Optimizing Hybrid Meetings: How the City of Southport Improved Public Accessibility

City government meetings play a crucial role in keeping the public informed and engaged. However, many municipalities struggle to provide an accessible, high-quality meeting experience for both in-person and virtual attendees. The City of Southport faced this exact challenge. Using Microsoft Teams and a Cisco video endpoint, they encountered persistent issues with audio and video quality, inefficient setup times, and difficulty ensuring a seamless experience for all participants. They needed a solution that would make their meetings more accessible to the public while being easy to administer.

The Challenge: Creating a Hybrid Meeting Option That’s Easy to Administer and Simple for the Public to Attend

Many municipalities and organizations struggle with hybrid meeting technology, and the City of Southport was no different. Their main pain points included:

• Inconsistent Audio and Video Performance: The Microsoft Teams and Cisco video endpoint integration caused frequent disruptions, reducing meeting effectiveness.
• Lengthy Meeting Setup Time: It took up to 45 minutes to configure the system before every meeting, wasting valuable time.
• Unequal Meeting Experience: Remote participants dealt with unclear audio, while in-person attendees lacked an optimized visual setup, hindering engagement.

The Solution: A Creative, Effective, and Budget-Conscious Meeting Experience with Katalyst

To resolve these issues, the City of Southport partnered with Katalyst, a leader in hybrid collaboration solutions. Our team designed and implemented a solution that enhanced conference space technology, ensuring an improved experience for both administrators and attendees.

Importantly, we were able to integrate existing technology to maximize efficiency while minimizing the city’s investment. By leveraging their current Microsoft Teams and Cisco video system, we provided a cost-effective upgrade that significantly improved performance without requiring a full overhaul.

The Results: Faster Setup and a Superior Hybrid Meeting Experience

After implementing Katalyst’s meeting solution, the City of Southport experienced transformational results:

• Crystal-Clear Audio & Video: Virtual attendees could hear every discussion clearly, while in-person participants benefited from an optimized visual experience.
• 90% Reduction in Setup Time: Meeting preparation time dropped from 45 minutes to just 5 minutes, increasing overall efficiency.
• Improved Engagement & Accessibility: The public could now attend and participate remotely without technical barriers, increasing transparency and civic engagement.
• Cost-Effective Implementation: By utilizing existing equipment, the city minimized upfront investment while still achieving significant improvements.

The Takeaway: Hybrid Meeting Optimization is Key to Public Engagement

If your municipality or organization struggles with hybrid meeting challenges, you’re not alone. Poor audio, video lag, and inefficient setups can hinder public accessibility and engagement. However, by integrating the right conference space technology, you can ensure seamless collaboration between in-person and virtual participants.

At Katalyst, we specialize in hybrid meeting solutions that optimize communication, reduce setup times, and enhance the overall user experience. Whether you're facing Microsoft Teams integration issues, Cisco video endpoint challenges, or general AV inefficiencies, our team can help.

Ready to improve your hybrid meetings? Schedule a call with one of our experts today to find out how we can transform your collaboration experience!