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Everything You Need to Know About Smart Meeting Rooms

Smart Meeting Rooms

Your business could collapse in days if it were not for meetings. Meetings, regardless of your company size and business style, are still crucial for many reasons, including successful collaboration and decision-making. The old-fashioned way of gathering everyone at a meeting room just can’t cut it in today’s lightning-fast workplace, especially for remote teams regarding accessibility, efficiency, and connectivity. And that’s when smart meeting rooms jump right in, bringing state-of-the-art technology and smart devices that revolutionize meetings.


Read the ultimate guide below to learn everything about smart meeting rooms. 

Smart Meeting Rooms Zemlar

What are Smart Meeting Rooms?

Smart meeting rooms, a new norm taking over the world, come equipped with smart meeting technology that combines in-room hardware and software to provide a highly efficient meeting experience for all participants, regardless of location. 

This type of meeting room innovation is ideal for hybrid-working companies with remote teams or offices in different locations, as it enables all team members to collaborate effectively through smart meeting technology, regardless of whether they are in the office or working remotely.

Features of Smart Meeting Technology:

Video-conferencing facility:

First things first, a smart meeting room can only work with a video-conferencing facility. With simple scheduling, inviting, and start/end features, smart meeting technology facilitates smooth communication with your staff dispersed worldwide. All employees should use video conferencing software, even when they cannot be physically present in a meeting room, because smart meeting technology helps everyone stay on the same page and be more productive about the tasks. Some common smart meeting room softwares are Google Meet, Zoom, and Microsoft Teams.

Video-conferencing camera:

Access to a video-conferencing camera is a standard fixture in smart meeting rooms since it allows remote and hybrid teams to hold virtual meetings seamlessly. These cameras are linked to computers, displays, and large-screen TVs to show a live video of the meeting being conducted. However, a basic webcam won’t do the trick since many advanced video tools have improved the video-conferencing experience.


Whiteboards are a necessity for any office setting. They allow for a visual representation of a brainstorming session or workflow and sharing ideas. Smart meeting rooms typically use whiteboards to make meetings more productive for remote workers. As a result, even if someone cannot attend the office meeting physically, they can still learn about its contents through smart meeting technology and whiteboards utilized during the meeting.

Immersive audio systems:

Smart meeting rooms also include immersive audio systems that complement the visuals so that all attendees hear and participate in the conversation seamlessly. Ensuring excellent sound quality and immersive audio, smart meeting technology creates a more engaging and productive meeting experience for anyone, regardless of the location. 

Smart Meeting Room

Some Benefits of Smart Meeting Rooms:

Better productivity:

Smart meeting rooms have revolutionized meeting setup by helping employees who work at multiple locations save time by traveling to different places to meet all the employees. Instead of wasting time on public transportation and spending hundreds of bucks on plane and train tickets, people can be more productive at work by collaborating through smart meeting rooms.

Great for hybrid and remote employees:

Although hybrid employment has numerous advantages, it also comes with a few challenges. For instance, communicating with everyone without gathering them all in the office. But thanks to smart meeting rooms, hybrid meetings, which include both in-office and remote workers, can be set up using smart meeting technology in smart meeting rooms. 

Recorded meetings:

Several smart meeting rooms allow you to record meetings and share them with others who could not join in the first place. Forget reading meeting notes and asking everyone about what happened; absent employees can listen to the meeting recording through smart meeting room technology. 

No one feels left out:

With webcams in a smart meeting room, you can make sure that every individual in the meeting feels included. Several smart meeting rooms have multiple cameras to track those speaking for hybrid working so that no one feels left out.

Increased engagement:

Meeting participation is often low when employees are forced to listen to a long speech through a speaker. On the contrary, smart meeting rooms with interactive whiteboards and multimedia capabilities promote employee engagement. Quickly brainstorm with other participants, generate new ideas, and convey information clearly through smart meeting innovation. 

What Should Your Smart Meeting Room Have?

Typically, a smart meeting room offers the necessities for you and your team to be productive, but there are a few amenities each smart meeting technology must possess:

  • Video conferencing (softwares)
  • Cameras
  • Whiteboards
  • High-speed internet
  • Technical support
  • Teleconferencing
  • A large TV with HDMI
  • And, of course, lots of coffee!
Smart Meeting Rooms

From Private to Virtual Offices and Meeting Rooms to Flex Offices, Zemlar Has It All!

Smart meeting rooms are made for smart people to conduct their smart meetings. These meeting room innovations allow participants to collaborate effectively regardless of being in the meeting from anywhere. With smart meeting rooms, remote and international teams can work more efficiently and stay connected even when working remotely. Since companies opt to work remotely, they must change their working system to accommodate their workers’ needs, regardless of location. It follows that booking smart meeting technology is a wise decision.


It is critical to improve workplace collaboration by making it easy, fun, and inclusive—regardless of location. That’s why Zemlar focuses on providing the best meeting room solutions for virtual meetings. By customizing smart meeting technology to your company’s needs, we help you achieve your company’s full potential. At Zemlar’s smart meeting rooms, you and your team can make the most of technology through high-speed internet, interactive video conferencing, whiteboards, and more. Contact us today to learn more about our services and ways we can assist you in being productive with your team, regardless of their location.

Frequently Asked Questions:

What is smart video conferencing?

Smart video conferencing systems transmit a live feed of the gathering using cameras linked to computers, screens, and in-room devices. With the best quality video conference cameras, your remote workers can see the whole room and comprehend the entire meeting without missing a thing.


Why are meeting rooms so important?

Whether physical or virtual, meeting rooms allow the team to meet in a specific place to discuss important information, develop ideas, and brainstorm together. They can help enhance workflows and productivity and are integral to any office setting. 


How do virtual meeting rooms work?

Virtual meeting rooms are a game-changer. They are a platform that uses software to offer a real-world meeting room experience. They allow users from across the globe to connect, communicate, and engage in real-time interactions,

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