We explore some common techniques to mitigate noise in offices with a mix of acoustic and technological solutions, touching briefly on room design and highlighting cost considerations
Poor sound management can lead to miscommunication, reduced productivity and even discomfort, particularly in meetings involving remote participants through video conferencing. Proper noise reduction and sound management approaches are not just desirable, they are essential for maintaining a professional environment conducive to clear, efficient communication. Let’s begin by examining how noise manifests in a typical corporate environment.
Identifying Types of Noise in Meeting Rooms
Corporate meeting rooms are subject to various noise disturbances, both from external and internal sources.
- External Noise: This includes environmental sounds such as traffic, construction noise, office chatter, or even air conditioning systems from adjacent areas. These disturbances infiltrate meeting spaces through walls, windows, or door gaps, often making concentrating or holding confidential discussions difficult.
- Internal Noise: This refers to sound issues originating within the room itself. Reverberations, echoes, equipment hum (like that from projectors or AV systems) and air circulation noise from HVAC systems are common internal disturbances. Without proper sound absorption measures, speech clarity can be significantly compromised, leading to repetitive conversations and wasted time.
Recognising these noise types helps inform which solutions to implement, depending on the specific challenges of a given room. Next, let’s briefly explore acoustic design solutions for managing unwanted sound.
New Technologies for Active Sound Management
Advances in technology provide additional methods to manage sound in corporate meeting rooms, particularly in spaces that cannot easily be remodelled or treated with acoustic materials.
Optimally placed microphones and speakers are critical for ensuring everyone in the room is clearly heard, particularly during video conferences. Directional microphones focus on sound coming from a specific direction, capturing speech while filtering out background noise. They are especially useful in larger meeting rooms where multiple speakers are present
In speech applications, a headroom of around 10-12 dB is typically recommended to ensure clarity and prevent clipping during dynamic changes in volume. It refers to the amount of available space between the peak audio signal level and the maximum level before distortion occurs.
Distributed speaker systems can also play a big role in managing sound better. Rather than relying on just one or two speakers, this involves installing multiple, strategically positioned speakers to ensure even sound distribution, allowing participants at the back of the room to hear as clearly as those in the front.

Noise and echo cancellation technologies are becoming increasingly common in corporate settings. These systems utilise microphones to detect unwanted ambient noise, generating sound waves that actively cancel out the noise before it reaches the listeners. This approach is particularly beneficial for open meeting spaces or conference rooms in high-traffic areas where external noise cannot be eliminated entirely.
Sound masking is another solution to unwanted background noise that involves the introduction of ambient background noise—such as a low-level sound similar to airflow—that makes external conversations or noises less distinguishable. Filling the auditory space with a uniform noise minimises distractions and increases speech privacy, making it ideal for rooms adjacent to busy hallways or open-plan offices. Direct sound masking employs speakers that point downwards directly from the ceiling. On the other hand, indirect sound masking entails pointing concealed speakers upwards and letting the sound bounce off the ceiling deck to achieve the desired results.

Additionally, several AI-driven tools such as personalised audio isolation and dereverberation incorporating deep learning are transforming audio clarity. These technologies suppress unwanted background noise and reverberation, enhancing speech in real time. Tailored algorithms can intelligently differentiate between spoken words and noise, providing more precise audio isolation tailored to individual environments. This results in clearer communication, especially in noisy or reverberant spaces, benefiting applications such as video conferencing and virtual meetings.
Particularly useful in open-office environments and conference rooms, audio fencing isolates and captures sound within a designated area while blocking out unwanted background noise. It uses advanced algorithms and microphone arrays to create a virtual “fence,” allowing only the intended audio—typically speech—to be picked up from within the zone. This ensures clear communication by suppressing distracting sounds outside the focus area and enhances speech intelligibility while reducing noise pollution in shared spaces.
In addition to these tricks, sound is significantly affected by room dimensions and its contents (furniture, physical layout etc.), making it imperative to get right when setting up a collaborative space.
Passive techniques: Soundproofing and Absorption
Effective acoustic management begins with addressing both external and internal noise sources. Soundproofing is essential for mitigating external noise infiltration.
Internal noise issues, particularly echoes and reverberations, are best addressed through sound absorption. Acoustic treatments reduce the sound reflected off surfaces, creating a clearer auditory environment.
While these “traditional” solutions are great in and of themselves, several other modern techniques are becoming popular to treat and manage sound when there is limited scope for the above methods.
In cases where further noise control is required—beyond room design, ceiling height and the use of soft materials—diffusers come into play. They scatter sound waves to reduce echoes, improving overall acoustics without eliminating sound energy. Porous absorbers, such as foam or fibreglass, handle high-frequency noise, while resonant absorbers like bass traps focus on low frequencies, reducing bass buildup. By working in tandem, these tools help balance sound and reduce unwanted noise.

Several innovative solutions have also emerged to enhance acoustic management in corporate spaces. Acoustic pods, for example, are standalone structures that offer soundproofed, private meeting spaces within open offices. These pods are equipped with soundproofing materials and integrated AV technology. Modular acoustic panels provide flexible, customisable sound control and can be easily added or removed to suit a room’s acoustic needs. Some panels double as design elements, combining function and style. Finally, smart ceiling tiles are revolutionising sound management, absorbing noise and adapting automatically to room occupancy and sound levels for optimal performance.
In Summary
Proper AV integration is key to a well-managed acoustic environment. A soundbar with integrated microphones may suffice for smaller rooms, while larger rooms benefit from ceiling microphones and distributed speakers. With video conferencing on the rise, AV systems must manage in-room and remote audio. Echo cancellation, automatic gain control and audio levelling ensure consistent sound quality, regardless of the number of participants.
While the upfront cost of sound management may seem high, the long-term benefits justify the investment. Organisations implementing robust acoustic solutions in their meeting rooms see tangible productivity, communication and employee satisfaction improvements. The return on investment (ROI) becomes evident as distractions are minimised and meetings become more efficient, leading to quicker decision-making.
Additionally, the ability to hold confidential meetings without concerns of external interference enhances a company’s professional image and ensures compliance with privacy standards. Effective noise reduction and sound management are essential for creating an optimal meeting room environment in today’s corporate world. By leveraging a combination of architectural design, technology and strategic AV integration, companies can foster productive, distraction-free spaces where communication flows seamlessly.