ROUND TABLE
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Pay close attention to remote participant inclusion and equity. Most of us have experienced environments where we feel incredibly disconnected”
Trent Slyter Everyone’s expectations have risen dramatically from the widespread use of VTC. Cheap, patched together webcams and a laptop are not going to offer the expected experience in a conference room, regardless of size. People now expect to be seen and heard without issue; they anticipate connecting and starting meetings in seconds, not minutes. They also expect to have video that clearly shows the visual reaction and responses of the far-end participants. This is a very reasonable expectation given the current state of technology. The amazing part is they can outfit five rooms now for what they used to spend on one, and still have high-performance spaces. The commoditisation in the VTC world has driven prices down to levels that were never even imagined ten years ago. Moritz Helmchen Organisations should seek advice from experienced integrators who understand what works, what pitfalls to avoid and how to navigate them effectively. There are great specialist planners with practical knowledge, but also many specialist planning offices that have little practical experience. This regularly results in discrepancies and additional orders, as the system tendered does not meet the actual customer requirements. Relying solely on a ready-made solution can mean the functions provided are no longer sufficient at some point and/or you become dependent on one manufacturer. This can also lead to problems, as we have seen during the pandemic. Systems that are open to extensions and grow with the customer enable a much better user experience, because users don’t want the requirement of thinking about how to operate the technology. Indeed, they want an intuitive operation which is easy to use, allowing them to focus on the content and not the technology.
Anticipate future changes in technology, workforce dynamics and business needs, planning for adaptable solutions which evolve with your organisation over time. Don’t compromise on the quality of conferencing equipment. Invest in reliable, high-quality AV components which provide clear audio, crisp video and seamless connectivity. This will enhance the overall experience and improve productivity. Choose conferencing solutions that integrate seamlessly with your existing technology ecosystem. Search for interoperable platforms which support integration with popular collaboration tools like Microsoft Teams and Zoom, as well as with other hardware and software systems used in your organisation. Offer training and support to your employees on how to use the new conferencing system effectively. Neil Morrison Pay close attention to remote participant inclusion and equity. Most professionals have experienced environments where they feel incredibly disconnected from in-room participants from both an aural and visual perspective. I would strongly suggest doing mock-ups of rooms before a large-scale rollout. It’s important to include decision- makers and key personnel as in-room and remote participants in the testing phases. Pay attention to engagement and functionality for room participants. I’ve seen several IT leaders or integrators gloss over these details in favour of installing flashy components that look good on paper, but do not foster an inclusive and collaborative environment. Remote workers – alongside their in-office co-workers – benefit greatly when an organisation considers them equally valuable for company success and growth. Companies that get this right will attract and retain the best talent, regardless of their preferred work style or environment.
new room to ensure a great conference experience. I am also seeing a few new builds which feature floor-to-ceiling glass walls on two or more sides. These rooms require extensive acoustic modelling to be an effective communication tool.
ny advice to businesses looking to remodel their conferencing layouts? Bill Hensley When considering upgrading, it’s essential for businesses to take a comprehensive approach that addresses both current needs and future requirements. Here are some additional pieces of advice: Before going ahead with any changes, conduct a thorough assessment of your conferencing requirements. Identify the specific challenges and pain points you’re facing with your current set-up – this could be poor audio quality, limited scalability or lack of integration with the collaboration tools. Engage key stakeholders from across your organisation in the planning process. This includes representatives from AV, IT, HR and other departments which frequently use the conferencing facilities/spaces. Gathering input from different perspectives will help ensure the remodelled set-up meets the needs of all users. Design conferencing set-ups with scalability and flexibility in mind.
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