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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
5 Must-Have AV Products For Your Conference Room
Top 10 Conference Room Cable Management Fails
Wireless Screen Sharing vs. Conference Table Cable Management

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Is your IT Team more of a Generalists vs. Specialists?

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In baseball, every team player has a specialty by position in the field. First base, pitcher, short stop, etc.; each one has mastered a role and its related skillset to help their team win. Sometimes, there is a player who can successfully play multiple positions and can fill in gaps when necessary. While we’re talking sports, the same can be applied to the IT world.
When building your IT “Dream Team,” who wouldn’t want a team of specialists, all masters in a specific area from unified communications to wireless presentation. However, our resource availability may dictate whom we can bring on board. Your team may be a team of 1 or 100. Having a team of generalists versus core specialists may prove to be better depending on your business needs.
How can you ensure you have the right balance of skillsets to serve your colleagues while maintaining a secure work environment? Having “jacks of all trades” can be great, but there’s always the ending to that saying…”master of none.” On the other hand, having just a team of specialists can be an obstacle. For example, if your security specialist is unavailable, a project or call for support could be delayed.
Whether you’re building your IT team from scratch or reorganizing the structure, what are some things you can do as an IT leader?

  • Create Your Ideal Team. You have a vision on how you see your IT team structured and working in your organization. Put that vision to paper (or whiteboard) with roles and responsibilities mapped. It’s the framework for how you want your team to operate. This is where you can start to work towards filling gaps, assigning roles, seeking new talent, etc.
  • Manage Your Resources. Now it’s time to be realistic. As leaders, we have to understand that our dream may not come to fruition right now. It becomes a matter of what resources we have available to us: time, people and budget.
  • Time: Where are you on your IT roadmap? The projects that have concrete deadlines may require you to shift your team’s responsibilities. You may need to have more specialists on certain projects with generalists covering other team responsibilities
  • People: The number of employees you have now may increase or decrease depending on business needs and budgets. A small team may require more generalists than specialists to support the organization. Outsourcing your IT may be an option to keep specialists in-house or vice versa
  • Budget: Your working budget may include what you can afford to spend on projects, technology and people. The amount of money available to support your vision is critical. If the funds are available, then you will need to find ways to scale
  • Look at IT & Business Trends. New technology for your business may require a specialist versus a generalist to develop and implement. Examine whom your peers are hiring. Industry publications can give you some insights on how teams are structured to meet the changes in business styles and communication.
  • Promote Professional Development. New technology is also an opportunity for learning. Your generalists can become specialists with your support. You can grow your team from within the organization. Connect with your employees to ee how they want to grow with you. If resources allow, you can guide them on a learning track that can benefit you both 
  • Be Aligned. Your organization’s goals and objectives will give you direction on how your IT team will function. Hiring the right people is a part of that. Will your current team meet the challenges ahead? Do you need to bring on or develop specialties? Discuss with other leaders in your organization on how they see IT working for them. That way, you and your team can work with together towards the same goals

We want to be the champions of technology at work. IT generalists can cover the gamut of new technology, maintenance and support calls. IT specialists can set our organization apart with the tools to differentiate our business world. Nevertheless, having the right people has to fit in with our current structure, resources and goals.

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5 Top Tech and IT Conferences for CIOs

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Conferences give IT leaders the chance to expand their knowledge, learn about the newest tools and trends, converse with like-minded peers, network, and develop innovative ideas and solutions to bring back to their organization.
There is no shortage of conferences to choose from either. For tech professionals, there is a conference for almost every niche, from application development to healthcare IT security. Some conferences are designed for IT leadership and address the issues and hot topics that CIOs are most concerned about. In this blog, we’ve compiled some of the best conferences for CIOs and other tech leaders.

Techweek

Techweek hosts many conferences in various locations throughout the year. Each event has a tech-based focus and has featured speakers from companies like Reddit, BuzzFeed, and Uber.
If there is a conference in your location, it is definitely worth attending. It gives CIOs the opportunity to network and make local business connections.
Plus, you can attend the expo portion and check out the newest tech products like collaboration tools, 3D printers, and wireless presentation software for free. If you’re lucky enough to receive an invitation to their private summit, you will be exclusively surrounded by C-suite executives that care about technology’s role in business.

Gartner CIO Leadership Forum

The Gartner CIO Leadership Forum is happening from February 21-23, in Phoenix Arizona. Being hosted by one of the top thought leaders and technology organizations in the world, you can imagine that the agenda will be filled with valuable events. The organization uses its annual CIO survey to identify the most pressing issues for leaders today, and then builds its agenda around those.

TechCrunch

Even though, TechCrunch Disrupt is over for this year but if you are a CIO at a startup company, TechCrunch Disrupt is one of the hottest events to attend. The conferences are held in different cities around the world, each highlighting innovative tech ideas and talent with pitch competitions and guest speakers. Well-known business leaders like Yahoo CEO, Marissa Mayer and Gemini bitcoin exchange founders, Tyler and Cameron Winklevoss have spoken at past events.

ITExpo

The latest ITExpo took place in Anaheim, California in early October. Guests and speakers from some of the top tech companies in the world presented on topics affecting tech leadership teams. The annual event has dozens of seminars and workshops on numerous tech trends like content marketing, Skype for Business, and more for CIOs and tech professionals.

Oracle Open World

At the Oracle OpenWorld Conference, attendees can custom-build their experience by picking and choosing sessions ranging from a number of IT topics like cloud, big data, or mobile. They can also narrow their session choices by their company’s industry. Of course, the event focuses on Oracle products. However, if your organization is using their products, it is the perfect opportunity to learn more about them. Plus, there are other exhibitors and attendees from companies around the world, making it the prime place to network with IT leaders.
The best IT conferences help inspire CIOs to think of innovative solutions for their organization. By listening to successful leaders and interacting with others in the field, they can return to their companies rejuvenated and ready to turn those ideas into meaningful actions. What tech conferences will you be attending this year?
 

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5 Best Podcasts for Tech Professionals

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Podcasts are a popular way to pass the time, especially in the tech community. Techies can turn on a podcast and learn about the latest trends and tools like smart watches or wireless presentation software. Plus, they can listen to expert perspectives on how those tools are changing the IT and business landscape—all while making their daily commute or performing other tasks.
According to a recent study by Edison Research, at least 39 million people listen to podcasts each month. For tech professionals, there are an abundance of podcasts to choose from. A few, however, stand out from the rest.
This Week In Tech
This Week in Tech, also known as TWiT, is one of the most popular and longest running tech podcasts around. The show is hosted by Leo LaPorte and it brings in some of the top thought leaders in the IT world. Each week, special guests join LaPorte and share their perspectives on the biggest technology news and events.
Many IT professionals tune-in to this weekly show or know about it, so if there is one podcast on this list that you can’t miss out on, this is it. Also, if you want to learn even more you can check out TWiT TV to access a wide array of tech-related shows.
Daily Tech News Show
Technology is advancing rapidly. Every other day it seems like there is a new device, collaboration tool, software upgrade, or other digital phenomenon that is emerging. IT leaders are often expected to answer questions about what these new gadgets are and what they mean for the digital landscape.
For the IT professionals that are continuously asked, “What is this new tech…” from colleagues, you might want to check out the Daily Tech News Show. The show is similar to TWiT, but it covers technology on a daily basis, so you can keep up-to-date on the latest news.
TED Radio Hour
Today, CIOs and other IT leaders are not just the the go-to-executives for advice about technology. Many organizations are looking to them for advice about strategy and innovation as well—asking them questions that they wouldn’t have been expected to answer a few years ago.
TED Radio Hour by NPR is a great way for tech professionals to stay well-rounded. Similar to TED Talks, these weekly podcasts focus on innovative and exciting new products, projects, and other developments. The podcast usually has a specific theme each week and experts from around the world delve into the topic further, giving listeners some “food for thought.”
The Cloudcast
One of the lesser-known podcasts on this list, Cloudcast is a weekly podcast that is truly meant for tech professionals. Although it’s a little more technical than the other programs, it provides some interesting perspectives on emerging technologies that the non-expert may find valuable.
The show specifically discusses how certain technologies are changing business. Special guests from tech companies offer their opinions and advice on using emerging tools to complete IT initiatives.
 
Speaking In Tech
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Featuring hosts from some of the top brands in the world like Dell and Hitachi, Speaking in Tech is a lighthearted weekly podcast. During the podcast, the show’s hosts and big-name special guests answer tough, thought-provoking questions about new technologies.
This podcast is one of the best for IT professionals because it isn’t afraid to tackle questions like “How is the Internet of Things affecting us?” and “Has Tim Cook gone dongle crazy?” It may have a bit of a philosophical touch to it, but the show still manages to address real-life problems facing professionals and organizations today.
IT professionals are consistently asked for advice on the latest tech gadget or trend. Listening to podcasts is one of the best ways to learn about emerging industry trends. What are some of your favourite tech podcasts?
ADDITIONAL READING
Conference Room Technology: 5 Investments You Should Make
7 Must-Have Video Inputs For Your Conference Table Connectivity Box
Top 10 Conference Room Projectors of 2017

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How to Increase Productivity by Managing Personal Use of Technology

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Business thrives in environments when employees are engaged in the vision and mission of their company. While technology has delivered productivity tools to keep them on task, we have to be realistic in how employees are really spending their time. How can IT manage the influx of personal use on company technology?
The American Time Study in 2013 by the U.S. Department of Labor examined employee activity by hour, in and out of the workplace. The study found that the average employee spent 8.7 hours a day at the office with 80% being spent between the hours of 8am and 5pm. that’s over one-third of the day spent at work.
Personal use of technology at work can be a drain on resources, performance and motivation. Salary.com’s Time at Work Study in 2014 that employees are using company time and equipment for personal activities:

  • 89% of employees waste at least 30 minutes a day
  • 53% believed that time “wasted” promotes greater productivity
  • 27% of employers block non work-related websites

IT and department managers may be monitoring activities on company devices and application, but the number is decreasing. In addition, we have to explore the impact of personal devices, Shadow IT (cloud-based applications not implemented by IT) and remote activities with employees and partners.
Leaders are seeking opportunities to boost motivation and performance with flexibility, breaking down barriers. They’re also seeking to implement productivity tools, like Slack, Asana and Trello, to support team members and keep them on task. They are testing new communication methods from wireless presentations to enterprise social media. However, for IT, this could create chaos If not properly managed.
Here are 4 ways IT can work to rein in personal use at work:

  • Optimize your BYOD policy. Can bringing your own device help to reduce personal usage? Yes! By allowing employees to work on device with which they are comfortable can bolster work output. The policy also has to note compatibility and accessibility by device type and security parameters. By ensuring your BYOD policy is flexible with changing technology, it promote acceptance by employees
  • Strength enterprise security. Whether it’s BYOD or company-owned equipment, security is a concern for everyone with whom you work. Your business should ensure it’s ahead of the game when it comes to leading technology standards and best practices to protect your data, people and business. Security needs to be inclusive of your remote employees, third-party partners and external activities, as the way we work changes from the inside out
  • Conduct productivity reviews. Here’s an opportunity to work cross-functionally. By partnering with Human Resources and other departments, you can see the role of technology across your company. If technology is not being used as it should, you may uncover opportunities to have it work for your employees to grow your business
  • Bring people together. IT can work to bring people together. For example, unified communication systems help to contain access and flow, while being open to new ways we share information. If personal use is found to be a way to break up the monotony of work, maybe we can use unified communication tools to bring people together to get excited about work together

Personal use of technology will never go away, we cannot control what individuals do. However, by setting the parameters and being transparent with colleagues, IT has the ability to constructively limit personal use and increase productivity. Partnering with other teams can change how technology works and how employees perform, for the better of your company.

Intern at Ubiq – Are you up for it?

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As a young company,Ubiq, is making smart use of the cheaper, proximate labour available through the intern programs of the University of Waterloo (UW). I can consider myself among the few to be fortunate enough to have worked there. As of now, the six person company tends to take on one intern every four months. If you are lucky enough to join the team, you will gain vast experience through autonomy and necessity.
The breadth of software systems required by their vision of the modern meeting room demands that a small team be spread very thinly. Jayanth Kottapalli, the more technically inclined of the two founders, will stretch himself across and manage all of the offerings of the company while delegating the majority of development to dedicated employees. For example, Ubiq’s flagship product is a meeting room tool that allows for you, the presenter, to rapidly and wirelessly connect and stream your device monitor to the meeting room projector. This involves both native applications, one per supported operating system, and the application on the Ubiq device that allows for this connection and streaming. Simultaneously, their biggest selling point to IT departments is that through their Dashboard – a Web Application – you can easily and quickly configure and monitor your devices. The result is that, as an intern, their requirements of you can be comprehensive. It is a challenge that you must be ready for.
However, their expectations are not that you be competent upon arrival, although they would probably prefer competency some related field. I submit the example of my original employment. I was employee number one. This may seem confusing, however, as a nascent company, before the original founder Sumit Pasupalak brought on Jay as his co-founder, he had already begun taking advantage of UW’s Business, Entrepreneurship and Technology (BETs) program. They, BETs, provide heavily subsidized employment for first year engineering students. I was once, one of these students. It was here, having had little to no training or experience in software development, that I was tasked with building the original iOS application for streaming presentations to the Ubiq device. Their investment in their employees, in particular their interns, is incredible.
Their only expectation is that you come to work with an open mind ready to learn and to commit yourself to the given project. They require you to learn fast and to apply this learning as rapidly. As a start-up, iteration and improvement must be constant. So, you, as a learner, must provide your time. This is the real cost, but if you believe that your work experiences should be about more than making money and having more free time than during the school semester, this is the place for you. I, inexperienced as I am or was, cannot believe that the tradeoff be more fair. With this, if you think yourself ready, I implore you to apply – you will not regret it.