Meeting room management
Creating a successful meeting room experience for the multi-vendor hybrid office
Meeting Room Management
Creating a successful meeting room experience for the multi-vendor hybrid office.
Meeting rooms are at the heart of the hybrid workplace. This is where in-office and remote participants come together to collaborate, innovate, and drive productivity. But for many organizations, meeting room estates are sprawling, multi-vendor, and under-optimized, making them costly to run and frustrating to use.
VOSS Meeting Room Management delivers a single, automated way to administer, monitor, and optimize your meeting room environment. From deployment to ongoing management and analytics, we help you create consistent, reliable, and engaging meeting experiences.
Meeting the business needs
As enterprises reconfigure office space for hybrid work, meeting rooms must serve many roles: drop-in desks, huddle spaces, and large boardrooms – all delivering seamless collaboration. Because these spaces require significant investment to design and deploy, it’s essential to maximize their value while continuously evolving them to meet changing business needs.
But IT and estate planning teams face persistent challenges:
- Lack of visibility into room utilization, occupancy, and costs
- Siloed management across multiple vendor tools and portals
- Limited ability to segment data by geography, business unit, or agency
- Inconsistent design, configuration, and user experience across rooms
- Difficulty delegating management safely with role-based access
- Rising costs tied to unused rooms, misallocated equipment, or underutilized capacity
Without a centralized approach, organizations risk overspending on real estate and technology, while delivering subpar employee experiences.
Top challenges of managing a hybrid work environment
Hybrid work isn’t just a trend – it’s a lasting shift in how we work. According to a Zoom* report on hybrid work trends for 2025, 75% of EMEA business leaders run hybrid organizations, compared with 60% in North America and 59% in APAC. But with this shift come new challenges. Here’s what our VOSS survey uncovered:
The solution
VOSS Meeting Room Management provides a consolidated, automated, and analytics-driven platform to optimize your meeting room estate:
98% of meetings now have remote participants
The value
With VOSS Meeting Room Management, you gain full visibility and control of your meeting room estate, so you can deliver better user experiences, optimize real estate and technology investments, and support the needs of your hybrid workforce. By consolidating tools, standardizing processes, and empowering local teams, VOSS makes it easier to manage, monitor, and evolve meeting spaces at scale.
Visibility and control – Eliminate fragmented vendor tools with a single view of usage, performance, and ROI, while safely devolving management to regions, business units, or service desks.
Optimized investment – Use analytics to understand utilization, no-shows, and capacity, right-size the estate, and improve resource allocation.
Consistent experience – Standardize design, configuration, and monitoring to deliver reliable, inclusive meeting experiences for both in-room and remote participants.
Optimizing the new hybrid office
below the e-bookFurther reading
In this guest blog post, esteemed industry analyst, Kevin Kieller looks at the challenge facing larger organizations who are managing multiple meeting rooms that have equipment from several different vendors.
UC Today writes about the simplifying power of VOSS’ single point of control and analytics.
Cisco and Microsoft are collaborating to deliver exceptional meeting room experiences. In this latest blog post, we explain how can enhance the experience with VOSS.
