84% of companies make video calls on WhatsApp: a hybrid meeting is prepared from the platform

Video conferencing is already part of business operations: in a survey of 1,385 companies covering 2025, WhatsApp was used for calls and video calls by 84%, Google Meet by 42%, and Teams by 39%. The selected platform defines who receives a link, permissions and responsibilities before the session. The figures were published on 30 March 2026 by Colombia’s Communications Regulation Commission.

Nextech 2026, scheduled in Medellín from September 22 to 24, is the backdrop for a routine many companies already have: people meet in one room while others join remotely. Booking a hybrid meeting starts by defining how people outside the room will join. A meeting room in Ciudad del Río supports the in-person session, but remote participation needs separate preparation. Plaza Mayor Medellín presents the event as a machinery and technology platform for the Latin American textile industry.

The checklist keeps the opening minutes from becoming a search for links, cables or permissions. A meeting moves forward when every technical task has an assigned person and time. If part of the group works away from its usual office that day, a coworking day pass can separate individual preparation from the in-person meeting.

What should be checked before booking a room for a hybrid meeting in Medellín?

The booking should begin with the number of people in the room, the platform and the participation format, rather than duration alone. A suitable room seats the expected group and keeps remote participants visible. NOI has rooms for 6, 10 and 14 people; equipment, adapters, cameras, microphones, recording and in-room technical support should be agreed with the operator for each project.

• Number of people in the room and expected remote participants.
• Platform, host account and guest-entry rules.
• Presentation, files to be shown and the person sharing the screen.
• Need for private calls before or after the session.

What should the host test with the platform and remote participants before the meeting starts?

A pre-meeting test should confirm access, audio, camera and presentation sharing with at least one representative remote connection. A room booking alone does not ensure that a call will work on a specific platform. Colombia’s digital connectivity review by the OECD notes that adoption and quality gaps persist despite the broader role of fibre in national fixed broadband.

Professional tests audio and presentation before a video call. Illustrative image generated with artificial intelligence.

The test also clarifies what equipment the host brings and what the room provides. A short rehearsal can expose screen permissions, the wrong account and links that block guests. When a team needs several nonconsecutive days to prepare materials, a coworking ticket package may fit that schedule.

How should authorization to record a hybrid meeting be communicated and documented?

If the meeting will be recorded and people can be identified, the notice should state the purpose and preserve evidence of the applicable authorization before recording begins. Recording a meeting can involve collecting, storing and using personal data. Law 1581 of 2012 governs those operations and requires prior, informed authorization unless a legal exception applies; the specific treatment depends on purpose, attendees and those exceptions.

Turning on the platform’s recording option is not enough. The notice needs to state what will be recorded, why it will be used and who will keep the file. Internal records and organizational policies determine how that evidence is retained and who can later access the material.

What changes when the meeting takes place during a hybrid telework day?

In hybrid telework, alternating between home and the employer’s premises makes it more important to agree on a channel, owner and test before the meeting. Technical coordination should not be pushed into the opening minutes of a work session. Law 1221 of 2008, updated by Law 2466 of 2025, covers this arrangement and training in technology tools, time management and remote communication.

Host reviews a technical checklist before a hybrid meeting. Illustrative image generated with artificial intelligence.

The room can serve as a shared point for people who need to discuss and decide face to face while others join after the same test. The space choice depends on frequency, team size and the need for privacy. For recurring sessions by a stable group, a private office can concentrate day-to-day work and internal meetings.

What does the room include and what should the team bring for remote participants?

The final list separates the reserved space from the resources the team needs to supply. The host needs written confirmation of technical items before sending the invitation. At NOI, meeting rooms are complemented by high-speed internet, soundproof call booths, coffee, secure access and 24/7 operation; availability, setup and specific resources vary by date and project.

• Computer with the platform installed, charger and access to the host account.
• Entry link, support contact and a local copy of the presentation.
• Adapters or peripherals required by the computer, confirmed before the meeting.
• Recording notice and applicable documentation when identifiable participants are recorded.