4 Ways to Optimize Your Conference Rooms With Tech

2022 Feb. 20

4 Ways to Optimize Your Conference Rooms With Tech

You and the other department heads are gathered in the conference room. The president is in Paris for business and a spot of leisure, but he will be attending via Zoom. The vice president is running late, but he's on his way and will be dialing in from his phone while in transit.

You're the person in charge. At 10 a.m. on the dot, you press "start video conference" on your conference room solutions control keypad. Almost instantaneously, the display monitors turn on, the sound system wakes up, the room lights turn on, the table lights turn off, the video conferencing camera pans out, and the meeting room signage shows occupied.

The remote attendees join. One screen shows the president coming in and the vice president dialing into your meeting. You cast your prepared presentation from your tablet onto the center display and share the same on the video conferencing platform for the remote participant to see. You say your greetings, and the meeting begins.

This is the future of meetings, thanks to enabling conference room technologies. Read on to find out which technologies you can use today to enhance the functionality of your conference room.

1. Audio Video Conferencing Systems

Hybrid is likely to be the future of work with remote employees unwilling to give up the freedom of working outside the office. Thus, companies have to level up their conference room audio video conferencing capabilities to ensure that hybrid meetings can take place as seamlessly as in-person ones.

First on your priority should be procuring a video and audio conferencing platform for your conference needs. The popular video conference systems typically offer both video and audio conferencing functionality on a single platform.

Next, you must install conference room equipment. You need multiple display screens. You need at least two: one to display remote participants and the other to stream the presentation that is being shared on your video conferencing platform.

Speakers, microphones, and a camera are the other conference room equipment you need. Your conference room video conferencing equipment setup can be basic or elaborate, depending on your requirements.

The camera is typically placed in front, focused on the conference room table. One microphone might be all you need in a small conference room. Video conferencing systems for large rooms provide expansion mics and mic pods to ensure individual participants will be heard no matter how large the attendance is.

You must also have an audio and video conferencing control panel to control the speakers, microphones, and cameras. From your boardroom control keypad, you can zoom or pan out the conference room video conferencing camera, increase or decrease the volume on the speakers, or mute and unmute individual mic pods.

2. Interactive Collaboration Screens

Install an interactive multi touch display in your conference room and improve engagement during meetings. You can install it as a multi touch video wall or as a multi touch screen table or platform.

This can be a worthy investment in creative teams where much of the work requires a collaborative effort.

Architectural firms can use multi touch displays to present their 3D architectural models to clients. One can come up to the interactive touch screen display and zoom in to particular areas of the model for a highly engaging presentation.

In a gaming design company, a team member can present their latest character iterations to the rest of the design team. Multiple team members can come up simultaneously to the multi touch collaboration wall and make changes to the design in real-time.

For other types of teams, interactive displays can replace traditional whiteboards. Members can cast their presentation to the screen, and the rest of the group can make in-context annotations.

The possibilities are endless. Providing an interactive multi touch video wall enriches presentations, delivers vivid experiences, and encourages collaboration.

3. Conference Room Automation

Automating your conference room means turning it into an intelligent system where every functional component is interlinked for seamless operations and convenience.

An automated conference room can have a control panel with preset programs. With a single touch, the system will then perform a series of tasks that you would have to do individually otherwise.

For instance, by tapping "start the conference" on your dashboard, the system will turn on the conference room lights, power on the equipment, put speakers on high volume, and launch the audio and video conferencing software. Meanwhile, tapping "launch presentation" on your dashboard can cause the window shades to go down and the lights to dim.

4. Digital Meeting Room Signage

You can also use technology for seamless conference room scheduling. Each conference room will have digital signage right by the door in such a system. This signage will have a touchscreen where employees can book the conference room for their preferred schedule.

After a meeting room has been booked, the meeting schedule is automatically uploaded to the company's workplace scheduling tool. Thus, anyone who might be wondering about a particular conference room's availability can see when it will be vacant and occupied. Likewise, meeting participants can be automatically prompted through their integrated calendars about meetings that require their attendance.

Finally, company administration personnel have ready access to reports that will let them analyze conference room usage data and patterns.

Optimize Conference Rooms With Tech

Conference rooms will always be spaces where colleagues gather and focus on specific company agendas. However, conference rooms can be more dynamic with tech. Implement conference room technologies and watch as they improve your conference room's functionality and deliver richer user experiences.

Learn how technology can deliver improved conference room experiences for your company. Book a consultation now.

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