An intelligently connected enterprise moves faster and works smarter with the right tools. As more organizations embrace video conferencing, the three rules of meeting room collaboration help to measure solution effectiveness: Relevance; Reliability; Return.
An enterprise collaboration strategy should adhere to best practices in order to optimize users’ experience, so it is important to leave room in your decision making for the following three points:
A meeting space should be a world of productivity and effective engagement. However, many IT decision-makers have equipped meeting rooms with portable devices and laptops, which were never designed to serve the workforce for in-room video conferencing. While the ease of bringing your own device or the use of a personal computer may be perceived to be a cheap solution, this approach comes with hidden costs and issues that can place a further burden on IT resources. Typically, employees rely enormously on IT staff to help configure software, resolve Windows upgrades, and even establish how to begin the conference call. The unenviable scene of several people huddled around a laptop can make a frustrating and awkward experience. In addition, the incompatibility of some video conferencing and meeting solutions increases technical friction leading to quality issues, which significantly diminishes the value of meeting room conferencing.
On the other hand, dedicated meeting room solutions provide instant real-time collaboration to support productive interactions and enable people to seamlessly connect with participants for teamwork, presentations, training, and conferences. Remember, using the right dedicated endpoint solution transforms meeting rooms of all sizes into superior video conferencing suites which can scale if usage increases in the future.
Every aspect of a company’s operation must be optimized for security and reliability, from the architecture of its own technology to every endpoint on the network.
A typical PC operating system has a user interface designed for a single user and, therefore, when such a device is used in a conference room it will be continually used by multiple employees throughout the working week. With constant user log-ins, numerous credentials create a new user profile on the PC, which will lead to a faster degradation in PC performance when compared to a regular single-user PC. Worst case scenario, if an employee leaves the room without logging off, it renders the machine vulnerable with exposure to the user’s credentials. In addition, if the laptop is linked to the network, there is the potential for a data breach.
Getting the right hardware is essential, as is working with a video conferencing vendor that maintains your company’s data integrity, allowing your organization to remain compliant with any existing data regulation laws. Global video communications networks entirely owned and managed by the vendor provide a powerful, reliable platform without reliance on any third-party infrastructure for core services. This means that the vendor is in a unique position to rapidly respond to users and continually evolve their service seamlessly to meet their demands. Remember, be engaged, be connected, but always be secure.
Choosing a platform that can monitor the entire video conferencing environment and offers clear usage reports is an important component in the collaboration strategy. The ability to track and measure meeting room usage, issues, and performance gives a better understanding of the value of video conferencing. Without it, the investment can only be measured at the implementation stage and not through the journey of utilization.
Powerful administrator controls allow you to update settings from a single location as well as check and monitor the status of all devices and users. Access to real-time information in a simple to use online dashboard can contextualize the data, which means that every meeting room can be easily measured. In-depth reporting helps you to understand which rooms see the most use, which users or departments make the most calls, and which call types are most popular.
If there is a change in meeting room purpose or a need to adapt, the technology can provide information that can help to either scale or adjust the meeting room for greater productivity. Access to easy to use, centralized management and performance tools enables IT managers to make seamless and frictionless upgrades possible without interrupting business operations. Remember, greater visibility reveals the value of the investment.
The modern meeting room brings everyone together, no matter what device they use and where they are located. When solutions are designed and engineered to provide secure meeting room experiences and intuitive feature-rich conferencing, decision-makers can improve productivity and positively change workplace culture to future-proof enterprise communications.