In 2024, meeting rooms at Microsoft are ‘reinterviewing for their jobs’ as the company transforms its approach to hybrid meetings. Matthew Marzynski, principal product manager for Microsoft Digital, explains that meeting rooms must now demonstrate adaptability, technological proficiency, and the ability to foster collaboration in a hybrid environment.
The Shift to Hybrid Work
The COVID-19 pandemic in March 2020 accelerated Microsoft’s shift to remote work, changing how the company operates, thinks, and interacts. Before the pandemic, meeting rooms were primarily used for in-person gatherings with virtual participation as an afterthought. Now, with Microsoft Teams Rooms, remote participants are considered equally important.
Challenges in Large Meeting Spaces
While Microsoft has improved smaller meeting rooms and executive boardrooms with advanced technology, large spaces remain a challenge. These venues, hosting all-staff meetings and large-scale training sessions, often leave remote attendees with a poor experience. Sam Albert, product manager for Digital Workplace and Meeting Experiences, describes remote participants seeing only a small window of the presenter, feeling like they’re watching a ‘bad public broadcast channel.’
The Hive: Microsoft’s Meeting Room Incubation Lab
The Hive team, led by Marzynski and Albert, is tasked with inventing the future of meeting room experiences. They identified unique challenges in large spaces, including scale, cost, inclusion, and technology. By separating the needs of three stakeholder groups – the audience’s relation to content, remote and physical audience interaction, and the presenter’s relationship with both groups – they developed a prototype that could adapt to various spaces.
Key Solutions and Innovations
- Multiple cameras: To capture the live audience and provide remote attendees with a more immersive experience.
- Dedicated displays: For remote participants to feel more included.
- Enhanced Microsoft Teams features: To facilitate better collaboration.
- Modular design: Making the technology easier to install and support.
Customer Zero Program and Feedback
The Hive team tested their prototype internally through Microsoft’s Customer Zero program, gathering feedback from real events. They iterated on their design, addressing issues such as microphone feedback and poor audio quality. This process helped refine their approach and make crucial design choices.
Designing for Inclusivity
The team prioritized creating an equitable experience for both in-person and remote employees. Roy Sherry, principal technical program manager, emphasized the importance of making remote attendees feel included through features like participant displays showing remote users.
Results and Future Plans
The new large venue solution has reduced deployment time from 30 days to 2 days and cut costs by more than 50%. Microsoft plans to continue refining their hybrid meeting capabilities, working with manufacturing partners and customers to pilot new solutions.
Takeaways for Businesses
- Rethink employee experience across digital and physical spaces.
- Recognize that venues aren’t just scaled-up meeting rooms; they require different AV engineering.
- Prioritize inclusivity to boost productivity and accessibility.
- Consider using Microsoft Teams Rooms to enhance hybrid meeting experiences.
By transforming their large meeting spaces, Microsoft is creating a more inclusive and collaborative environment for both in-person and remote participants. This work is ongoing, with a focus on making hybrid meetings more effective and accessible for all.
