The importance of BYOD to the Conference Rooms

Bring Your Own Device (BYOD) is starting to become the norm for meetings and work session. As companies begin to provide access to multiple devices, like smartphones, tablets and laptops, these tools should promote productivity and the changing styles of communication. Conference room technology needs to support those changes across device type, location and platforms.

How to prepare for a BYOD strategy?

  • Create a company-wide BYOD policy. Determine if your company’s BYOD will involve employees bringing their personal devices or using devices issued by your organization. Outline what security measures will be put into place. This may include requiring passcode protection on personal devices. detailing which programs and apps will be permitted or granting access to third-parties (clients, vendors, etc.)
  • Get wireless/upgrade your wireless. If you’re not wireless, get there! If you are wireless, make sure you are up to standard. Ensure that your Wi-Fi network provides the optimal speed and connections to support multiple devices and platforms, especially for audio and video communication, for internal and external team members.
    • With Ubiq, we make a P2P connection over Wi-Fi between the user’s device and the Ubiq’s hive to ensure that no one else can view the information. This makes it both secure, and easy for your users.
      Change the culture. Empower your employees to move away from the desktop. Show them how they can perform the same tasks on other devices, especially tablets and smartphones. Encourage employees to work away from their desk and to be more collaborative with their co-workers. Have opportunities for work sessions in a conference, create independent workspace (i.e. “genius bar” or “café”) and or promote working outside of the office.
  • Organize Your IT. Your IT team needs to be able to provide proper support to support any new software and hardware being implemented to support your company’s BYOD strategy. You may need to add resources based on skillset and experience with tools, training and network connections. You’ll also need a help desk that can process and filter support tickets.

How to update your conference room technology to support BYOD?

  • Hardware. Review your current conference room set-up and how it is being used. If you are working with mostly internal employees, look at how the equipment works with different devices, especially smartphones and tablets. You will need to determine how the different hardware will work in connecting with multiple users for any teleconferencing or video conferencing with clients and vendors.
  • Software. Software on BYOD devices should be similar across platforms ensure all team members can connect and share content. If your BYOD policy does not permit certain software usage, review what current software will meet conference room needs. If there is anything missing, it may be time to invest in new software tools.
  • Communication. For meetings, all invited parties need to be able to access the conference from various locations. If any members are working remotely, their devices need to have the capability to connect with the home office’s conference room or line through audio and/or video. In line with wireless presentations and networks, the connections need to be stable to allow for clear communication exchange.

The goal of BYOD should be provide both flexibility and empowerment to employees while promoting productivity to reach assigned targets and goals as a team. To do that, there needs to be a clear policy with the proper tools to support all.

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