Smarter meeting rooms, fewer headaches: Collaboration technology changing how we work

Walk into most meeting rooms today, and you will witness a familiar scenario: the scramble to connect laptops, adjust audio levels, and troubleshoot video feeds before any actual work begins. In Asia-Pacific markets, where time equals money and business relationships hinge on seamless interactions, these technical hiccups carry a heavier cost than many realise.

From Singapore’s gleaming financial towers to the co-working hubs of Hong Kong and Sydney’s buzzing HQs, organisations are realising that clunky, inconsistent meeting room setups are a nuisance and a productivity killer. As hybrid work becomes the norm, organisations across the region are rethinking their technology strategies to support better teams spread across locations, time zones, and work models. One area gaining renewed attention is the meeting room, a space that was once overlooked but is now a focal point of modern workplaces.

Once considered just another office utility, the meeting room is now a key enabler of collaboration. However, for too many teams, the experience remains frustratingly fragmented, characterised by outdated equipment, mismatched systems, and frequent IT troubleshooting.

Insights from a Neat global survey of over 16,000 meeting spaces, ranging from one-person huddle rooms to boardrooms hosting 30 or more participants, show that organisations are taking action. The focus is shifting away from merely upgrading hardware to creating spaces that work effortlessly. The goal is simple: put people first by making technology invisible and intuitive.

Frictionless meeting room powering employee productivity and wellbeing

One of the most important developments is the “zero-friction” workplace, where technology quietly enables rather than disrupts. This is not about flashy new technologies or gadgets, but about removing the everyday barriers that slow us down, like fiddling with cables or needing IT support to start a call.

This simplicity reduces the burden on IT teams, shortens setup times, and improves the overall meeting experience. Our survey respondents noted that streamlined systems resulted in fewer helpdesk calls, quicker troubleshooting, and reduced management overhead, thereby freeing up internal resources for higher-value work.

What is often overlooked is the cumulative effect of these changes. Time saved in small increments adds up quickly, especially when considering Singapore office employees lose an average of 66 minutes daily to inefficient work, totalling over five hours weekly, according to Notion’s Singapore research.

But the problem runs deeper: 23% of employees spend 1-2 hours daily just searching for information across fragmented systems, while 42% cite this cross-platform searching as their top inefficiency. When meetings start with technical delays, they contribute to an already significant productivity drain, resulting in a potential loss of S$85 billion, equivalent to over 12.5% of Singapore’s GDP. When meetings start on time, discussions stay focused and decisions move more quickly, contributing to more agile and responsive organisations. With 30% of respondents from the research noting the productivity drain of swapping between tech tools and 48% feeling that tech bloat leads to stress, the need for streamlined solutions is evident.

READ MORE: How Asia’s mobile-first culture is reshaping workplace communication

Organisations must prioritise keeping employees happy by providing tools and technologies that make work easier. Addressing inefficient systems is a key driver to lower levels of wellbeing and burnout risks. In fact, according to employee experience management platform Qualtrics, your employees’ technology experience impacts not only their wellbeing and ability to do their job but also their productivity, the customer experience they offer, and ultimately, your business’s bottom line.

They want to be seen and heard, and they want work and collaboration with colleagues, clients, and partners to be efficient and enjoyable. In fact, 76% of employees in Singapore say they would migrate to a single platform if it could consolidate their current tools—a powerful indicator that employees are looking for simplicity, not complexity. And if they do not find that those things are valued and a priority where they currently work, chances are good they will find someplace to work where they are.

Smarter spaces at the heart of hybrid work

Beyond operational advantages, the knock-on effect of smarter meeting room technology is prompting a reevaluation of how office space is utilised and how teams collaborate across geographies. With hybrid models firmly in place, organisations in Asia-Pacific are increasingly relying on video to bridge physical distances, support remote collaboration, and maintain a unified culture. Collaboration tools should be viewed as strategic investments. Collaboration vendors should be viewed as partners who can help deliver what is needed for the future of work.

Video conferencing is not just bridging distance anymore; it enables teams to work seamlessly across time zones and geographies, helping to maintain cohesion in increasingly distributed environments. As employees become more accustomed to smooth, intuitive digital experiences in their personal lives, they expect the same level of convenience and ease at work. That means systems that are easy to use, quick to set up, and that fade into the background, allowing people to focus on the task at hand, rather than the technology powering it.

Organisations that deliver on these expectations not only reduce operational friction but also send a powerful message to current and prospective talent: we value your time and we are investing in your productivity.

About the Author:

Niko Walraven is Regional Director for Asia-Pacific, Australia and New Zealand at Neat.