Video Conferencing Essentials for Open Spaces in 2026

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Rally Board 65 is set up in an open space to facilitate hybrid meetings.

If small meeting rooms are the heartbeat of an office, pulsing with the quick tempo of focused discussions and tangible energy, and large meeting rooms are the soul, grounding collaboration with vision and purpose, what does that make open spaces?

We like to think of them as the spark. They are the areas that ignite connection and fuel innovation, turning everyday moments into breakthroughs. In essence, open spaces are the catalyst for the open and timely conversations that a creative organization needs to thrive.

While they are not the formal, designated spaces typically reserved for meetings, open spaces deserve the same attention when it comes to optimizing them for video conferencing purposes. Open spaces are a different beast though than their walled off counterparts. To help with that, we have put together the following guide on how to properly equip your open spaces.

What is an open meeting space?

Unlike traditional meeting rooms, open spaces are not bound by walls. While this naturally leads to less privacy, they introduce more flexibility in terms of both meeting capacity as well as how people choose to use them. For example, people may use open spaces for small, impromptu discussions or for larger, recurring standups with their teams. Because of this added flexibility, organizations not only gain functional space in their office but reduce the reliance on designated meeting rooms, helping to optimize room usage.

Logitech’s San Jose office offers several open space setups to encourage spontaneous collaboration.

How do you create an optimal video conferencing experience in your open spaces?

Transforming open spaces into optimal meeting locations can turn these once dormant spaces into thriving hubs of collaboration and productivity. But where do you start?

Define your collaboration zones

Every open space can be a collaborative space, but not every space should be one. Start by defining which open office areas are best suited for meetings and which are ideal for personal work zones. This can reduce disruptions for both meeting attendees and neighboring coworkers who are trying to work quietly.

Once you have defined your open meeting spaces, you can furnish them accordingly. For instance, you can start with moveable partitions to not only visually separate the space but create a semblance of privacy. From there, you can outfit the space with furniture such as couches, tables, chairs, and stools to match the vibe you’re looking for.

You may also want to consider implementing movable furniture, foldable tables, and adjustable seating options so you have the flexibility to redesign spaces according to meeting size and need. The more flexibility you can build into these spaces, the more valuable they are to your overall footprint.

Mitigate common distractions

Open spaces are a valuable resource, but they do come with their share of limitations. In particular, open spaces are prone to distractions, both audible and visual. That should come as no surprise given the lack of walls to shield you from passersby and chatty colleagues. But that also doesn’t mean there is nothing you can do about it.

One way in which you can reduce background noise is through common solutions like soundproofing panels or noise-dampening materials. They are, by no means, a foolproof solution, but they can provide some support and even help you define your collaboration zones.

The real difference-maker for you though is going to come from your video board. With the proper technology, you not only can set your camera to focus solely on meeting attendees, but you can suppress external noise while capturing the voices that matter.

Deploy versatile video conferencing solutions

The biggest challenge to video conferencing in open spaces has always been the lack of mobile solutions. Traditional rooms offer walls on which you can mount everything from a video display to a video bar. Open spaces do not have this luxury.

Fortunately, times have changed. All of the audio and video capabilities that were once reserved for meeting rooms are now available in a mobile, all-in-one solution such as Logitech Rally Board 65. Now, you can wheel a 65-inch touchscreen display with you to your open space for a meeting experience that matches that of a traditional meeting room. All you need is an outlet to plug into.

Rally Board 65 delivers everything you need to create an exceptional meeting experience:

  • Flexible camera view. Whether people are situated on chairs, stools, or on their feet, you can flip the screen—positioning the camera at the top or bottom of the board—to best match the eyeline of attendees, providing the eye-level perspective you desire.

  • Whiteboard capabilities. Every meeting can benefit from having a whiteboard on hand, whether you need somewhere to jot down fresh ideas or to go through your task list for the day. With a large display and two styluses, Rally Board equips you to do just that, wherever your meeting takes place.

  • Multiple mounting options. Part of Rally Board’s allure is the ability to mount it to a cart that you can wheel anywhere. However, you can also mount it to a wall or a table stand if your space allows for it and you prefer a more static presence.

  • Crisp audio and video capture. With RightSight 2 and RightSound 2 technology, Rally Board captures the people and voices you want and suppresses those you don’t. For example, by defining the camera and mic zones in your space, you can establish a digital cocoon where only people recognized in the space can be heard or seen.

For too long, open spaces have been underutilized in the office. But for all of their limitations, they have immense potential you can unlock with the right approach and the right technology. So start transforming your open spaces into productivity hubs today. Our solutions specialists can help get you started.

 

Frequently Asked Questions

What audio equipment is essential for open-space video conferencing?

For open-space video conferencing, an all-in-one video board, such as Rally Board 65, is powerful enough to serve as your only audio source. RightSound 2 delivers AI-powered audio that equalizes voices while suppressing outside noise and echo. The result is clear audio that ensures everyone is heard clearly.

How do huddle rooms differ from open spaces for video conferencing?

Huddle rooms and open spaces are both great for small meetings, but they differ in how people use them and how you equip them. Huddle rooms are typically used for private, one-on-one meetings and client calls while open spaces are more geared towards brainstorming and open conversation. As far as equipment goes, you would be best off using a video bar such as Rally Bar Huddle for your huddle room, while a video board such as Rally Board 65 would be best for open spaces.

How can you reduce echo and noise in open meeting spaces?

Start by introducing acoustic panels and minimizing hard surfaces, if possible. Then, your video bar should do the rest for you. Logitech Rally Board 65 leverages AI-powered RightSound 2 technology that suppresses noise and reduces echo to improve sound clarity in open spaces.

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