explore what’s holding back hybrid collaboration in the meeting room, the benefits of a unified AV and UC ecosystem, and how vendors like MAXHUB are redefining the modern meeting experience.

Fragmented Meeting Room Technology

Walk into any office building, and chances are you’ll find a meeting room with an awkward combination of mismatched hardware: an ageing projector from one vendor, a third-party webcam perched on top of a TV from another, and an audio device no one knows how to configure. These setups not only make meetings frustrating but also create ongoing support headaches for IT teams.

Common challenges include:

• Inconsistent user interfaces that confuse employees.
• Frequent technical issues during meetings, from echoing microphones to incompatible video conferencing platforms.
• Complex, hard-to-maintain setups cobbled together from multiple vendors.
• Security risks from unmanaged devices or software.

This fragmented approach to meeting room technology can derail collaboration and damage the credibility of hybrid working practices.

Why Consistency and Simplicity Matter

In the hybrid era, meetings need to work seamlessly whether attendees are in the room, joining remotely, or both. This means everyone should be able to hear and see clearly, contribute without lag, and engage with content effortlessly.

To enable this, businesses need to provide a consistent, intuitive experience across all spaces – from the boardroom to huddle spaces.

A unified ecosystem for AV and UC tools ensures:

• Simplified user experience: Employees interact with the same interface and controls, no matter the room.
• Reduced IT overhead: Fewer device types mean easier setup, fewer compatibility issues, and more streamlined support.
• Improved reliability: Integrated systems are designed to work together out of the box.
• Easier scalability: When new rooms or offices are added, the same setup can be replicated quickly.

Best Practices for Modern Meeting Rooms

If you’re planning to upgrade your meeting spaces, here are some best practices to keep in mind:

• Standardise your rooms: Aim for a consistent layout and tech stack across spaces.
• Choose certified equipment: Especially for platforms like Microsoft Teams or Zoom.
• Prioritise usability: Easy-to-use systems encourage adoption and reduce training needs.
• Centralise management: Use tools that support remote monitoring and updates.
• Plan for flexibility: Pick solutions that can evolve as your hybrid strategy matures.

MAXHUB’s Unified AV & UC Ecosystem

MAXHUB is one of the few vendors in the industry that delivers a full-stack meeting room solution. Their ecosystem covers:

• Interactive flat panel displays for collaboration and whiteboarding
• PTZ and fixed cameras optimised for a range of room sizes
• Microphones and speakerphones with beamforming and noise suppression
• All-in-one videobars for simplified solutions in smaller spaces.
• Microsoft Teams Rooms (MTR) kits that include everything needed to transform a room into a fully certified Teams meeting space

This comprehensive hardware portfolio means businesses can outfit an entire meeting room with MAXHUB devices, confident that they are designed to work seamlessly together. Here’s why this approach is particularly powerful for hybrid-ready organisations:

Single-Vendor Simplicity

Choosing a single vendor like MAXHUB for the entire room simplifies procurement, deployment, and support. There’s one point of contact, fewer compatibility issues, and no finger-pointing between hardware suppliers when something goes wrong.

Optimised Microsoft Teams Experience

MAXHUB’s Teams Rooms kits are designed to provide the best possible experience for Microsoft Teams users. With certified hardware and full ecosystem integration, meetings start faster, run smoother, and deliver consistent performance.

Centralised Management

IT teams can monitor, configure, and update devices from a central interface. This allows for proactive maintenance and security updates, reducing downtime and improving the user experience.

Professional AV Quality

High-quality audio and video are non-negotiable in a hybrid world. MAXHUB’s video bars and PTZ cameras use AI-based framing and tracking to ensure remote participants stay connected to the conversation, while noise-cancelling microphones eliminate distractions.

Future-Readiness

With hybrid work still evolving, businesses need solutions that can adapt. MAXHUB’s modular approach makes it easy to add or upgrade components as needs change, without reengineering the entire room.

Conclusion: It’s Time to Rethink the Meeting Room

The meeting room is the last frontier in many organisations’ digital transformation journeys. As hybrid work becomes permanent, the quality of your meeting spaces will directly impact collaboration, productivity, and employee satisfaction.

Vendors like MAXHUB are leading the way with complete, integrated solutions that remove friction, boost performance, and help businesses fully embrace hybrid work. Whether or not you choose MAXHUB, the principles behind their ecosystem—consistency, simplicity, integration—are the blueprint for modern meeting success.

Hybrid work is here to stay. It’s time our meeting rooms caught up.