91% of meetings in the UK now include at least one remote participant. But here’s the twist, only around a quarter of companies have invested in the tools to support that. Many UK businesses are still operating with outdated meeting room setups. Hybrid working isn’t new anymore. In fact, it’s now the standard in most UK offices. 

In this article, we explore how some companies are quietly upgrading their meeting space, without turning the office upside down. From smart tech fixes to behind-the-scenes support, we look at how companies are adapting, and what happens when they don’t.

The Hybrid Work Reality in the UK

Hybrid work has gone from trend to reality. Over half of UK employees are in hybrid roles, according to the latest CIPD report. And nearly three-quarters of workers say hybrid is their preferred way of working. This shift has had a massive impact on how we run meetings.

But while our calendars may be filled with video calls, our meeting rooms often tell a different story.

Only 20% of companies have updated their video meeting tech to properly support hybrid setups. That leaves a huge gap – where outdated audio, lagging video and disconnected collaboration tools are still frustrating daily routines.

Where the Problems Show Up

Many UK businesses still rely on outdated systems that were never designed for hybrid working. Common frustrations include:

• Echoing or muffled audio that makes it hard to follow discussions
• Webcams that can’t track speakers or frame the room properly
• Lack of easy screen-sharing or collaboration tools
• Whiteboards that can’t be seen or shared with remote attendees

It might not sound like much, but these small problems add up. Hybrid workers say poor meeting tech directly undermines their productivity.

The Hybrid Work Solution 

The good news? Many companies are already solving these issues quietly.

There’s a growing movement of businesses upgrading their tech in subtle but impactful ways. They’re not building futuristic offices. They’re just ensuring hybrid works for everyone, no matter where they are.

Updates to meeting rooms, improved microphones and cameras, or simple scheduling displays are transforming how teams collaborate. And because these tools are built to work together, they can be rolled out with minimal disruption.

Upgrades like Microsoft Teams Rooms or outsourced IT desks, implemented by firms such as Bridgehampton are helping teams reduce downtime and avoid daily disruptions.

The result? Fewer awkward pauses, smoother discussions and a more inclusive atmosphere; without needing to reinvent the office.

What Businesses Risk by Falling Behind

Failing to invest in hybrid-ready spaces isn’t just about bad sound quality. It can directly affect morale, retention and business performance.

Research found that 70% of workers would consider leaving a job for a more flexible working environment in the future. Poor hybrid experiences like feeling excluded from meetings or dealing with glitchy video, can make remote staff feel disconnected and undervalued.

Worse still, these issues can create a visible divide between in-office and remote participants, fuelling what experts call proximity bias – where people physically present in a meeting are seen as more committed or valuable than those dialling in.

It’s a subtle but damaging problem, and one that’s entirely avoidable with the right setup.

Common Roadblocks to Hybrid Success

Of course, it’s not just about the tech.

Research highlights that many of the biggest hybrid challenges are cultural, not technical. Some companies struggle with:

• Trust: Managers worry about productivity when they can’t see staff in person
• Training gaps: Employees aren’t always taught how to use new tools effectively
• Inclusion: Remote workers miss out on informal chats, mentorship, and networking

Solving these issues means involving employees in the setup process, offering training, and creating a culture where remote and in-office staff are treated equally.

Even simple things like sharing agendas before meetings or setting expectations around video use can make a big difference.

Why It Pays to Modernise

The business case for upgrading hybrid infrastructure is getting stronger by the day.

Hybrid-ready companies don’t just retain staff, they perform better. Reports found that 77% of remote and hybrid workers feel more productive than they did under fully in-office arrangements. With less time wasted on travel, fewer distractions, and better focus, it’s easy to see why.

There are also longer-term benefits:

• Attracting younger talent who now expect flexible working
• Reducing carbon footprints through fewer in-person meetings
• Offering a more professional experience for clients and stakeholders

And most importantly, modernising doesn’t have to mean a full tech overhaul. Many fixes are modular, scalable and quietly powerful.

Final Thoughts

Hybrid working is here to stay but the experience of hybrid working is still evolving.

Businesses that treat this shift as a one-off policy update risk being left behind. The companies that win in the long term are those making thoughtful, ongoing improvements to how people connect, whether that’s from a desk in the office or a kitchen table at home.

So next time you’re in a hybrid meeting, ask yourself: wouldn’t it be better to be the one joining remotely?