RTO Nightmares: Using Technology to Overcome Challenges During Return to Office

Returning to the office was never going to be seamless. Across industries, organizations are grappling with space constraints, outdated meeting room setups, and increased demand for hybrid flexibility – all while trying to keep employees engaged and productive. Whether it’s the scramble for desks or the frustration of poorly equipped conference rooms, the shift back to in-person work has uncovered a variety of operational headaches.

From an AV and workplace technology perspective, we're used to addressing workplace issues like changing room layouts and desk/room availability. But these RTO challenges are a good reminder that during this transition, we’re going to see these pain points hit an all-time high.

Competing for desk space and meeting rooms

Before RTO mandates made headlines, the hybrid workforce was growing faster than anyone anticipated. Hybrid workers didn’t need a dedicated desk 100% of the time. It would just sit empty most of the week. But when an important meeting or heads-down work was on the calendar, a dedicated, reliable workspace became essential. To address that need, we started offering our customers desk scheduling solutions, allowing employees to reserve desks or meeting rooms in advance. These tools have proven especially valuable during RTO transitions, giving employees confidence that they’ll have the space they need, when they need it.

In many offices, the communal lounge or hot desk area has become the default. But the ability to reserve a private workspace – even for just a few hours – creates a sense of control and comfort. It also reduces friction and inefficiencies in facilities management.

Just another bowling pin at the conference table

As employees return to the office, we’re seeing a surge in the use of legacy conference rooms – many of which haven’t kept up with modern hybrid collaboration needs. One of the most notorious issues is what we in the AV world call the bowling alley view: a meeting space with a single camera at the front of the room, aimed directly down the conference table. The faces at the far end of the table tend to resemble pins at the end of the bowling alley. It’s dreadful for hybrid collaboration.

This setup might have been passable five to ten years ago. But today, it’s a recipe for disengagement. With more teams returning to physical offices and relying on video conferencing to connect with colleagues and clients around the world, now is the time to upgrade.

Multi-camera systems and intelligent video technology are the optimal solutions for any type of meeting space today. These systems can identify the speaker and automatically shift perspectives, replicating the dynamic feel of an in-person conversation. It essentially mimics the style of broadcast news. Now, anyone joining the meeting remotely can easily follow the flow of the conversation and actively engage.

The AI infestation

Artificial intelligence (AI) is quickly taking over the modern workspace conversation. As more workers return to the office, they’re bringing their preferred AI tools with them, from ChatGPT and Claude to Copilot and other integrated platforms.  Every employee has an individual preference about which tool they like best. Tell employees to return to the office and you're inviting their AI tools into the workplace.

We refer to this trend as “BYO-AI”. It’s the idea that employees are now accustomed to using AI tools as everyday work companions. They're in our browsers, phones, and inboxes — and when we return to the office, we expect that same level of seamless support.

To enable AI in the workplace, organizations need to start with the right infrastructure. AI tools thrive when they have access to context — audio and video inputs from the meeting room itself. That’s where intelligent audio and video systems come in. At Crestron we’re focusing on building environments that support these tools by delivering intelligent audio and intelligent video solutions. Through our partnership with Microsoft, we’ve seen how integrating AI-driven tools like Copilot into the physical meeting space can create a more productive and intelligent work experience.

Turning Challenges into Opportunities

RTO challenges are making headlines every day. We have an opportunity to turn those challenges into avenues for growth.

Let’s relieve the hunt for desk space with desk booking tools. Let’s create equitable meetings with intelligent video systems. Let’s build a technology infrastructure that is ready to enable AI tools in the workplace with intelligent audio.

If RTO planning is on your radar, this is the time to rethink not just how we return, but how we work better going forward.