As hybrid work redefines how we meet, organisations are rethinking what meetings are for – and how to make them work. From inclusive collaboration to decisive performance, meetings now serve multiple purposes across varied team cultures. 

In a new report, Barco ClickShare and WORKTECH Academy outline a framework for designing meeting spaces that are flexible, seamless and culturally attuned. The report emphasises the importance of creating meetings that meet the moment, whatever the objective. 

Collaboration by design 

Collaboration remains a cornerstone of effective teamwork – but hybrid settings make fostering connection more complex. These meetings, driven by openness and shared intent, require space and technology designed to support interaction across locations. 

Jabra reports that nearly 60% of employees feel energised when working alongside others. Yet younger generations, particularly Gen Z, are more likely to feel overlooked in remote contexts – often missing from the conversation entirely. 

To counter this, the report calls for meeting environments that emphasise visibility and presence. Smart cameras and directional microphones help remote participants feel engaged, while wireless sharing solutions enable everyone to contribute in real time. 

These dynamics thrive in informal settings – breakout areas, flexible layouts and huddle zones designed for hybrid interaction. When paired with inclusive facilitation, these environments help build trust and support a more distributed, team-based culture. 

Creating idea momentum 

Creative meetings fuel innovation – but their informal, fast-moving nature can be difficult to replicate in hybrid formats. These sessions rely on spontaneity, open dialogue and shared visual thinking, often leaving remote participants struggling to keep up. 

To maintain energy and engagement, the report points to the need for tools that match the rhythm of creative work. High-quality audio and intelligent speaker tracking ensure fluid interaction, while shared digital canvases and live chat allow for collaborative ideation without interrupting flow. 

Microsoft’s research highlights that features like chat can surface quieter voices – a small but critical shift in more democratic innovation practices. By aligning responsive technology with open spatial layouts, organisations can better support the iterative, high-energy exchange that creativity demands. 

Precision at pace 

Competitive meetings prioritise outcomes – focused on speed, metrics and clear decisions. Common in performance-driven cultures, these meetings are often structured and time-sensitive, with high expectations for clarity and delivery. 

In hybrid settings, this requires a robust technology layer that eliminates friction. Wireless presentation tools, real-time dashboards and intelligent transitions between speakers help maintain tempo without disruption. 

AI-enabled tools such as automated summaries and decision logs are also rising in importance, ensuring that discussions translate into aligned action. 

Yet the report warns that fast-paced environments risk reinforcing hierarchy. Structured participation features – like digital hand-raising or moderated polls – can open space for alternative viewpoints and create a more balanced dialogue. 

These meetings demand not just velocity, but visibility – ensuring alignment without sacrificing inclusivity. 

Structured for certainty 

Controlled meetings value consistency, structure and process. Typically found in hierarchical settings, they reinforce governance, support internal reporting and maintain operational rigour. 

Hybrid conditions add a layer of complexity. The report notes that speaking roles are often predefined by seniority, with remote or junior participants frequently disengaged. In these contexts, clarity of access and predictable meeting flow are essential. 

Integrated tools – such as digital agendas, fixed AV systems and formal room layouts – reinforce structure while supporting clear communication. Optional participation features like polling or Q&A can help introduce a degree of responsiveness without undermining formality. 

The presence of ‘power users’ – a small group leading the majority of meetings – makes consistency of format even more vital. By aligning space and process, organisations can reinforce cultural norms while adapting to hybrid expectations. 

A framework for intentional meetings 

Hybrid work has made meetings central to how organisations collaborate, align and move forward. But not all meetings function the same way – and not all spaces should either. 

This report provides a clear framework for tailoring meeting environments to purpose. Whether the goal is inclusion, innovation, decision-making or compliance, spatial design and technology must work in tandem to support the right behaviours. 

In the evolving world of work, intentional meeting design isn’t just a nice-to-have – it’s a strategic imperative. 

Read the full report here.