Author: Ubiq

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The One Mistake That We’re All Doing In Our Office Space

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You have probably seen dozens of articles and studies that claim you need to paint your office space a certain color, have a certain type of furniture, or buy a trendy new decor piece in order to be successful. The design of your office influences your business, and there is one mistake that we are all doing. Office space isn’t reflecting company culture.
In the U.S., working professionals spend an average of 8.7 hours in the office each day. In a year, that amounts to roughly 1,790 hours. In another global study, it was ranked number 16 for work hours clocked. In other words, people worldwide are spending a lot of time in the office. What does that mean for your office space?
The physical office environment can have a significant impact on how people interact in an organization. Your office is a window into your company and its culture. When your space doesn’t reflect that, it gives clients and other visitors a poor impression and stifles business growth.
To revamp your office space in a way that more accurately reflects your company, follow this guide. If one of these attributes describes your culture, here’s how to capture it in your design.

  • Office design has a direct impact on collaboration. Google and Facebook may have launched the trend, but everyone seems to be embracing open-floor plans instead of cubicles. Companies that value teamwork are introducing more collaboration tools and spaces in order to encourage employees to work together.

Another trend popping up are recreational areas and games in the workplace. More offices are adding pool tables, board games, and other relaxation activities to bring employees together and create a fun environment.

Today, technology and innovation seem to go hand-in-hand too, which is why many companies that value innovation are also embracing new technologies in the workplace. The growing trend has given rise to tech solutions like wearable devices, wireless presentation software, and bring-your-own-devices (BYOD). Companies that claim that they are innovative, but still use old desktops or dated conference room equipment risk seeming dishonest.

  • Transparency has become an increasingly valuable attribute in the workplace. Some company leaders have implemented open-door policies by leaving the entrance to their private offices always open or choosing not to have a door at all. Others have suggestion boxes or regular feedback sessions with employees to show transparency.

Part of creating transparency is breaking down organizational and hierarchical silos. In order to do that, offices need to be more open and design spaces that make employees feel like other departments and executives are approachable.
Companies that have a clear, defined company culture should also have an office space that reflects it. Yet, many organizations fail to embed their culture into their design. Leaders can avoid making this one mistake by writing down the top cultural values in their organization. Then, they should ask if and how their workspaces reflects and promotes those values.

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What is the ROI behind your office technology?

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There are several factors to consider when investing in new office technology. Perhaps the most influential of those factors is return-on-investment or ROI. Determining the ROI of business technology is harder than it first seems. InformationWeek recently conducted a survey of C-level executives and found that it is challenging for all of them to agree on the value of proposed tech investments.
Each executive position may have their own vision of what office technology ROI should look like. However, there are some key characteristics that are common amongst successful tech initiatives. Company leaders can use this checklist below to help evaluate the ROI of their technology.

Does it boost productivity?

Over 50 percent of organizations measure productivity when calculating technology’s ROI. Tech solutions that have a steep learning curve or require hours upon hours of training in order to use it effectively can actually decrease productivity. Office technology should make an employee’s job easier and business processes more efficient.
For example, mobile technologies are providing some of the greatest productivity boosts for businesses. Mobile solutions like wireless presentation software, wearable devices, tablets, and collaboration tools mean that employees are no longer confined to working solely at their desks. They can communicate and collaborate from anywhere and at anytime, accelerating the work cycle.

Does it offer measurable value to customers?

Have you connected with customers and target audiences after learning more about them through data tools? Are customers finding your business or communicating with you through technology? Are they using your mobile app to make buying decisions?
When technology improves the customer experience or helps you connect with them, it is providing a big return-on-investment. Attracting a new customer costs as much as five to ten times more than retaining a current one. However, technology that personalizes and improves the customer experience can keep them coming back and spending 67 percent more.

Does it create new revenue streams?

By utilizing big data and new technologies, The Weather Channel is one organization that has created revenue streams that weren’t possible before. With advanced tools like drones and sensors, the weather capturing company’s forecasting range has expanded to over 37,000 personal reporting stations and increased the accuracy of their predictions. Recognizing the value of weather to business operations, it created new revenue by offering accurate weather reporting, alerts and additional services to companies worldwide.
Valuable office technology can not only increase current revenue streams but also create new ones. With the right tech presence, even small businesses can now have a global presence. Tech can open up new opportunities for companies that use it effectively.
There are thousands of tech products that claim that they will bring benefits to businesses. Ultimately, company leaders want to know that their investment will improve performance or increase revenue. If you are investing in new technology, and it doesn’t fit into any of these categories, it is likely time to rethink your purchase.
 
 

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How To Use Conference Room Tech to Wow Millennials

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In 2015, Millennials surpassed Generation Xers to become the biggest generation working today. By 2030, they are predicted to make up 75 percent of the labor force. Right now, those between the ages of 18 and 34 comprise over half, and they are changing how organizations do business.
They are unlike the generations before them, especially when it comes to what they value in the workplace. In a study by PricewaterhouseCoopers (PwC), personal development and flexibility were named as the top two values for young workers, while compensation came in at a surprising third. They also value technology and expect businesses to offer tech solutions that make their jobs easier and their work life flexible.
Millennials already depend on technology every day to shop, connect with friends and family, manage health and fitness, and much more. In order to attract the next generation of talented company leaders, more businesses are integrating mobile devices, wearables, collaboration tools, and meeting room technologies into their business processes. Instead of focusing on the 401(k) plans or insurance benefits, many HR recruiters are talking about the technology perks.
Those with tech-friendly workplaces and meeting rooms are more likely to impress millennial employees and business partners. Here’s how:

Highlight convenience and flexibility.

There are over 37 percent of mobile workers in the global labor force. That number doesn’t include the growing number of in-office workers that take days out of the office to work from home. Improved wireless technologies are largely responsible for vastly increasing worker flexibility and mobility.
With the help of mobile and cloud-based solutions, young employees are skewing the typical nine-to-five workday in many organizations. They are demanding remote access to work documents and projects so that they can work on them while inside and outside of the office space. Organizations that also have wireless meeting solutions or use meeting room software make it possible for younger employees to video conference or collaborate in office meetings from the comfort of their homes.

Engage their creativity.

Millennials have grown up in a time of reality TV and YouTube stars. With smartphones and social media platforms, they can create and share videos, images and other media instantly. Their generation values creativity and wants to work somewhere that shows that it cares about their opinions and personal development.
Companies that offer up-to-date meeting technologies give young employees the tools to tap into that creativity and use it in the office environment. Encourage them to add some of their own creativity into projects and presentations and they’ll be more likely to stay engaged and feel a sense of purpose.

Create a collaborative working environment.

Millennials are more prone to working in teams than any generation before them, and they like to use technology to help them do it. Over 41 percent of Millennials prefer to communicate electronically at work rather than face-to-face. Holding face-to-face meetings is still valuable to them, but only for certain occasions. They tend to lean towards electronic solutions for everyday communications, while holding in-person meetings periodically.
Organizations can use wireless presentation software like Ubiq to enable employees to collaborate with their coworkers from anywhere. Using online collaboration tools, they can easily create and edit their presentations in real-time.
Millennials are accustomed to fast Internet, wireless solutions, easy-to-use tools, and quick results. If the technology that their workplace provides isn’t efficient or useful, they will look for other solutions that do meet their needs. They could end up using unsafe software that puts company data at risk or look to other companies that offer more efficient tech solutions. But, the right meeting room technologies can impress and engage them.

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Collaborative Meeting Rooms: How Connected Devices Can Change the Way You Work

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The Internet of Things (IoT), cloud computing, and mobile technologies have changed how both humans and machines communicate with each other. Smart homeowners can turn on their lights or tell their coffeepot to start brewing before they arrive home with the help of a connected device. In the corporate world, advancements in devices and applications have made it possible for even small business owners to accept mobile payments. Those are just a few examples of how connected devices are making an impact in our lives.
Connected devices, or devices that can communicate with each other remotely through the Internet, are also revolutionizing the workplace. According to Gartner, there will be over 6.4 billion connected devices by the end of 2016–a 30 percent increase from 2015. This includes devices like wearable technology, wireless presentation systems, meeting room software, online collaboration tools, smartphones, and tablets.
One recent study reports that businesses will be the top adopters of connected solutions. These devices are becoming more common and are impacting multiple aspects in companies all over the world. What role do connected devices play in meeting rooms?
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Use the entire meeting space.
Attending a business meeting no longer consists of staring at a projector screen or television while someone flips through a PowerPoint slideshow. With the help of connected devices, meeting leaders can create more interactive and visually intriguing meetings.
If there are multiple screens in the room, connected devices can switch seamlessly between them. If attendees have tablets, they can receive meeting documents or agendas with the touch of a button. Since connected devices eliminate the need for wires, this saves space, cost, and setup time.
Promote collaboration during meetings.
When managed effectively, connected devices can improve the productivity of your meetings. For example, in a recent study by Kelton, 71 percent of company leaders agreed that the use of connected devices helps boost productivity in their organizations.
Instead of simply lecturing to a group for an hour or more, leaders are turning their meeting rooms into collaborative meeting rooms. They are involving their audience by giving and receiving feedback, collaborating on projects, and editing in real-time with connected devices.
Increasing flexibility beyond the meeting room.
One of the primary advantages of connected devices is that they increase flexibility. Individuals can access them from anywhere and there are no wires or equipment needed, which means that the days of relying on multiple pieces of equipment to conduct a presentation or meeting are over. Hardware like projectors, cables, laptops, screens, and other parts can be eliminated. With one connected device, organizations can conduct presentations, communicate with coworkers, and easily perform dozens of other work tasks.
Connected devices allow organizations to minimize the amount of hardware that they need to perform necessary functions. However, they do more than that. As technology becomes even more sophisticated, connected devices are reinventing how we conduct meetings and collaborate with each other. Businesses that embrace the connected device revolution increase their organization’s opportunities for innovation and long-term sustainability.

A Wireless Future in the Workplace

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Jacqueline Chan, Business Development at Ubiq, was a recent guest on the TechnologyAdvice Expert Interview Series. The series, which is hosted by TechnologyAdvice, explores a variety of business and technology landscapes through conversations with industry leaders.
In this episode we discuss video conferencing trends, the importance of smart watches, and beta testing.
Below are a few highlights from our conversation:
TA: With all the advancements in technology what is Ubiq looking to in the next few years?
 
Chan: There’s definitely so many things that we’re really excited about. We definitely notice one of the biggest trends is that in 2016, people are really moving to a collaborative setting and really focusing on user experience and making sure that their users are liking the products that are actually in their office setting right now. When new users are coming in, they expect things to be very simple, and they expect that things will actually work. That’s the biggest trend right now is just to have ease of use on both end users and IT.
 
TA: In terms of challenges, what are you guys helping customers to overcome with Ubiq?
 
Chan: One of the biggest problems I’ve noticed with some of our customers is that there’s just so many devices coming in to any meeting room or any organization in general, every single day. In the past two years, you can come in with a tablet now, smart phone, new computers, even the new macbook doesn’t even have a USB slot. It’s just really hard to monitor which devices are coming in and that’s something that we’re really trying to solve. Helping anyone with any device able to present without any extra adapters or really willing to accommodate with anyone.
 
TA: How do you do all of that while also creating a secure solution that gives IT what they need?
 
We actually have a cloud management dashboard where you’re really able to manage all the meeting rooms, really control what is going on in that specific meeting room at any given time. Our dashboard really gives you an idea of who is using it. You can manage the meeting room. You can update the unit, you can reboot the unit. All those different commands is actually able to be done on the dashboard. This is something that can really help IT and the team.
 
TA: Do you see Ubiq (or something similar) as something that almost every company will have deployed in 2020?
 
Chan: Yeah, for sure. Wireless presentation is just one step to our product. Right now we’re actually incorporating the digital signage component. And what the digital signage does is we can add campaigns to displays. You can add images, web links, videos, all that good stuff onto the display, so we’re not really just taking over a meeting room, we’re taking over all the displays.
 
On top of that for meeting rooms, what we’re envisioning in the future, there’s going to be external software, and meeting room tools, collaboration tools. That’s going to be an add-on to our device. That’s essentially our goal. We want to be that unified tool out there that can do multiple things.
 
TA: What are some of the big generational differences with wireless presenting? Is this something that Millennials are much more likely to adopt?
 
Chan: For sure. For sure. The younger the generation is, the more they are going to expect wireless presentation and they are actually going to be more prone to using it, and the adoption period is going to be a lot easier. But the challenge that comes along with it is that your product has to be stellar, because they’re going to be using a lot of different products, a lot of really good products, so having an easy to use product that will work all the time is the key for the younger generation that’s coming into the workforce.
 
TA: Speaking of the younger generation, I feel like sort of apart of that too, and a part of the technological transformation that we’re seeing right now, a big piece of that is smart devices. How do you see that fitting into the future workplace?
 
Chan: I actually think it’s happening already. The transition from laptops to tablets and smartphones, it’s happening right now – right before this year ends – it’s happening right now. Companies just have to be really fast to adapt to all of this, and in order to really adapt to it, they need to think of a solution such as wireless presentation that can really accommodate everyone, and especially smart phones. And the next thing we know you might need to find a solution for smart watches and having those smartwatches to be able to present. There’s just so many technologies coming out every day and you just don’t know what’s going to come out tomorrow.
This podcast was created and published by TechnologyAdvice, an Inc. 5000 company looking to help buyers find the best IT software, wireless presentation systems, and more. Interview conducted by Josh Bland.

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Why you should NOT cable up your meeting rooms?

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It may have been considered the norm to have wires and cables installed throughout company meeting spaces a few years ago. Now, however, cables are more often viewed as an unnecessary clutter. When upgrading working spaces and conference room technology, businesses are thinking wirelessly.
If your organization is upgrading its facilities in the near future, here are some of the top reasons why you should think wirelessly too.

Cables are eyesores.

One of the top considerations when re-thinking a meeting room setup is appearance. When it comes to office aesthetics, cables are eyesores, especially when they are hanging everywhere. In time, they’ll likely get tangled or risk becoming a tripping hazard. Meeting spaces without cables are more visually appealing and secure.

Mobile eliminates installation and maintenance costs.

Cables also come with cost installation and maintenance fees. Adding cables to a meeting room usually means hiring professionals to install them. They often break or simply wear down over time too, which means you’ll need to repair or replace them eventually. Wireless solutions like wireless presentation systems save businesses from the burden and costs associated with maintaining cables and equipment.

Mobility creates more flexibility.

With wireless technology, businesses free themselves from being locked in one place. Should your organization ever decide to relocate, it will not have to unhook the cables or reinstall them in a new location. Instead, with wireless solutions, it can be as easy as moving a mobile device from one room to another.

Wireless is the future.

Companies no longer need to be tied down by cables because of poor wireless performance. Wireless technologies and mobile performance has greatly advanced in the last decade. Cables simply are not as necessary as they may have been in the past. Instead, wireless solutions have become more vital.
According to a recent study by Constant Contact, over 66 percent of small business owners use mobile solutions as part of their daily business processes. Another two-thirds of SMBs say that they would struggle to survive without wireless tech. Collaboration tools, software and other business technology has evolved to meet the demands of an increasingly mobile workforce and population. Renovated meeting spaces should be equipped with cutting-edge technology, which means that they should be designed with mobility in mind.
It is important to be forward-thinking when renovating office space. Cables are a thing of the past. If organizations want their meeting room to remain relevant and useful for years to come, wireless is the way to go.

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4 Reasons Your Meeting Room Setup Should Look More Professional

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Executive conference rooms often serve as a window into your business. As the central meeting spot, it is the most likely place that you will hold important meetings with prospective clients and employees, current staff, board members, press, and other constituents. It is where organizations deliberate, collaborate, and come to important decisions that could have a lasting impact on their future. Therefore, the executive meeting room setup is important to consider.
A meeting room that could be mistaken for a college dorm will have a hard time attracting visitors; a meeting room that looks like it was designed in 2046 will have a hard time turning visitors away. More importantly, a more professional meeting room is often a more productive and more collaborative meeting room. Here are some critical reasons why:

Make positive first impressions.

Even though people often remind themselves not to judge a book by its cover, they still do–at least when it comes to first impressions. Several studies have shown that within seconds of meeting people decide a person’s wealth, trustworthiness, success and other characteristics solely based on appearance. Another study claimed that it is an unpreventable part of human nature to judge based on first impressions. A meeting room setup that is unprofessional could make a poor first impression which could impede companies from closing deals or recruiting the most talented workers.

Host visitors and special guests.

One of the most important necessities for organizations is a shared meeting space that can accommodate visitors and guests. Whether it is through video conferences or in-person meetings, visitors often find themselves in the conference room. Professional areas are more welcoming to an array of visitors and guests.

Establish a conducive work environment.

A more professional meeting room setup helps to eliminate non-work related distractions and boost productivity. It can also encourage the executive team and other employees to be more professional while influencing others to take them seriously.

Hold secure events and presentations.

Having a space to host events and presentations can open doors for organizations. It helps companies network with influencers and prospective business interests. A conference room that is equipped with meaningful and necessary technology like a wireless presentation system, collaboration tools, and other devices shows that your organization is prepared. It also protects company data from being leaked during private presentations and other confidential meetings.
A large portion of time spent in the office takes place in the conference room, so it is important that it reflects the type of business that you are and displays a sense of professionalism. Making your conference room more professional looking doesn’t mean that you need to stifle the creativity and unique character of your organization. It should, however, be more presentable to outsiders and comfortable for insiders.
 

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Your Users Don't Like the Collaboration and Communication Tools at Work

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Technology has revolutionized the way that we communicate and collaborate with each other, especially in work environments. The instantaneousness of social media and cloud-based apps has raised expectations for response time and communication. Therefore, apps and other technologies are aiming to improve the way that we work together.
Collaboration tools can include video conferencing, wireless presentation systems, meeting room software, instant messenger, cloud technologies, and mobile apps. The goal of these technologies is to turn your meeting room into a collaborative meeting room. When managed effectively they make it easier to access files remotely, to talk face-to-face in a digital environment, and to simultaneously create and edit projects with others.
However, in order to implement them effectively, users must be open to using them to their maximum potential. If users think the apps are useless, then they will be useless. It is crucial to know more about what your users think about collaboration and communication technology at work in order for it to be successful. What do most users think?
Collaboration is crucial
When asking employees about collaboration in the workplace, most of them will agree that it is vital. In one UK study, three out of four respondents said that collaboration is crucial to the way that they interact with coworkers and clients. Studies have also shown that when employees work together closely on projects and tasks, they are more engaged and satisfied with their jobs. In general, users want to use technologies that foster and support collaboration. However, the challenge is finding the right tools for your organization.
Is it easy to use?
Users may want more collaboration, but what they don’t want is just another tool that they have to learn how to use. Technology should promote collaboration, not stifle it. If the technology is too difficult to use, it can do more harm than good.
Users are often hesitant to try a new tool, especially if it has a steep learning curve. This is perhaps the most crucial stage when introducing a technology into the workplace. In order for a tool to be even remotely successful, organizations must first overcome hesitation by ensuring that it is easy-to-use and useful.
How is it improving my job?
Collaboration technology is only truly successful when it improves overall business performance or satisfaction. Users want to know that the tech has had a significant, positive effect on how they do their job. This means that tools must go beyond simply increasing communication or improving response time. They must be embedded into the business processes, making them an important part of everyday operations.
Organizations are trying to increase collaboration and foster communication by introducing new technologies. Knowing what your users think about the tech is an essential step towards successful deployment and implementation. Organizations will know that these technologies are effective, when users begin to say statements like: It’s actually made my job easier, or I never want to go back to the way that we did it before.

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3 Reasons Meetings Should Always Start on Time

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Meetings are often regarded as boring, unproductive wastes of time. In one study by Hubspot, 47 percent of respondents said that meetings were the top time waster in the office. However, that is largely due to how they are conducted. When conducted effectively, meetings disseminate valuable information, increase workplace communication, and boost morale and productivity.
One major contributor to meeting success is punctuality. Punctuality greatly affects the value of meetings. In some cultures, starting a meeting a little later than the scheduled time is completely normal or even expected. However, in general, there are several reasons why starting on time is crucial to its success.
It Fosters Productivity 
According to a recent study by Bain & Company, a meeting that starts five minutes late will be eight percent less productive. When given an exact time limit for completely meeting objectives, people are more likely to work harder to accomplish them.
Keeping the time limit for meetings below one hour can help increase the effectiveness by helping to maintain attention. Online collaboration tools and conference room technology have also helped to decrease the time we spend in unproductive meetings. Save small updates and information for emails, instant messengers or other collaboration tools. This way, you can more easily stay within your time limit and meet the objectives that you set.
It Makes a Good First Impression
Imagine that you are attending a meeting with two different presenters. When you walk into the first one, the speaker is already there. His or her equipment is not ready and not functional, they hand you an agenda with objectives, and they cannot start exactly on time. The second speaker arrives five minutes late and spends another 15 minutes setting up presentation technology.
Which presenter made the best impression? Most likely, none of them. When you are leading a meeting, attendees expect organization and promptness. If your meeting room setup relies on wires and cables and your end users spend the first 15 minutes of their presentation struggling with connectivity issues, they may as well be presenting to an empty room. Individuals can eliminate set up time and worries by using wireless presentation systems and by arriving a few minutes before the scheduled time.
It Shows You Value Attendee’s Time.
By starting a meeting on time, presenters are also showing that they value the time of their attendees. When meetings continuously start and end on time, presenters build a reputation of respect, professionalism, and competence. On the other hand, when the start time fluctuates, people are more likely to show up late, daydream during them, or stop attending them altogether.
Along with a number of other positive benefits, meetings can be an effective way to bring your team together, share updates, boost morale, and improve communications. However, when they start late, presenters already set them up to be less productive and effective. Starting meetings on time is one of the top ways to ensure that they are successful and engaging.
ADDITIONAL READING
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Top 10 Conference Room Cable Management Fails
Wireless Screen Sharing vs. Conference Table Cable Management