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Tips for Finding Time-Saving Meeting Room Technology

Business April 4, 2017

If you’ve ever allotted extra time to set up a meeting or figure out the room’s equipment, you know how much time that can waste. If your meetings always run over due to technical issues, you might want to consider that you don't have the right meeting room technology.

Nearly one-third of all meetings today are virtual. But, as more professionals — particularly those in the millennial generation — enter the workforce, the number of virtual meetings is expected to increase.

Professionals within this age bracket choose to have 38 percent of their meetings virtually. Looking at the trends, it seems likely that these percentages will likely continue increasing year over year.

But, even though remote meetings are growing in popularity, there are still significant challenges that keep the numbers from jumping. Mostly, it’s technology.

It’s true. Technology is rapidly advancing. But, some organizations hold onto their out-of-date technology, which greatly affects their efficiency.

To hold meetings that end on time, your teams need simple technology solutions that allow them to start a meeting with the push of a button.

Spaces that accommodate those meetings should be equipped for flexible meeting options. Impromptu meeting rooms, or huddle rooms, are popular solutions because they are smaller than traditional conference rooms and companies are finding it easy to incorporate more of them.

That way, a small number of employees can gain access easily for scheduled meetings. Whenever they feel the need to collaborate, they can jump right in and go. However, these spaces have specific tech requirements of their own.

Huddle room technology enables professionals to meet remotely.

The Right Meet Room Technology

To integrate the right technology, it helps to know your team's needs. Ask them to evaluate the kinds of meetings they have and the way they like to work and collaborate.

They’ll likely prioritize flexibility and simplicity. For most, the solutions that align to those needs include capabilities like:

  • integrating with calendar scheduling software
  • conducting audio calls
  • sharing content
  • connecting wirelessly
  • conferencing virtually

Before you start looking at specific products, ask employees what their greatest needs are for collaboration and what they are lacking during their meetings.

Some good questions to ask: What pieces of technology do they use the most and what do they wish they had?

The Payoff

Once you have an idea of which capabilities you want, you can start to look at specific pieces of equipment, including displays, microphones, cameras, content-sharing tools, and all-in-one solutions.

Compare the features with your priorities and you will be able to better narrow down your options. The better news is that once you have your huddle rooms outfitted with modern collaboration solutions, your biggest problem will be figuring out what to do with all that extra time.

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