The Covid-Secure Conference Room: How to Update Your Desktop for Effective Virtual Meetings

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Efficient virtual meetings

To create a conference room secure against Covid, companies must think about the security of their network, their equipment and their technological infrastructure.

  • Following the COVID-19 pandemic, workplaces will be more virtual than ever.
  • Building conference rooms secure against Covid is becoming a priority for companies, as they prepare to find ways to respond to the growing hybrid workforce.
  • Discover the 4 strategies below to create a Covid secure conference room for you and your team.

This article was written by James Dee, Technical Services Specialist at www.adorama.com/abs.

Booths and conference rooms can be empty, but make no mistake: Businesses and their technology partners are working tirelessly to prepare for a Covid secure workplace that keeps businesses alive during and after the pandemic.

Offices have long been around as a way to unify coworkers, bringing together a company’s finest minds in the same room for creative brainstorming, strategic thinking, and employee-to-employee mentorship. Virtual emulation of these physical connections has been one of the many struggles for businesses throughout the pandemic, but it doesn’t have to be that difficult.

What does this new normal workplace – a normal that saw 300 million daily Zoom users in April – look like?

Like everything with the pandemic, no one knows for sure.

Some experts speculate that even after social distancing guidelines are relaxed, companies will need to keep employees at a safe distance. In some cases, this means flexible offices that are user-friendly for working from home. For other businesses, it’s a hybrid workspace with half a company’s employees in the office on certain days and half the rest of the week.

Whatever the pandemic work situation, one thing is certain: offices will be more virtual than ever, and it’s up to business leaders to adapt. This is why the Covid-19 conference room is not just a nice thing to have. It is imperative.

Now it’s more than a laptop camera, Zoom and a bunch of tech fixes. “Covid-secured conference rooms” aim to make employees feel like they are in the same room, regardless of the distance. These are places where privacy and security are not ulterior motives, they are priorities. And these are meeting spaces where few, if any, employees have to ask, “Is this thing on?” ”

Does the Covid-secured conference room sound too good to be true? Of course, but it is not. Here’s how to quickly build a secure conference against Covid.

1. Smart meetings start with a strong and secure network

The most important tip for business owners and office managers is to invest in a strong network. If you are planning to do higher bandwidth video which is a trend we are seeing right now, you need to upgrade your network from a bandwidth and security perspective.

It might not be flashy, but security overall is one of the biggest considerations for a Covid-secured conference room. Just look at Zoom at the onset of the pandemic, when privacy professionals and even the FBI warned of Zoom’s lackluster security settings – a prediction that proved true too quickly when the “Zoombombers” have started hacking Zoom calls to prank users with explicit content.

If you don’t have a good network with a good router and an access point with built-in security, change it. Additionally, if you are a large corporation or a business that has something to lose with intellectual property or patents, you should secure your network against anyone trying to access it remotely. Safety is really important, especially from a competitive advantage standpoint when the leaks could hurt your business.

2. For realistic virtual meetings, invest in quality cameras and microphones

Businesses don’t rent or own office space for fun. This unified meeting space brings employees together for brainstorming, collaborative work, teamwork, presentations, and more. These activities have focused on connecting in person for decades, then poof – the pandemic changed that overnight. As the headlines show, virtual work shows no signs of slacking off.

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To mimic face-to-face meetings, consider two simple equipment upgrades: high-quality cameras and microphones.

Many companies are now using higher resolution cameras that have better low light capability. You can even use PTZ tracking cameras that follow a person during their conversation. Beyond that, you can operate multiple cameras together, which is essential as people are going to be located all over the room. These move from camera to camera as people talk, like the microphones in Zoom calls.

Speaking of microphones, be sure to space the tech across the room, especially since social distancing remains paramount. Businesses with larger conference rooms will need to space people out, and when you do that, you either need more microphones or better microphones spread across the room.

Another trend among Covid-secured conference rooms is the use of a video wall, or for small rooms, high-definition monitors. This allows businesses to get the most out of their investment in high-resolution cameras while recreating the in-person meeting experience.

3. Cure “technical difficulties” once and for all with employee training

Nothing kills the vibe of a new business or an all-staff meeting like technical difficulties, and with today’s virtual office, technical headaches abound. Nine times out of 10, the problem has something to do with the network. This is why an employee-wide technical training program should be put in place as soon as office updates are in place.

Once the network, equipment, and applications are set up, it’s time for some quick training, as technology skills vary from company to company. Many employers assume that once you have the equipment, your teams can go on and go. But there is always something: you have to download a specific file or you have to configure it with new wireless settings. Testing is essential.

4. A conference room secured against Covid does not have to break the bank

As the effects of the pandemic change, businesses are reassessing their budgets and how best to invest in a complete office upgrade. But it doesn’t have to be a global investment. Many conference room upgrades are surprisingly affordable, not to mention their scalability. This means you can make your meetings and livelihoods in general sustainable while weathering the brutal storm that is Covid-19.

And the investment goes beyond a few meetings a week. Unlike pre-pandemic conference rooms, the Covid secure conference room can serve as a content hub, with technically adequate equipment. Investments in technology, including high-quality cameras and powerful microphones, can be reused for content creation, whether it’s starting a business podcast, building a niche YouTube series, or hosting thought leadership live broadcasts to attract potential customers.

We’re listening. We collaborate. We amaze. Adorama Business Solutions helps businesses, educational institutions and government agencies to communicate more vividly, effectively and efficiently through pioneering technological solutions. You’ll be working with a dedicated account manager from day one, helping you choose the product solutions that suit your needs and budget. We offer flexible sourcing options, like our Try Before You Buy program, and financing options so you get the equipment you need to master your mission. Thanks to our comprehensive suite of technical tools Services we help you get the most out of your shopping with us. Adorama Business Solutions is your partner to bring your creativity to life through technology. Discover the advantages of working with Adorama Business Solutions on www.adorama.com/abs

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