Modern conference room technology: why is it important?
Conference rooms are still the best place to get a lot of work done, no matter how much we wish they could be replaced. The success of your employees and meetings with business customers and guests depends on the redesign or design of your conference room and the use of technology. Face-to-face meetings remain extremely valuable in the digital age, so investing in conference design and modern conference room technology is worth it to help you spend time with your team more enjoyable and seamless.
How many times has everyone been waiting for the meeting to start and the technology is not working properly? Multiply those hours (or minutes) by the number of people in the room, and you’ll see why ensuring your meeting rooms are well-equipped is critical. Time is money, and you don’t want to miss a thing. This article explains six crucial ways technology can transform your meeting and conference rooms.
#1. An interactive (smart) whiteboard
Whiteboards are a simple tool that lets multiple people collaborate to trace and sketch their ideas. It is a valuable tool for thinking about general concepts and then converting them into concrete elements. It’s not very portable, especially if you don’t have all of your team members in the country or in the office.
The interactive whiteboard solves this problem by recording what is drawn in real time and sharing it digitally. They can achieve this in a variety of ways, some more tangible than others. But the result is a shared space where people can brainstorm and share their strategies.
#2. Solid Wi-Fi
The technology that transforms your meetings and businesses depends primarily on a reliable and fast Wi-Fi connection. Strong WiFi with a reliable, secure, and fast connection is essential for any conference room. You need to make sure everyone can connect to WiFi, employees and guests, and stream video in good quality, both downstream and upstream. These minor upgrades are much cheaper to fix up front, so your employees don’t have to waste time in a conference room trying to get the job done.
#3. Wireless presentation solution
One of the most frustrating meetings we’ve all attended is when everyone waits while the presenter searches for the right “dongle” to connect their computer to the projector. But, it turns out that the voucher is not available in the building. The purpose of technology is to make life easier, not more complex. Keeping track of various adapters just to make sure we never waste time again is not the most practical way to go.
You can use a wireless presentation system to make the process easier for everyone. You can eliminate the need for dongles and waste time waiting for things to be resolved. Instead, you can just put your presentation on the screen and start working.
#4. High quality video conferencing capabilities
Today, anyone can have a camera on their face and live stream it to any location that has an internet connection. The thing is, a standard video chat doesn’t precisely put someone in the room in a tangible way. They don’t have the same ability to see everyone in the room as if they were physically present. And they don’t know what the other person is watching without being taken on a “walk”. You need to make sure that you are well prepared for your video conferencing needs.
Consider what would be useful for someone in a meeting to observe when setting up your conference room technology. Are you addicted to designs or designs? If so, an overhead view of the table is required. Do you give presentations frequently and should you install a camera to record them? Is it necessary for remote workers to give a presentation, and if so, is the screen in a convenient location for the audience?
Regarding the video, do not forget the fundamentals; they are essential to delivering a fantastic experience. Is the room well lit? Examine how it appears on camera and make sure everyone can see it clearly. What are you using to record sound? The position of your microphone and the acoustics of your room can have a significant impact on the clarity of your sound. It would be helpful if you took the time to check your equipment and ensure that you have done everything possible to make the experience as pleasant as possible.
#5. Chatbot planning
Slack is a hybrid communication tool that can be used with email or traditional email. There are tools available to solve common team problems. The number one challenge in meetings is finding a time that works for everyone. Also, be sure to follow up with people you haven’t talked to yet. Many bots attempt to address this problem, including Doodle’s Meekan and Slack’s Meeting Bot. With these tools, you can make the tedious task of keeping cats easier.
#6. Project management platforms
Many things that make a meeting great are done before you announce it in a conference room. Planning, organizing deliverables, meeting people’s goals, setting timelines, and making sure everything happens on time are all part of keeping things running smoothly on the project. After all, if people are not prepared, the meeting will not be very successful. Basecamp, Asana, or Trello are great tools for making sure everyone is on the same page and the tasks you discussed before your meeting are broken down and completed.
What can you do now to improve the design of your existing conference room?
It is essential to maximize your time in person. Although more and more workers are spending time away from the office, sometimes a face-to-face meeting is the best way to get things done. Therefore, investing in technology that facilitates effective collaboration is worthwhile.
These are a few ways you can do at this point to advance your conference room design and improve your meetings.
- You can collaborate with your team members inside and outside the office using an interactive whiteboard.
- You can use scheduling bots to make organizing a meeting more accessible.
- You can offer a wireless solution for your presentation that saves you time and eliminates the need to plug in devices.
- To make sure the job gets done, you can use project management platforms.
- An interactive whiteboard allows you to collaborate with other team members inside and outside your office.
- You must ensure sufficient bandwidth and Internet access to meet your organization’s needs.
- Check the video conferencing setup again and pay close attention to all the details.
Barry is a lover of all technologies. Understanding how the software works and creating content to highlight the value it provides to users is his favorite hobby. When he’s not evaluating apps or programs, he’s busy trying new healthy recipes, doing yoga, meditating, or taking nature walks with his toddler.