Meetings continue to evolve as businesses redefine what is essential in a hybrid work environment. BYOD (Bring Your Own Device) approaches continue to impact meeting room experiences, blending flexibility, interoperability and AI.
Industry experts Gauthier Renard, Group Lead Product Management, ClickShare, Barco, and Sandhya Rao, VP of Product, Microsoft Teams, shared their top trends shaping BYOD and meeting room technology.
AI Enhancements
The integration of AI tools like Microsoft Copilot is transforming meeting spaces. Features such as transcription and summarization will continue to improve alongside speaker attribution. Combined, these tools will keep users focused while capturing key decisions and actions. Key trends include:
- Interpreter Agent – Real-time language interpreters make global collaboration seamless.
- Facilitator Agent—Copilot now comes with Facilitator Agent out of the box. This moves the AI beyond summarization and meeting notes. Facilitator Agent will now be an active participant with intelligent prompts, ensuring the agenda is followed and helping users stay on track.
- Speaker Attribution – This innovation distinguishes between speakers in transcriptions and meeting notes. This enables accurate identification of who said what, meaning no one ever leaves a meeting with unclear objectives.
Sandhya Rao highlighted, “Tomorrow’s world will let you query who took action items, and now it won’t default to one person just because the meeting was hosted on their PC.”
Rao explained, “With the enhanced Copilot, I never join a meeting without my AI assistant, who can even facilitate the discussion to make sure it’s productive and focused.”
Automation
Microsoft Teams and partners like ClickShare are optimizing BYOD spaces to match the flexibility needs of modern businesses. The focus will be on seamless connectivity and a user-friendly experience, regardless of devices or locations. In 2025, automatic association and connections will become more streamlined and include:
- Improved Shared Display Modes – Tools like application sharing with ClickShare’s Desktop App will control unwanted, or irrelevant, personal notifications popping up in BYOD environments and will help businesses meet their goals around maintaining privacy during BYOD meetings.
- Plug and Play Enhancements—IT admins can now associate audio and video peripherals in the Pro Management Portal. For participants, this means less confusion, since the room audio is automatically selected via the Teams client, and no manual actions are needed.
Gauthier Renard shared, “Simple improvements like the automatic selection of room audio, room camera, and voice isolation make collaborating in a BYOD setup much easier and more seamless.”
IT Management Revolution
The rise of Teams BYOD demands new solutions for IT management. Previously, managers had limited visibility of BYOD spaces. Now, platforms like Microsoft’s Pro Management Portal and Barco’s XMS Cloud provide actionable insights. These include:
- Device Tagging and Auto-Association – Devices will be automatically linked to specific rooms for better tracking.
- Detailed Reports – IT managers will gain better insights into room usage, device performance, and call quality.
- Copilot-Driven Admin Agents – IT managers can use agents to simplify querying complex data, such as device usage patterns or room efficiency metrics.
Sustainable & Inclusive Meetings
Organizations will continue to invest in diverse meeting room configurations to accommodate varying needs. However, this year, there will be a great emphasis on sustainable solutions from providers that have a credible sustainability programme. The trends include:
- Sustainability – Barco’s Sustainable Impact Journey enables businesses to make sustainable decisions in every step of their collaboration journey. ClickShare product design, production, transport & usage
- Different Room Types—From large collaborative spaces to small huddle rooms equipped for BYOD meetings, businesses will be more mindful of providing different rooms for different purposes. Taking on specialist-certified partners like Barco will become critical for executing this vision.
- Employee-Centric Design—Companies will continue to look to their technology and policies to help encourage employees to return to the office. This means meeting spaces will need to prioritize technology that enhances productivity and inclusivity.
Final Thoughts
The BYOD landscape is rapidly evolving, driven by AI innovation, user-first experiences, and more intelligent IT management. Whether it’s integrating tools like Copilot, leveraging Microsoft Places, or refining meeting room setups, these trends ensure organizations can thrive in the hybrid work era. Businesses will need to adopt a more refined approach to Teams BYOD in 2025 as partners like ClickShare are able to offer more seamless in-room experiences.
