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Streamlined AV Control: The Next Step in Hybrid Meeting Excellence

As businesses demand smarter, more intuitive AV solutions, certain systems are redefining how we collaborate and control our environments. Discover how these game-changing technologies transform workspaces with seamless integration, AI-driven automation and future-ready design.
When evaluating meeting room solutions for modern business environments, it’s essential to consider both current needs and future scalability. A new wave of highly integrated systems designed to optimise the AV experience across various settings, from boardrooms to multi-functional spaces is emerging. As more organisations turn toward hybrid work models, solutions like these offer promising potential. But how does it fare in practical scenarios within enterprise meeting rooms?

While more conventional platforms may specialise in certain areas—audio management, video conferencing, or environmental controls—the strength of these unified systems lies in their ability to integrate several room elements.

This can be a significant advantage for businesses looking to streamline the experience within hybrid meetings, especially in larger meeting rooms. However such integration also raises questions about compatibility with existing systems, initial cost and the potential learning curve for users.

Holistic room integration: Simplification or overreach?

At its core, the most compelling feature of such turnkey systems is their holistic room integration. Unlike fragmented systems that require juggling between separate audio, video, lighting and scheduling platforms, they bring all these functions under one roof. They combine intelligent video with multi-camera systems, speaker tracking, and multiple displays to make everyone present and visible at all times during the meeting. For companies that manage multiple meeting rooms or flexible workspaces, this can reduce operational complexity and ensure more consistent user experiences across different spaces.

However, a fully integrated system like this may require businesses to upgrade their existing AV infrastructure to accommodate the new technology. While the system’s unified approach presents undeniable benefits, decision-makers can look forward to assessing how the initial investment paves the way for lasting operational efficiencies over time.

AI and automation: Intelligent, but is it foolproof?

With the recent surge in AI-based systems within meeting rooms, it’s no surprise that AI-driven automation has made its way here too. By intelligently adjusting cameras, lighting and audio in response to room dynamics, the system promises a more natural and engaging experience, particularly for hybrid meetings. For example, its camera can automatically frame a speaker, while lighting adjusts to ensure optimal visibility. These features are undeniably attractive for businesses aiming to reduce manual intervention during meetings and allow for a more streamlined experience.

PTZ-camera

An intelligent PTZ camera with 20x optical zoom Source: Crestron

At this point, AI is still developing in its capabilities within this context. While automation can already handle many routine adjustments, there may be occasional instances where manual intervention is required—such as correcting camera angles or tweaking audio levels in real-time.

That said, we have reached a point where production-quality video output can be achieved with minimal human input which is an amazing feat in and of itself. This makes it very simple and quick for the respective corporate teams to put out product announcements, keynote speeches, press conferences and lots more.

Hybrid meeting optimisation: A competitive edge?

In a world where hybrid meetings have become the norm, these integrated room systems stand out for their ability to optimise the experience for both in-room and remote participants. The solution bridges the gap between the physical and digital meeting spaces by auto-tracking speakers (using specialised cameras) and balancing audio for clarity. Employing intelligent framing using onboard neural processing, these smart systems pull ahead of more rudimentary ones that may focus solely on either in-room AV or virtual conferencing solutions but not both.

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A multi-camera, multi-display hybrid meeting room

This added functionality can significantly improve communication for businesses that frequently conduct hybrid meetings in larger rooms, ensuring remote participants are not left out of the conversation. However, for smaller organisations or teams that don’t have an even mix of in-person and hybrid meetings, the value of this feature may be less immediately apparent. As such, it’s important for organisations to carefully assess the extent to which these advanced capabilities will be utilised before committing to the investment.

  • Foster natural, face-to-face interactions 
    With holistic AV control, participants can engage in meetings that feel almost as organic as in-person conversations. Crystal-clear audio and high-definition video reduce delays and distractions, allowing teams to connect more naturally and confidently—no matter where they are.

  • Intuitively read the room and stay engaged
    Enhanced AV solutions simplify reading the room by seamlessly capturing expressions, gestures and reactions. Advanced camera tracking and optimised sound ensure that remote participants feel as involved as those on-site, making meetings more dynamic and interactive.

  • Combat online meeting fatigue with inclusive conversations  
    Hybrid meetings that prioritise inclusive, real-time communication help alleviate online meeting fatigue. By fostering a collaborative environment where every participant feels seen and heard, these AV setups make meetings less exhausting and more productive.

User-centric design

Any good system is designed for ease of use. Its interface simplifies control over complex AV setups, making it accessible to users with varying levels of technical proficiency. This is a major advantage as intuitive design ensures that employees can operate the system with minimal training, reducing the burden on IT support.

Users can lower the blinds, dim the lights and adjust the sound—all from the comfort of their chair. Such seamless AV solutions let you create the perfect setting for any hybrid meeting with just a few taps.

However, as with any advanced system, there may be a slight learning curve for users unfamiliar with centralised AV platforms. While the interface may be designed to be user-friendly, it’s still essential for businesses to invest in training to help employees navigate its full range of features.

Why settle for one when you can have many

In advanced hybrid meeting rooms, sophisticated multi-camera and multi-display setups bridge the gap between in-person and remote participants. Rather than relying on a single camera, these rooms feature multiple cameras with speaker tracking and visual AI to capture a natural, front-facing view of each speaker, instantly framing them on screen for remote attendees.

This approach creates a more personal, face-to-face experience that brings virtual attendees closer to the conversation. Likewise, multiple displays ensure that remote participants are always visible to those in the room, allowing for easy recognition of non-verbal cues and subtle gestures. This comprehensive setup fosters a more engaging, collaborative environment where everyone feels connected, regardless of location.

Advanced AV customisation

One of the greatest strengths of an exceptional solution is its flexibility. Can it be tailored to meet the specific needs of different spaces, from small huddle rooms to expansive conference areas? This modularity ensures that it can scale according to the growing needs of the company and the subsequent evolution of its AV requirements. Businesses that expect to expand their AV needs will appreciate this adaptability, especially as they seek to future-proof their investments.

Nevertheless, customisation comes with its own set of challenges. Configuring the system to meet an organisation’s precise needs can require significant time and resources. The setup process may be more complex than anticipated for some companies, especially those without dedicated AV teams. Engaging with customer support services or third-party AV consultants could alleviate this burden, but prospective users should factor this into their decision-making process.

More work to set up, but smooth going thereafter

A recent deployment of Crestron’s Sightline in a client’s corporate office provides valuable insight into its real-world applications. The organisation, a global enterprise with multiple meeting spaces, sought a solution to streamline its AV management while enhancing collaboration between remote and on-site teams. The feedback has been largely positive—users appreciate the seamless integration of AV, lighting and scheduling systems, and remote participants have noted the improved clarity of hybrid meetings due to its AI-driven camera tracking and audio optimisation features.

However, while the system significantly reduced manual intervention in meetings, initial setup and customisation required significant time and technical resources. They had to collaborate closely with AV specialists to ensure that the system’s settings were tailored to their specific needs. Once this was achieved, the company reported improved efficiency and user satisfaction once the system was fully operational, particularly in high-traffic meeting rooms where consistency in AV performance is critical.

This case underscores both the strengths and the practical considerations of adopting such a system—while it offers a sophisticated, unified AV experience, it also demands a careful planning phase to ensure that it aligns with the specific needs and technical capabilities of the organisation.

A Green Advantage and The Future of Work

In today’s business landscape, sustainability is not just a buzzword—it’s a necessity. This makes intelligent meeting room systems valuable as they contribute to energy efficiency through intelligent automation. By adjusting lighting and AV systems based on real-time room usage, these systems ensure energy conservation when spaces are unoccupied.

Your system of choice must also be future-proof and adaptable to future technology standards. Modular design and software-driven updates help ensure that organisations can continue to benefit from the system as technology advances, reducing the need for wholesale overhauls in the future.

In conclusion, we can confidently say that these intelligent, holistic meeting room solutions are robust and forward-thinking upgrades for businesses that prioritise seamless AV integration, hybrid meeting optimisation and long-term scalability. They are especially valuable in larger, more complex and high-value meeting room applications like – boardrooms, training rooms and multi-purpose rooms where hybrid interactions and collaboration are common.

Organisations with complex AV requirements, a commitment to future-proofing and a desire for a comprehensive turnkey system will likely find great value in systems like the Crestron Sightline. For others, a more focused solution may suffice. As with any major investment, the key lies in understanding both the capabilities and the limitations of the technology and matching those to the specific goals of your business.

Revolutionise your organisation’s meeting spaces with tailored expertise for whole-room integration. Join the numerous corporations that have trusted Actis Technologies for their AV technology needs and contact us at 022-30808000 today.