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What equipment-related challenges have you faced with hybrid meetings?

We were running Skype for Business prior to the pandemic, so when we transitioned to Teams, we held off refreshing all the video capability in the rooms because the Skype setup was incredible. But then the supply chain challenges hit. Most of our rooms across eight campuses still don't have good video. It's going to be a bit weird having meetings with people attending both in person and remote — everyone will be in the same meeting but they'll be looking at their laptops so they can be on camera.

Anonymous Author
We were running Skype for Business prior to the pandemic, so when we transitioned to Teams, we held off refreshing all the video capability in the rooms because the Skype setup was incredible. But then the supply chain challenges hit. Most of our rooms across eight campuses still don't have good video. It's going to be a bit weird having meetings with people attending both in person and remote — everyone will be in the same meeting but they'll be looking at their laptops so they can be on camera.
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Anonymous Author
We've had to do a program to refresh all the meeting rooms and update them because they weren't being used. The equipment hadn’t been turned on for so long that when people would come in, it would take 10 minutes for the room to sort itself out and everyone online would have to wait for the in-person people. So there are extra things that you need to put in place to make sure that the equipment is working as planned.
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Anonymous Author
Microphones, we had many issues with background noise, finding an excellent noise canceling microphone that works for remote people was difficult, meeting rooms were already equipped with good systems, the issue was with remote workers only. 
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Anonymous Author
The biggest challenge for our organization is that we went from full on site model to full remote model during the pandemic. Now we are just starting to explore a true hybrid work environment and the biggest challenge is make it actually work for people on site, as the remote part was working perfectly for the last two years. Besides equipment refreshes and upgrades required for the return to the office (and conference rooms), we still need to figure out how to adopt the hybrid culture for the meetings (i.e. avoid multitasking and make sure remote participants can participate in all side conversations). I am really hopeful that over time the new hybrid meeting culture, as well as productivity tips and tricks will be developed and discovered. In most of the meetings, 99% of the success is due to human factors and respectful team culture. 
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Anonymous Author
Every meeting required a lot of non-verbal communication to make successful. I believe that is still missing in hybrid meetings. 
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Anonymous Author
By far the biggest challenge is meeting rooms. To give the sense that remote people are in the meeting room requires expensive setup. Being completely honest I haven't seen a good product answering this problem yet.
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Anonymous Author
We had various video/audio/equipment issues during very large team or Town Hall meetings. Eventually, we tried all the major online video conferencing platforms. Each had their own strengths and weaknesses (security, scalability, collaboration, integration, support for web cams and mobile phones, etc.). Without getting into specific vendors, the one selected was able to most easily scale to company growth trajectory while providing the most critical features and technical expertise. It will be interesting to see how these products evolve as remote work continues to become more prevalent. 
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Anonymous Author
Majorly it is with the internet tools. What each participant is using to connect is important. Then video tools, the strength of the cameras used also matters. These two tools can either make or mar the meeting.
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Anonymous Author
A major challenge has been compatibility. larger meeting room-based systems were based on a point-to-point system so weren't compatible with Teams/Zoom. That was a simple software update to resolve, but also introduced additional networking requirements, which again, wasn't insurmountable but took some design work. This compatibility is an area we continue to see personal preference driving some behaviour. That does increase compatibility issues and complexity. When working in a hybrid way with other organisations, being able to cater for all the different VC systems was a real headache. Last-minute requests to the IT team to add another collaboration system to meeting rooms have been a real headache for many. For those joining remotely, networking has been a challenge. It is also highlighting the digital divide in NZ. Those that live in areas covered by fibre and internet connectivity can engage and participate fully. Those that live in areas that do not have access to good connectivity are left on the fringes. and of course, the end-user devices. In many organisations sweating the end-user device is the norm so in the early stages many users were using devices past their sell-by date. This resulted in overheating, poor battery performance and other issues. These collaborative capabilities can take a lot of device resources to run, and we found many older devices just couldn't handle the load.
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Anonymous Author
Maintaining /refreshing / updating meeting room equipment has been a challenge. Really tuning the audio / microphone equipment and focusing cameras to provide an immersive experience for those not physically present is important, as is making sure that enough sufficient bandwidth has been allocated for meeting-related equipment.
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Anonymous Author
I would say that bandwidth and microphones are the greatest challenges. You never have too much speed or too high quality of audio. As the pandemic dragged on, I think more and more people have turned off the video. I agree with that, because aside from the personal affect it can be a bit of a distraction, especially when you already know the people you are conferencing with.
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Anonymous Author
Our real problems arise when doing hybrid meetings with different companies, is not uncommon to find they use a different platform / protocols that make it very difficult to interconnect, so we end up using their platform or they use ours...
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Anonymous Author
For our board meetings, the first true hybrid meeting "back" on-site was not well done. This was actually less of an equipment issue, and more of a preparation issue. The meeting was conducted as if it was a fully in-person meeting. This left those attending remotely very confused as to who was talking, and in some cases, what was really going on. The meeting room is large and has a sensitive microphone system as well as a video camera; the tech worked, but we didn't work with it. For future hybrid meetings, everyone brought a device who was in-person, and signed onto Zoom there - all while muting their speakers and mics. This allowed the remote attendees to see who was speaking. Of course, this approach calls into question the efficacy of in-person attendance in such a scenario!
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Anonymous Author
We were fortunate to have refreshed our meeting rooms just before the pandemic, so technology has not been our issue.  Training our staff on the use of this updated hardware has been our greatest challenge.
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