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When it comes to meeting and discussing serious matters among the staffs, employees, and directors, the first thing to have in mind and put in place is to select a conducive, quiet, secured and comfortable meeting room that will aid interactions and communication.

The Meeting Room

A meeting room (also known as a conference room or conference hall) is a room specially prepared and designed for events such as meetings and business conferences, and commonly found at convention centers, hotels, and establishments such as institutions, and even hospital. The meeting rooms can sometimes be designed for large meetings such as arenas and concert halls. Some of these meeting rooms can be for personal or security reasons without windows. However, a meeting room should be equipped with the latest technology setup, which includes Audio Video Installation for interactive display and should be conducive for smooth communication.

Meeting Room Setup

Meeting rooms may be set up in diverse styles like Banquet, Hollowed, U-Shape, Conference Style, etc., aiding wireless presentation depending on the purpose of the meeting.

Shortage of Meeting Rooms

Scarcity and unavailability of meeting rooms are alarming due to the vast creation of new companies. They are consequently contributing to the shortage of Meeting rooms.

Shortage of meeting rooms could lead to unnecessary changing of the meeting venue, and this could get you or your boss pissed off than you could ever imagine.

Imagine a situation whereby you have received a mail with stating that you need to hold a meeting your boss, and you need to book a meeting room, and you find out that there is no meeting room available at the moment. Sadly, this could be frustrating and make you depressed.

The Solution to Meeting Rooms Shortage

In such a scenario, it is a clear sign that you need more or explore other needs like:

  • Legacy meeting
  • Phone calls
  • Concentration

Writing a communication guideline can change peoples’ mindset of what a meeting room actually means. The space we inhabit have to change as the world of work is changing.

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Gone are the days when traditional methods such as whiteboards, and flip-charts, methods were employed to pass out information. As a business owner, it is imperative for you to go with the tides and embrace modern technology by using Audio-Visual Setup while in meetings, conferences, showrooms, and so on. Using AV for your conference room setup will not only boost your worker’s efficiency but also increases your company’s productivity.

Using the AV setup to streamline your conference room is one of the must-haves conference room technology to possess as a business owner.

Conference Room Setup
Relying on email, Slack, and web chats to build a team does not quantify digitalization. Those tools could be helpful for communication, but they don’t give space for accountability, commitment, or conflict resolution, which are critical functions of a team.

Talking about setting up conference room means more than adjusting attitudes or beliefs. However, you have to make virtual collaboration seamless, intuitive, and simple for remote workers. That does not mean you should bombard your conference room with glitzy conference room technology and robot. Meanwhile, all you need is to make space that encourages interaction and collaboration in a positive work environment.

What do you need to boost your conference room AV design technology?
Consider the following ways:
⦁ Connection upgrade
⦁ The right mix of speakers and microphones
⦁ Quality display screen
⦁ Use of an interactive whiteboard
⦁ Sensitive AV repair and support
⦁ Easy conference room schedule
⦁ Training employee how to use your technology
⦁ Content sharing with a wireless presentation

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Productive, thought provoking or non-value add – whatever the view is on the relevance of business meetings, a study shows that 15 per cent of an organization’s collective time is spent on meetings. Hence, they are not going to disappear any time sooner. But with an optimized meeting room setup, AV equipment, and the right mindset, we definitely have the power to transform meetings into a tool for some great team collaboration and productivity.

Broadcast wirelessly

With the advancements in technology, it’s now easy to bring meetings and collaboration to the masses. Rent a conference room and use a wireless presentation to broadcast a webinar, round table discussion bouncing ideas off one another.

Think outside the meeting

Thanks to the technology that meetings no longer have to be in cramped, traditional board rooms or conference rooms. Meeting rooms are now seen as ‘enablers’ rather than ‘containers’, and they strive to be more humble yet fluid, connected and inspiring. Install conference room AV and cable-free presentation, and voila! You can have your meeting room set up anywhere. And for a bit of spice, install a table tennis table next to the conference table for mini bursts of gameplay in between the meetings – like Dreamhost in La Brea, California below:

Let comfort be the driving force

When was the last time you felt relaxed with your conventional meeting room being an inviting haven for creativity and ideas? It’s very difficult to feel relaxed by sitting up right, constantly being aware of a formal meeting room set up, especially when a meeting is supposed to go on for hours. With the help of wireless presentation capabilities, offices these days are able to make meeting rooms out of anywhere. So, let comfort drive you and your ideas for those couple of hours when you are in a meeting. Get cosy chairs, a perky rug and just get going. For instance, look at this meeting room from Moo, a business stationery and promotional experts in London.

Etsy’s meeting rooms have a vintage feel to it, reflecting their online reputation.

Get an updated AV equipment

Although overhead projectors have been used by organizations for as long as we can remember, more and more businesses are now adopting newer technologies, and AV equipment are increasingly being used to streamline meetings and make them more efficient. An update AV set up means you are more flexible in terms of the kind of devices used by the attendees in meetings.

Take it outdoors

According to workspace strategist Kursty Groves “Nature has a profound impact on humans. Sunlight, fresh air and natural surroundings positively affect people’s sense of wellbeing and happiness.” With contemporary adaptable boardroom technologies like wireless presentation, conference room AV equipment, you can now consider taking your meetings outside the conference room. For ideas to flow you need to take your ideas to place and set up where they can flow.

Final word

With the right meeting room setup and technology, you can do wonders in terms of productivity drastically improving the efficiency of meetings – promoting stronger collaboration and happier businesses and customers.

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You should never judge a book by its cover, but you should always judge a company by its conference room. If the first thing you see when you arrive at a business meeting is a standard definition TV that’s been strapped to a wobbly cart with velcro, you’ve learned something very valuable about the company’s approach to innovation. Likewise, if you walk into a meeting room and see a 4K TV that’s been mounted perfectly flush with the wall, your reaction will be, “If this company knows how to do that, they can do anything.”

Here are 5 conference room AV products you need to buy in order to create that sort of impression.

1. 4K Television

A must-have AV product: Samsung KS9500 series.

There are a lot of things you can justify not buying—paintings, bookshelves, certain pieces of furniture—on the grounds that you are “going for a minimalist aesthetic.” Unfortunately, a good TV is not one of them. In order for video conferencing and business presentations to work, a large shared screen is absolutely essential. And although they’re expensive and still have some issues that haven’t been adequately addressed yet (good luck finding media that you can play at full resolution), 4K TVs are noticeably better than their 1K counterparts. Even if you don’t actually use the TV to play full 4K video, it’s always better to have 4K resolution and not need it than to need 4K resolution and not have it.

If you have the money to buy a 4K TV, you probably also have the money to hire a carpenter to mount the TV to the inside of the wall. By doing so, you’ll restrict easy access to the HDMI ports at the back, but if you use a wireless presentation solution (like, say, Ubiq) having easy access to the HDMI ports will not be necessary.

Our recommendations:
Samsung QM65F
LG 65UX340C
NEC 65″ X651UHD-2ED

2. Telephone

Polycom SoundStation 2

For decades, experts have been predicting that video conferencing would render Alexander Graham Bell’s 1876 invention obsolete. And yet for some reason, the telephone refuses to go away. Perhaps it’s because people are too self-conscious about their appearance, perhaps it’s because no one likes the idea of sending large amounts of data through their 4G network. Whatever the reason, the telephone is here to stay, and you’ll definitely be needing one for your conference room. More specifically, you’ll need one that can provide clear audio, connect multiple lines at once, and hands-free capabilities (speakerphone and microphone included).

Our recommendations:
Polycom SoundStation 2
Avaya B179 Conference VoIP phone

3. Projector

Sony VPL-VW365ES

If your meetings are usually attended by more than 20 people, a 4K TV—as glorious as it is—might not be enough. You may want to consider buying a projector and converting an entire wall into a movie screen. In addition to offering a bigger image, today’s conference room projectors provide greater brightness (lumens), operate clearly in both dark and lit rooms, and are small enough to be portable. High-end 4K projectors can cost as much as $10,000 or even $20,000, so unless your name is Tim Cook, be sure to seriously weigh the pros and cons before buying. (Or just buy a low-end version; few people have actually seen high-end 4K projectors in action, so they’ll be unlikely to notice that you’ve cheaped out).

Our recommendations:
BenQ SU931
Optoma EH500
NEC NP-P501X
Sony VPL-VW1100ES Native 4K 3D SXRD

4. Sound

JBL Basic Double-Zone, 70V Wall Mount Sound System

Investing in a 4K TV or projector can be counterproductive if you don’t also invest in a decent sound system. That stunning 4K resolution will be a lot less impressive if all you can hear coming out of people’s mouths is a muffled garble.

It’s also important to make sure that the people you’re video conferencing with are able to hear you, so in addition to buying speakers, you may want to buy a few microphones and install them at various points along the conference room table.

Our recommendations:
JBL Basic Double-Zone, 70V Wall Mount Sound System
Atlas Sound 70V Ceiling Mounted Sound System for A/V and Conference Rooms (2 Speakers)

5. Wireless Presentation Solution

No list of conference room AV products is complete without a wireless presentation solution.

In today’s BYOD environment, a conference room that relies on cables and wires to connect laptops to the TV or projector is simply not feasible. In order to accommodate every laptop that enters the room, you would need to have an expensive and elaborate collection of cables and converters with various outputs on standby (HDMI, VGA, HDMI to VGA, Thunderbolt, Lightning, etc). If you were to attempt to use all of these wires and converters simultaneously, your conference room would resemble a mad scientist’s lair. Better to go wireless.

Our recommendation:
Ubiq Hive

We may not be the most objective people to ask, but we think the Ubiq Hive is pretty sweet. It allows you to present wirelessly from laptops and Surface tablets regardless of their video outputs in less than 10 seconds. (For more information on the Ubiq Hive, click here or go to literally anywhere else on this site).

Additional Reading
Conference Room Technology: 5 Investments You Should Make
AV System Integrators: Are They Really Necessary?
Conference Room Design: 10 Examples Worth Studying

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These days, the setup for these training rooms are vary vastly from business to business.

Some businesses may use traditional overhead projector setups, others may still used flip-charts, whiteboards and in some cases, interactive whiteboards.  Many others rely on ‘Bring Your Own Technology’, which normally involves the presenter bringing their own laptop or hard drive and spending half the allotted time trying to set it up with the projector.

But, surely in today’s modern world, there is a better alternative to these, quite frankly, outdated methods.  Think about the last meeting you attended, did you notice any presentation sources around the room? How many of the features in the training room were actually fully utilized during the meeting?  These are the questions more and more businesses are asking.

More and more, it is becoming apparent that businesses are turning to AV setups to streamline their training rooms, ensuring they operate much more efficiently.  AV setups are a fantastic solution to presentation issues because they are completely adaptable and compatible with the majority of devices. This means you’re able to connect a vast range of devices to a system and have them work seamlessly.  This opens up new doors of opportunities when it comes to training meetings.

As businesses and organizations expand year on year and new technologies are being updated almost daily, it has never been more important for businesses to get their training programs right. With employees on-board and their knowledge up-to-date, businesses will find that their workforce performance will dramatically increase and will operate much more effectively. It’s also estimated that 40% of employees who receive poor job training leave their jobs after the first year.

By utilizing an up-to-date and fully functional AV setup into your training rooms, you can guarantee that you are making the most of your dedicated training space, allowing you to use software, programs and display multimedia that would have otherwise have been out of the question.

AV setups are universal, allowing you to connect multiple devices of varying brands, models and age. Alongside being able to connect and use your existing technology, the majority of AV setups today will also be compatible with new technology that is yet to be released. This ensures that AV setups in your training rooms remain cost effective and won’t harm your businesses budgets with constant hardware upgrades.

It’s easy to see why more and more businesses around the world are in the process of installing up-to-date AV setups in their training rooms. By maximizing their employees potential and functionality of office spaces, businesses are able to meet targets and goals easier, increasing sales, productivity and profits.

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We’ve all seen them from time to time. Settling in to your morning meeting, organizing your possessions and you look up as the proceedings begin.  Catching your attention in the corner of your eye, you notice the dusty outline of the rolling TV stands.  Experiencing feelings of nostalgia?

Too many.

These stands remind us a time back in our younger school days, the excitement that was felt when lessons wouldn’t go ahead and  instead the class would sit and watch a film.

For the most part, these television display solution were crucial to the successful outcomes of meetings. Able to show videos and presentations and, as time went on, the ability to connect devices and computers which revolutionized the way that conference meetings were held.

But, as the landscape of modern meetings evolves, are these rolling TV stands still a vital part to today’s office running, or are they simply too dated and unnecessary?

By using a portable television stand, conference rooms are able to maintain flexibility in the room. The television screens can be adjusted to suit any position and any number of viewers, allowing conference rooms to remain a flexible place for a meeting.

The majority of rolling stands also come with shelving options, allowing you to add further additions to the set up, such as DVD players, speakers or room for remotes and controllers. Cabling can also be hidden within a stand, making sure appearances are maintained at all times.

But, compared to a wall mounted screen, rolling stands to have a lot of disadvantages.

TV stands are renowned for how much room space they consume. This means, specifically in smaller conference rooms, rolling stands are not a space effective solution. In addition to this, as the stands are portable, users are constantly having to disconnect and setup the system, depending on where they want the screen to be used.  There is also the risk of the television being knocked over whilst on a rolling stand, despite whether it’s being used or not. If this happens, this can cost a business more unnecessary expenses.

For these reasons, more and more business are turning to wall mounted solutions.  Not only do they create a much more professional image for a business and their clients, but are also ten times more practical.

Nowadays, TVs are extremely thin and light. Therefore, when mounted on a wall, minimal space is taken up, allowing for more space in the conference room.  When positioned correctly, wall mounted TV’s become the focal point to a room, with minimal risk of damage or accidents.

All wiring for wall mounted setups can be hidden in the back and along walls, meaning rooms have a less cluttered feel and the setups can be left connected, meaning setup can be saved in every meeting, you simply turn it on and go!

In conclusion, although practical in the past, rolling TV stands are becoming a thing of the past and more and more businesses are opting for more professional, high quality solutions that save time and maximize opportunities.

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In the majority of conference rooms, the TV display is the focal point of the room and, second to the chairs, the most used function in the room. Many businesses install their conference room display, connect them up and turn them on and they’re ready to go.

Although this might work in some cases, businesses that adopt this approach are missing out on some potentially serious quality issues. This can cause problems in some meeting rooms as certain colours may not be displayed properly, screen resolution may be off balance and objects may not appear of the screen as they should. For the users of the screen, they may have trouble deciphering what is on the screen which in turn can result in them being inattentive and distracted, leading to miscommunication.
To prevent and resolve some of these issues, today we will explore ways for you to optimize your screen for the best possible results.
Positioning & Room Design
Firstly, before we even turn the screen on, check your screen positioning in comparison to the room. Is it on a wall opposite a window? Is the conference room display being overshadowed by any other objects in the room or is it subject to glare caused by sunlight?
These are all factors you will want to take into consideration when setting up your conference room as they can cause problems when being used, resulting in a confusing and unproductive meeting. (Even the position of the conference room table matters)
Conference Room Display
Optimize Your Screen
This can be achieved by plugging a computer into your screen and using the remote to adjust setting such as brightness, contrast and gamma levels. If using a Windows PC or Mac, you should be able to access your display settings which in turn will open a Wizard, a system process that takes you through a step by step guide on how to make your screen perfect for its viewers.
By optimizing your conference room display in this way, you’ll notice sharper colours, clearer image quality and less strain on the eyes. This will result in more attentive and engaged individuals in your meetings, which in turn leads to better results and increased productivity.
Office desk Screen
Set Up Your Screens Ergonomically
This is one method that absolutely guarantees comfort and efficiency when working in your conference room. By setting up your screen to work at the best possible angles, users of the screen will feel comfortable when looking at it, minimising strain and discomfort.
This can be achieved by positioning the screen at an eye level. This reduces neck strain which would contribute to a viewers discomfort, distracting them from the task at hand and potentially causing muscle damage. It’s highly recommended that viewers should not be viewing the screen at an angle of more than 35 degrees.
Consider Multiple Monitors
If you are planning on displaying large amounts of data on screen, numerous client video streams, or both at the same time, it may be worth investing in multiple screens that can be positioned next to each other and connected to the same streaming device.
This allows for a wider viewing angle in which content can be displayed clearly and concisely, without the need for screens to feel cluttered or full. This allows members of a conference meeting to view information with ease, without becoming distracted by the other data or streams on the screens, minimizing the risk of miscommunication or misinformation.
Check Your Investment
Before you go out and buy your conference room displays, do you research. It’s all well and good going and buying the cheapest and biggest screen for your room but it may not be the most beneficial.
Check your room sizes and distances. You don’t want to purchase a huge screen that fills up one wall and makes the audience and meeting participants feel overpowered and you don’t want to buy a medium or small sized screen that when installed, the conference room display becomes unclear and users cannot read the information without having to get closer or just give up trying to read it altogether.

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Just as having a high-end piano is no guarantee that you’ll create good music, having a high-end conference room camera is no guarantee that your videoconferencing sessions will be productive. A conference room camera is a complicated tool, and if you aren’t using it properly, it could be more trouble than it’s worth.
Here are 5 tips to help you make sure you’re getting the most out of your conference room camera.

1. Choose Angle Carefully (i.e. Don’t Point Camera at Window)

1
Does your conference room have windows? If so, you could be in trouble, especially if it’s a bright, sunny day. Unless your overhead lighting is somehow more powerful than the sun, the window will appear horribly overexposed. This means that everyone in the shot will appear in silhouette. While this may create an appropriate effect if everyone attending the meeting is a spy, in most cases, silhouettes are not desirable.
Luckily, this is an easy issue to fix. Either close the blinds or arrange the table so that everyone is the facing the window.

2. Choose Focal Length Carefully

00-2001-iris-crop_1000_420_90_c1
One of the hardest decisions to make during a videoconferencing session is the focal length. If the camera is zoomed out too far, it feels like you’re talking to ants. If the camera is zoomed in too close, only one person can talk at a time. Take the time to find a nice middle ground between those two extremes.
Perhaps the best solution is to get a conference room camera with facial recognition software that automatically pans to the person who is talking.

3. Choose Background Carefully

company-best-office-interior-with-art-accesories-on-the-wall-and-wonderful-chandelier-and-orange-chair-plus-table-on-the-gray-rug-cover-the-floor-1024x684
Having art on the walls may enhance the room, but it won’t enhance the videoconferencing experience. A neutral background will allow people to pay greater attention to what’s being said and not on the decor.

4. Get an Oval Table

BoardroomTable_Oval_Threshold_THUMB1
A rectangular conference table is great for in-person meetings, but it can create problems for videoconferencing. If everyone is sitting in a straight line, the people at the back of the line will have to lean forward in a way that’s awkward and uncomfortable. An easy way to avoid this is to use an oval table.

5. Don’t rely on your camera’s built-in microphone

microphones
Most camera’s come with a built-in microphone, and while these are handy, they only capture great audio when the speaker is two feet from the camera. Since this would entail staring at an extreme close-up of the speaker, you may want to explore external microphones.
ADDITIONAL READING
7 Components of a Successful Video Conference System
AV System Integrators: Are They Really Necessary?
5 Must-Have AV Products For Your Conference Room

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It can be hard to ensure that your team is working to its full potential when they are not in the same room. Web conferencing platforms have been a fantastic tool allowing organizations and individuals to collaborate, no matter where they are in the world. Unfortunately, this does come with some downfalls. By being part of a virtual team, there can be many issues that arise leading to inefficiency. Here, we will explore a few ways to make sure your team stays on task and operates to their highest potential.

Share Your Screens

Wireless screen sharing is a revolutionary technique that helps to make collaboration within teams easy. By using a web-based screen sharing solution, individuals can easily share ideas, documents and links work that members would have otherwise been working on individually. Combined, this increases productivity within a team tenfold.

Time Tracking

By using software platforms that track time, you can easily identify weak spots in your online team by assessing what they do and by setting deadlines, which ensures tasks are completed in a timely and efficient manner. By utilizing online time sheets, you can review every individual team member and see how productively those members are collaborating together.

Implement Cloud Servers

The majority of web meeting platforms allow for file sharing, but what about having a team server? Some of the most popular platforms include Dropbox and Google Drive but there are plenty of other options on the market, all covering their specific niche. By using cloud servers, members of your online teams can share, view and upload documents, making them easily accessible to everyone else. By using systems like these, your organization can save time and complete tasks a lot more quickly.

Make Applications Accessible

When working with online teams, various members may be located around the world. This means everybody is working in different time zones and some people may not be available at the same time as everyone else. By making your applications easily available, either by computers, laptops, tablets and smartphones, team members can access files and communicate, anywhere and anytime. By implementing this across the board, you can increase team efficiency to no end.

Online Brainstorming

When organizing an online team, it can be difficult to get everybody on the same page, especially when those team members are working remotely. By using a brainstorming platform, you’re ensuring that everybody in the team is seeing the same data as everybody else and that they’re visually all on the same page. By having all your team members in the same frame of mind, online collaboration becomes easy, allowing tasks to be completed efficiently and on time. There are a vast range of platforms to choose from, one of the most popular and most mainstream solutions being mural.ly.
ADDITIONAL READING
Conference Room Design: A Guide For the Perplexed
Conference Room Cable Management Checklist
AV System Integrators: Are They Really Necessary?