With the greatest respect you’re trying to make an old solution, that was fairly crap, work better with new, and very expensive hardware.
Co-location is by far the best option, collaborative work being done by a multifunctional team all sharing a space with facilities for whiteboards, post its etc on walls.
The MS Surface hub is great for bringing an extra person into that space. The whiteboard function is almost worth the price of the kit on its own. When you are paying contractor day rates in 4 figures, it would be false economy to scimp on the kit. And when the organisation is above a certain size and already paying substantial subscription fees to MS, you tend not to pay RRP for them.
Most conversations we use them for last less than 15 mins and they just work.
Of course, other ways of working and cheaper options may be relevant to what you are trying to achieve and the budgets that are available.
