The Hybrid Workplace and the Evolution of the Meeting Room

by Jay Roper, Senior Audiovisual Consultant

Healthcare organizations have never operated within a single set of walls. Clinical leaders, facilities teams, IT departments, and executive stakeholders often span campuses, regions, and care settings — yet they are expected to make timely, high-impact decisions together. As hybrid work becomes a permanent reality, healthcare systems must rethink how their collaboration environments support operational performance, capital planning, and clinical alignment.

Evolving technology has transformed not only how we work, but also where we work. Hybrid environments, which balance time between home and shared office space, have become the norm in many industries.

A decade ago, many organizations resisted the idea of remote employees, assuming it would lead to distractions, reduced collaboration, and poor communication. But the unexpected global pandemic of 2020 revealed a different reality: individual productivity often increased, even as some collaborative tasks struggled in virtual settings. The need for occasional face-to-face meetings remained clear.  

This shift sparked the widespread adoption of hybrid work.   According to Gallup, about half of remote-capable jobs in the U.S. have adopted a hybrid model.

Since 2020, hybrid work has emerged as the dominant model for remote-capable U.S. employees, reflecting a long-term shift in workplace expectations. (Source: Gallup)

Another Gallup poll shows that roughly 60% of employees and job candidates now prefer hybrid work options.

Employee preferences continue to favor hybrid flexibility, with the majority of remote-capable workers indicating it as their preferred long-term model. (Source: Gallup)

This paradigm shift required organizations to rethink meeting spaces. Rooms needed to accommodate both in-person and remote participants, making video and audio-conferencing solutions essential. Ease of use quickly became the top priority: systems must be intuitive, automated, and accessible without requiring dedicated technical support.

Healthcare Lens: Why Hybrid Collaboration Matters in Healthcare

While hybrid work trends are often discussed in corporate settings, the implications for healthcare organizations are uniquely significant.

Health systems operate across multiple campuses, outpatient facilities, and regional networks. Clinical leaders, facilities teams, IT departments, executive stakeholders, and external partners rarely sit in the same building, yet they are expected to make high-impact, time-sensitive decisions together.

Hybrid-enabled collaboration environments directly influence:

• Capital project performance – Faster alignment among owners, architects, contractors, and clinical stakeholders reduces delays and decision bottlenecks.

• Clinical engagement – Remote physicians and specialists can meaningfully participate in equipment planning and operational readiness discussions.

• Operational continuity & compliance – Secure, interoperable systems support sensitive information sharing while maintaining enterprise standards.

• System-wide standardization – Consistent platforms across campuses reduce fragmentation and improve coordination.

For healthcare organizations investing in complex capital infrastructure, collaboration technology is not peripheral; it is part of the operational ecosystem that supports safe openings, aligned leadership, and long-term performance.

The AV industry responded with turnkey room solutions built for everyday users. Many organizations standardized on platforms like Zoom, Cisco Webex, or Microsoft Teams. But this raised a new challenge: how to collaborate with external partners using different platforms. Manufacturers addressed this with bridging solutions – hardware and software that allow seamless cross-platform participation. Even Cisco now produces devices that are Webex-native and Microsoft Teams-certified. Ultimately, meeting participants—not the technology—should be the focus of room design. Both in-person and remote attendees deserve a seamless experience. Technology should adapt to the way people work, not the other way around. When designing these spaces, several factors are critical:

1. Participant visibility and audibility: Where do people typically sit? Are cameras and microphones free from obstructions, such as laptops or pendant lights? Nothing should block participants’ views or voices. 

   
   

2. Collaboration expectations: Does the culture encourage active participation from all attendees? Should everyone be able to share content from their laptops? These cultural factors must guide design.

   
   

3. User experience: What do users expect when they press “Start Meeting” on a control panel?   Prior frustrations (“pain points”) should inform improvements. Integrating rooms with company calendars, simplifying scheduling, and enabling one-touch or voice-activated start are now standard.

Modern solutions also include AI-enabled microphones and cameras that automatically track active speakers, along with secure and simplified content sharing from laptops or phones – whether wired or wireless.

The result? Collaboration environments that minimize focus on technology and maximize focus on decision-making, alignment, and performance.