As workplace cultures continue to change, modern businesses must adapt their offices to support novel approaches. Whether that’s investing in intelligent software solutions for the growing numbers of hybrid and remote workers or developing converged security systems to appropriately protect employees from physical and cyber threats, business owners must innovate to achieve success. 

Thankfully, modern smart technology allows teams to develop and implement bespoke office management solutions designed to provide staff with a more convenient, efficient, and reliable way to perform essential tasks. For business owners and management teams interested in upgrading their office technology, here’s how smart meeting room design can improve the modern workplace.  

Cloud-based technology 

Before looking into specific features, it’s worth discussing how smart meeting rooms are commonly managed. When integrating multiple smart devices to create a connected building management system, teams will often opt to develop cloud-based networks rather than using traditional on-site servers. 

When it comes to cloud vs on premise security solutions and management systems, cloud networks have a few advantages. The main benefit being teams can connect a wide array of hardware and software devices to the system wirelessly without the need for time-consuming and potentially costly wiring work. 

Additionally, cloud-based servers will not need to be manually maintained and updated on-site, instead, these functions will be carried out automatically by the service provider, further reducing operating costs. 


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Video conferencing software 

Intelligent video conferencing software is essential to smart meeting room design. With 58% of Americans working from home at least one day per week, businesses must have an effective and reliable way to communicate with dispersed workforces. When considering which software solution will be most appropriate for any given workspace, teams should consider the following features: 

  • Cost – Will a subscription service be most appropriate? Most modern conferencing services require each host to purchase a license, for large teams, these costs can quickly add up 
  • Group size – How many unique users can attend the same meeting? Some services allow a small number of participants to join for free, with additional charges for larger groups 
  • Integrations – Can additional software be used with conferencing tools? It may be possible to add data analysis software or AI tools into meetings to improve remote collaboration 

Smart whiteboards 

Every smart meeting room must have a focal point that allows participants to collaborate and display important ideas. In a modern workplace, this can be achieved through the installation of a smart whiteboard. These interactive tools can be used to display digital media, connect to the internet and allow both in-person and remote workers to view, edit and adjust the same documents simultaneously. 

Additionally, any notes or information written on the board will be saved as a digital file that can be distributed to all employees once the meeting is over, ensuring that no crucial ideas ever become lost or forgotten about as well as helping team leaders to keep track of active projects with ease. 


Image by Pete Linforth from Pixabay 

IoT sensors 

Smart meeting rooms can make use of an array of IoT sensors to improve efficiency and productivity. Occupancy sensors can be used to assess how many people are using each meeting room and inform staff of which rooms are currently in use, and motion sensors can be connected to HVAC systems to reduce energy waste by only switching on lights and heating when rooms are occupied. 

Integrated scheduling systems

When designing a smart meeting room with cloud-based connectivity, teams can develop integrated scheduling systems that allow staff to reserve facilities at any time. Scheduling systems can be linked to each employee’s access control credentials allowing staff to book and sign into spaces by simply presenting their access card or smartphone. 

This system can also be connected to internal digital calendars and building management systems allowing administrative staff to view real-time updates when scheduling appointments for visitors.  


As workplace cultures move further towards hybrid schedules and remote roles, it’s essential that businesses invest in smart technology to ensure that productivity remains high. By designing smart meeting rooms centred around collaborative tools, cloud-based systems and data-informed devices, modern workspaces can continue to thrive regardless of where employees happen to be based.