Enhancing Audio for Hybrid Meetings in a Corporate Conference Room
In many modern offices, large conference rooms are used daily for hybrid meetings, connecting staff across multiple locations. These rooms often seat 15–20 people around a central table and are commonly surrounded by glass partitions or other reflective surfaces.
Despite investment in conferencing hardware, a frequent complaint is that remote participants struggle with speech intelligibility.
Challenges
Acoustic reflections from glass and other hard finishes, which reduce clarity.
Uneven microphone pickup, making some speakers sound distant or muffled.
Ambient noise from HVAC systems or office activity that disrupts calls.
Frustration and reduced meeting efficiency, as conversations need to be repeated.
Process
An effective approach begins with an acoustic survey to measure reverberation times and identify reflective problem areas. This is then complemented by a review of the conferencing system’s microphone and DSP setup.
Both the physical space and the signal chain need to be considered together to avoid treating symptoms rather than causes.
Solution
A practical solution for such environments typically involves:
-
Adding subtle acoustic treatment, such as broadband absorbers on key wall or ceiling surfaces, to reduce reverberation while maintaining a professional appearance.
-
Looking at sound insulation options if the outside noise is too disruptive.
-
Upgrading to beamforming microphones that actively track and isolate whoever is speaking.
-
Optimising the DSP configuration for echo cancellation and gain structure.
-
Providing staff with simple guidelines for consistent usage, such as keeping laptops and materials clear of microphone paths.
Some manufacturers offer full meeting-room systems that can include cameras and projectors in addition to directional microphones and speakers. Most of the time, if the meeting room doesn't pose specific challenges, these systems will be enough to overcome any issues. Additional sound treatment throughout the room is always a good idea to further improve sound quality.
Outcome
When these steps are implemented, conference rooms become significantly more effective for hybrid communication. Remote participants benefit from clearer, more natural-sounding conversations, with improved speech intelligibility and reduced background noise, making discussions feel more immediate and engaging. In-room users also notice a marked difference: fewer interruptions, less need to repeat themselves, and a smoother overall meeting flow.
The enhanced acoustic environment and optimised signal chain reduce listener fatigue, helping teams stay focused during longer sessions. Overall, these improvements foster more productive and confident communication, allowing both remote and on-site participants to collaborate seamlessly.
Closing Thoughts
An effective solution to a sound treatment challenge typically arises from the careful integration of architectural acoustics and system optimisation. Even a high-quality microphone or DSP cannot compensate for problematic reflections, uneven coverage, or poor room geometry. Conversely, excellent acoustic treatment alone is insufficient if the signal chain is not properly configured. By addressing both the physical environment and the technical system together, the outcome is consistently clear, intelligible, and reliable audio.
These principles are fully scalable, meaning they can be applied across multiple rooms or locations. This makes them particularly valuable for organisations seeking to standardise hybrid meeting spaces, ensuring that every room delivers a consistent, professional experience for both in-person and remote participants.