Finnish researchers help make meetings less painful

Ever left a meeting wondering what the point was? A new innovation from Finland might have the answer. By sensing how people interact in real time, smart meeting rooms are helping teams identify when meetings go off track – and what can be done to improve them.

Developed by VTT Technical Research Centre of Finland in collaboration with Helvar, Framery, and other partners, the Mindful Meetings concept analyses group dynamics without tracking individuals. It’s designed to improve collaboration, cut down wasted time, and make better use of office spaces.

“Poorly run meetings are a huge drain,” says Tomi Nokelainen, acting head of R&D at Framery. “Spotting issues early can make workdays feel more meaningful – and more productive.”

Using a combination of sensors and AI, the system monitors group-level cues – including who is speaking, how actively participants are engaged, and whether attention is drifting to laptops or phones.

“We measure how interaction flows and whether people are engaged,” explains Johannes Peltola, principal scientist at VTT. “We don’t track individuals, but look at the group as a whole.”

Facial direction, posture, and eye contact are all analysed to gauge attentiveness, while chair sensors can detect shifts in participation. Heart rate variability – optionally collected – helps indicate whether participants are in sync with one another. Even the lighting plays a role, changing colour to subtly reflect how the meeting is going.

Cutting back on wasted time

The technology provides real-time insights and post-meeting summaries that help teams spot when meetings lose momentum or become dominated by one voice. From there, it becomes easier to take action – whether that’s shortening meetings, preparing more effectively, or simply replacing formal sessions with quicker, informal catch-ups.

“It helps evaluate how rooms are used and what might need changing to improve workflow,” says Pasi Takala, product manager at Helvar.