Feb. 10, 2020
In the past, adding technology to meeting and conference rooms could seem daunting. Employees were apprehensive about learning new technology. IT teams were nervous about supporting it. And the upfront investment required for new AV technology could make the CFO think twice.
Today, however, technology is all about simplification: Simple to use, simple to manage, and simple to pay for. The same holds true for technology in conference spaces.
Smart rooms are a great example of AV technology simplification. They serve as meeting rooms that integrate hardware and software to create productive, positive experiences for participants.
Here’s how smart rooms can simplify life …
1. They Use Fewer Cables – or No Cables at All
In the conference rooms of yesterday, it wasn’t uncommon to see several cables running to a control panel on a tabletop. Today, single-cable solutions utilizing Power over Ethernet (PoE) technology carry power and data in one cable.
This not only keeps conference rooms tidier, but also reduces installation and maintenance costs. Many of today’s devices are also wireless, further reducing the number of cables, wires and adapters that used to take up space on top of and underneath work surfaces.
2. They Feature One-Touch Capabilities
Presentation capabilities have gone far beyond what they used to offer. Instead of several minutes of setup (and troubleshooting) prior to the start of your meeting, you simply show up and present.
One-touch capabilities launch meetings with the touch of a button. Upon entering the smart room, your scheduled meeting is displayed on the touch panel. With one simple action, your phone or videoconferencing connection, microphones, cameras and speakers, projectors, and even lighting are all turned on and ready to go. You don’t have to set up each system separately. Your meetings can start on time, putting ideas at the forefront instead of “technical difficulties.”
3. They Feature the Right Tech for Your Environment
There’s no silver bullet when it comes to creating a simple smart room. The size of the space, what type of content you’d like to share, how many people you want to accommodate, and the characteristics of your room will determine which communication and collaboration solutions are best. For example, if your space has acoustic issues or surfaces that cause echo, certain AV solutions can counteract those effects.
4. They Offer Streamlined Videoconferencing
In the past, videoconferencing systems were often cumbersome and expensive to use. To lead successful calls, it was important that users know (and practice with) their equipment regularly. But today’s videoconferencing solutions support communication with a distributed workforce and client base, with scheduling and invitation options that are easy to learn and remember.
Videoconferencing solutions not only let you connect face to face with people around the globe (or right down the street) in real time, but they also let you seamlessly share content like images, PowerPoint presentations, or Excel spreadsheets.
5. They Support Wireless Presentation
Instead of passing around a cable to connect to a device, wireless presentation capabilities allow one or more users to present content wirelessly from their laptop, tablet or smartphone. The content displayed on your device can be mirrored on a shared screen for everyone to see.
This not only makes meetings more productive – with the ability to switch presenters and share content easily – but it also allows people to sit or stand anywhere in the room without worry of dangling wires (or without needing a table).
6. They Support Room Standardization
Smart rooms can help create established standards for the meeting spaces in your building.
If each room is set up to function exactly the same, you’ll build confidence in a consistent user experience and reduce the amount of system training necessary. And there won’t be as many unused spaces due to lack of familiarity with that particular room’s technology.
Using Managed Systems to Streamline AV
It’s no secret that communication and collaboration tools change and improve over time. Your technology of choice today probably isn’t the same as it was five years ago.
To keep smart rooms up to date, CEC’s Managed Systems Program (MSP) offers access to the latest technology – bundled into one monthly payment.
You can maintain a consistent refresh schedule without worrying about what to do with outdated technology. Once it’s time for a refresh, we’ll replace your existing systems with new technology. Our MSP offering also includes preventive maintenance and repair, ensuring that AV systems are always secure and up to date.
Want to learn more about smart rooms – or our MSP program? Contact us and we’ll send you more information!